Essex Vehicle Hire Ltd

Privacy Policy

Essex Vehicle Hire Ltd (“EVH”, “we”, “us”, “our”) 

We may collect and process the following categories of personal data:

Identity and eligibility information

• Full name, date of birth

• Driving licence details (including licence number, issue date and categories)

• Driving history/eligibility information (e.g., penalty points where relevant)

• Copies of identification documents used for verification

Contact information

• Home address, email address, telephone number

Booking and rental information

• Booking details (dates, vehicle selected, delivery/collection location)

• Signed rental agreement and handover/return records

• Communications with you (email, messages, call notes)

Financial information

• Card payment and deposit transaction references

We do not store full card numbers. Card payments are processed by authorised payment providers.

Compliance, incident and claims information

• DVLA check results and validation outcomes

• Incident reports, claim information and supporting documentation

Telematics and vehicle security data

• Vehicle location and journey data

• Alerts (e.g., speeding alerts, restricted-area alerts)

• Mechanical/vehicle alerts (e.g., warning lights) where reported or triggered through systems

Website and device information (limited)

• If you contact us via our website, we may receive basic technical logs necessary for security and functionality. We do not currently use analytics tracking tools such as Google Analytics or Meta Pixel.

We collect data:

• Directly from you (booking, enquiries, handover, communications)

• Through our booking platform provider (Coastr) acting as our processor

• From DVLA/licence checking services where required

• From telematics/tracking systems fitted to our vehicles

• From insurers/claims handlers where an incident occurs

We use your personal data to:

• Provide vehicle hire services and manage bookings

• Verify identity and driving eligibility, and meet insurer requirements

• Take payments and manage security deposits

• Deliver/collect vehicles and provide customer support

• Prevent fraud and protect vehicles from theft/misuse

• Manage incidents, breakdowns, disputes and insurance claims

• Meet legal and regulatory obligations

We rely on one or more of the following lawful bases:

• Contract: to perform our rental agreement with you

• Legal obligation: to comply with legal duties and insurer requirements

• Legitimate interests: to protect our business, vehicles and customers (e.g., fraud prevention, security, dispute handling)

• Consent: for marketing communications where required

Our vehicles are fitted with telematics and tracking systems for security, safety and insurance compliance. We do not actively monitor vehicles in real time during normal lawful use. We access tracking/telematics data only when:

• An alert is triggered (e.g., excessive speed, restricted-area alert)

• A vehicle is reported stolen, missing, involved in an incident, or requires recovery

• We need to investigate an incident, claim or serious breach of terms

• We are required to do so for legal or insurer compliance

We retain and use telematics data proportionately and in line with this policy.

We may share your personal data with:

• Insurers, insurance intermediaries and claims handlers (for eligibility checks, cover, and claims)

• DVLA/licence checking providers (to verify driving entitlement)

• IT providers acting as processors

• Payment processors (to take payments and deposits)

• Professional advisers (e.g., accountants/legal advisers) where necessary

• Law enforcement or regulators where required by law We do not sell your personal data.

We keep personal data only as long as necessary for the purposes set out in this policy, including legal, insurance and dispute requirements. Typical retention periods are:

• Rental agreements, booking records and general correspondence: up to 6 years

• Identity verification records (ID documents and checks): up to 6 years (or longer where required by insurers or ongoing disputes)

• Payment and deposit records (transaction references): up to 6 years (for accounting and dispute purposes)

• Incident/accident/claim records and supporting evidence: up to 6 years from closure of the matter (or longer if required by insurers/legal proceedings)

• Telematics data:

– Routine operational data: retained for a limited period proportionate to security and operations – Incident/alert-related data: retained with the incident/claim file for the relevant retention period Where we no longer need your data, it will be securely deleted or anonymised.

We use appropriate technical and organisational measures to protect personal data, including:

• Access controls (only authorised persons can access sensitive records)

• Secure storage of ID and agreement documents

• Reputable third-party platforms for bookings and payments

• Encryption and secure transfer methods where supported by suppliers

• Procedures for handling suspected data breaches

You have rights under UK GDPR, including:

• Access – request a copy of your personal data

• Rectification – correct inaccurate or incomplete data

• Erasure – request deletion where legally permissible

• Restriction – limit how we use your data in certain circumstances

• Data portability – where applicable

• Withdraw consent – where processing is based on consent (e.g., marketing)

To exercise your rights, email contact@essexvehiclehire.uk.We may request proof of identity. 

We will only send marketing messages where permitted by law. You can opt out at any time by emailing contact@essexvehiclehire.ukor using any unsubscribe method provided.

Our website may use essential cookies necessary for site functionality and booking journeys. We do not currently use analytics tracking tools. If we introduce analytics or advertising cookies in future, we will update this policy and implement appropriate cookie controls.

If you have concerns, contact us first at contact@essexvehiclehire.uk.You also have the right to complain to the Information Commissioner’s Office (ICO): Information Commissioner’s Office, www.ico.org.uk

We may update this Privacy Policy from time to time. The latest version will be published on our website.