Your Data Privacy
At Alco Van Hire we respect your privacy and are committed to protecting any Personal Data we hold about you. This Policy explains what data we collect about you, how we collect it, the measures we take to keep your data secure and the uses we make of it. All references in this policy to 'the Company', 'we', 'us' and 'our' are to Alco Van Hire. When you book a vehicle with us or access our websites, you consent to our Collection, Retention and Use of your Personal Data in the manner described in this policy and accept the risks outlined in the Security Section.
This Policy covers the Personal Data we collect about you, for our Self Drive Vehicle Hire business. It does not cover data that does not personally identify you, such as aggregated anonymous data. We are free to use non-personal data as we wish.
Changes to this Policy
We may change this Policy from time to time. If we do so, the amended Policy will take effect when we post it on our Website. We will amend the 'last updated' notice on the bottom of the this page whenever we make a change. If any change makes the Policy less protective of your Personal Data than before the change, it will not apply to data we had previously collected about you before the change was made.
Collection of Data
We collect a range of data about you from a variety of sources for the purposes of our business. The examples we provide here are illustrative rather than a complete list of our practices.
When booking our Self Drive Vehicle Hire services we will ask for your Name and contact Telephone Number (and possibly your E-mail Address). This helps us to process your booking and to contact you if we have any problems with your request or to send you an electronic confirmation of the booking.
When processing your Hire we collect data which will include:
Your Full Name;
Your current residential Postal Address;
Your contact details if different;
Your landline telephone number and mobile number;
Your E-mail Address;
Your Date of birth;
Your Driver Licence details;
Cardholder Credit / Debit Card information;
Your driving history including endorsements within the last 11 years;
Your accident history within the last 3 years;
Any Medical Conditions that may affect your eligibility for Insurance;
If you pay for a Deposit or the Rental Charges at the time of booking on a Credit / Debit Card, you will be asked for the Cardholder's Full Name, Payment Card Type, Card Number, Start Date, Expiration Date, CSC Security Number, Cardholder's House Number and Cardholder's Post Code to enable us to take your payment.
We may collect Medical Condition data that is regarded as sensitive. If there is an accident and we need to work with Insurance and Claims Management Companies relating to any injury you may incur, we may need to process data about your current medical conditions. Please note that if you wish to rent with us and there is a need to provide sensitive data, you consent to that data being collected, used and disclosed for our Operational Uses.
Sources of Data
We collect Personal Data directly from you when you make a Booking or at the Point of Hire of the Vehicle, including information you provide when you call by Telephone, through our Website, at the Rental Location prior to commencement of a Hire.
We use certain technologies on our Websites to collect Data about your Visit, as follows:
We may collect your IP Address when you visit our Website. This only identifies your ISP (Internet Service Provider) and does not contain any Information about you as an Individual. We use this information to help us understand more about where our Website Traffic originates.
Pixel Tags are used to collect Anonymous Data to help us determine Click-Through and other Information to improve our service. We also use them to identify which Online Advertisement or email has brought a Customer to our Website. We may use 'pixel tags' or similar Technologies that enable us to track your actions whilst Navigating our Websites or receipt of our E-mail messages.
Third Party websites:
Retention of Data
We try to ensure that the Personal Data we retain about you is stored securely and is as accurate, current and complete as necessary for our purposes of Self Drive Vehicle Hire.
Storage of Data
We generally retain Personal Data about our Customers for as long as we believe appropriate for the purposes for which it was collected or as otherwise required by applicable law. Our Principal Location for storing the Personal Data we collect is our Head Office.
Security of Data
As you may be aware, there is no completely secure method of Transmitting or Storing Data. Although their physical characteristics are different, Postal Mail, Telephone Calls, Faxes, E-mail and any Transmission over the Internet all present possibilities of loss, misrouting, interception and misuse of the data that is transmitted.
How do we protect your data?
Secure Socket Layer (SSL) Encryption Technology is used to protect Personal Data such as Credit / Debit Card details when paying a Deposit or for the Hire Charge.
We aim to maintain appropriate Physical, Procedural and Technological Security Safeguards to protect your Personal Data, including: Restricting access to Personal Data to our employees on a 'need to know' basis.
Enforcing policies and procedures for our employees in their handling of Personal Data. Using technologies designed to safeguard data during its transmission, including SSL Encryption for the data you provide on our Websites.
If you have reason to believe that any data stored with us is no longer secure, please inform us as soon as is practicable by following the Contact Us Instructions at the end of this Policy.
Accessing and Updating of Data
You are welcome to see any data held about you at any time and to make the necessary amendments to keep this data up to date. To protect your Privacy and the Security of your Personal Data, we will take steps to verify your Identity before granting you access or making corrections to any data we store about you. To view your Personal Data please contact us quoting your Name and Address and either your Driver Licence Number or Date of Birth (for verification purposes) and your most recent Rental Agreement Number.
Uses of Data
By making a Booking with us or Hiring from us, you consent to our Use and Disclosure of your Personal Data for the Operational Uses listed below. These examples provided are illustrative and not a complete list of our practices.
We will share your Personal Data within the Company to provide Self Drive Vehicle Hire services to you, including to:
Making your initial Hire Bookings;
Insurance referrals and validation:
Processing your Rental Agreements;
Billing and collecting amounts owed to us for your hire transactions;
Providing you with customer assistance;
Sharing of Data
Alco Van Hire will never release your Personal Data to any other external company or organisation for any marketing purposes.
Disclosure to Organisations you Use
We will share your information with companies you use in connection with your Hiring, including:-
Your Credit / Debit Card provider and other companies that process your charges;
Any company or organisation that is paying your Hire Charges;
Protective, Legal and Lawful Uses
We may use and disclose your Personal Data, as we believe appropriate, in compliance with applicable law, to protect our business. For example, we may share your Personal Data with Credit Reporting and Fraud Checking Agencies. We may also share your Personal Data with organisations to enforce the Rental Agreement and recover any monies due, such as Debt Collection Agencies.
In addition, we may share your Personal Data for lawful reasons, including:
Co-operating with National or Local Police Authorities, to identify individuals who may be involved in criminal activities; responding to a National Authority, a Local Authority or to a relevant Police Authority in relation to charges arising from driving, or occurring, on the Public Highway during the hire period, such as traffic offences, parking fines, and congestion charges as prescribed by numerous Statutory Instruments and Legislation e.g. Road Traffic Act 1988, Traffic Management Act 2004, Transport for London Act 2008;
To comply with any other applicable U.K. or E.U. law.
Disclosure to our Agents
We may use other Companies as our Agents to act on our behalf and assist us in the conduct of our business, performing services for us under our instruction. These services may include hosting certain Websites or Databases, running promotions for us, sending our marketing communications, carrying out data analysis and conducting customer satisfaction surveys or other research. We will require our Agents to maintain appropriate security standards to protect your Personal Data and use the data only for the purposes we specify.
We hope this Policy answers your questions about our Collection and Use of your Personal Data. If you have additional questions or want to contact us for a specific purpose, please go to the Contact Us
page on the Website for details.
© Updated 02 October 2012