Privacy Policy

1. Information We Collect

To provide you with our vehicle rental services, we collect various types of information:

• Personal Identification Data: Your full name, date of birth, residential address, email address, telephone number, driving license details (including license number, issue date, expiry date, and endorsements), and passport information (for international customers or specific vehicle types).
• Financial Information: Payment card details (processed securely by our third-party payment gateway providers), billing address, and transaction history related to your rentals.
• Rental Specifics: Details of your vehicle hire, including vehicle type, rental dates and times, pick-up and drop-off locations, mileage at start and end of rental, fuel levels, and any reported incidents, damages, or traffic violations.
• Communication Data: Records of your interactions with us, such as emails, phone calls, and messages through our website or social media.
• Technical and Usage Data: Information collected automatically when you visit our website, including your IP address, browser type, operating system, referral sources, pages viewed, and navigation paths. This is primarily gathered through cookies and similar technologies.

2. How We Use Your Information

Your information is used for the following primary purposes:

• To Fulfill Rental Agreements: Processing your bookings, managing your rental account, verifying your identity and driving eligibility, and facilitating vehicle pick-up and return.
• Payment Processing: Handling all financial transactions related to your rental, including deposits, rental fees, and any additional charges (e.g., fuel, damages, fines).
• Customer Communication: Sending booking confirmations, updates, reminders, and responding to your inquiries, complaints, or feedback.
• Service Improvement: Analyzing usage patterns to enhance our website, optimize our fleet, and improve the overall customer experience.
• Legal and Regulatory Compliance: Adhering to legal obligations, including tax, insurance, and vehicle registration requirements. This also includes preventing fraud, resolving disputes, and enforcing our terms and conditions.
• Marketing (with Consent): If you opt-in, we may send you promotional offers, news, and updates about our services that we believe may be of interest to you. You can withdraw consent at any time.

3. Sharing Your Information

We may share your personal information with third parties only when necessary and under strict conditions:

• Payment Processors: To securely handle your financial transactions.
• Insurance Providers: To arrange and validate the necessary insurance coverage for your rental vehicle.
• Law Enforcement & Regulatory Bodies: When legally required or to protect our rights, property, or the safety of our customers and the public (e.g., in response to a court order or traffic violation).
• Service Partners: With trusted third-party companies who provide services on our behalf, such as vehicle maintenance, roadside assistance, or IT support. These partners are contractually obligated to protect your data and use it only for the purposes specified by us.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes without your explicit consent.

4. Data Security

We are committed to protecting your personal data. We implement a range of technical and organizational security measures to safeguard your information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data during transmission and at rest.
• Access controls and authentication procedures to limit access to personal data.
• Regular security audits and vulnerability assessments of our systems.
• Employee training on data protection and privacy best practices.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

5. Your Data Rights

You have certain rights regarding your personal data under applicable data protection laws:

• Right to Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can request that we correct any inaccurate or incomplete personal data.
• Right to Erasure (Right to be Forgotten): You can request the deletion of your personal data, subject to certain legal exceptions (e.g., for ongoing legal obligations).
• Right to Restrict Processing: You can request that we limit the way we use your data in certain circumstances.
• Right to Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format, or to have it transmitted directly to another controller.
• Right to Object: You can object to the processing of your personal data for certain purposes, such as direct marketing.
• Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided in Section 8. We will respond to your request in accordance with applicable law.

6. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and personalize content. Cookies are small data files stored on your device. You can manage your cookie preferences through your browser settings. Please refer to our Cookie Policy (if separate) for more detailed information.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or new technologies. We will notify you of any significant changes by posting the updated policy on our website with a revised "Last Updated" date. We encourage you to review this policy periodically.

8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please do not hesitate to contact us:

Kirkcaldy Vehicle Rental Services
Kirkcaldy, Fife
Phone: 01324 910 170