Privacy Notice

Last updated: 31 August 2026

1. About this Privacy Notice

This Privacy Notice explains how R G R Briggs & Son trading as Pittvale Service Station and/or Alco and/or Alco Van Hire ('Alco Van Hire', 'we', 'us' or 'our') collects, uses, stores and shares personal information.

It applies to personal information collected:

• through the Alco Van Hire website at https://alcovanhire.co.uk;
• through our online booking system;
• through our online insurance declaration system;
• when you contact us by telephone, email, WhatsApp, Facebook Messenger or other communication channels;
• when you make or attempt to make a payment;
• when you provide driving licence, identity or insurance information;
• when you use our website and interact with our cookies, analytics and advertising technologies; and
• when personal information is provided to us by third parties where this is necessary to provide our vehicle-hire services, administer a booking, assess insurance eligibility, prevent fraud, recover charges or comply with legal obligations.

We are committed to protecting your privacy and processing your personal information fairly, lawfully and transparently.

This Privacy Notice should be read together with our Terms and Conditions and any other privacy information we provide to you at the point at which information is collected.

2. Who is responsible for your personal information?

The data controller responsible for your personal information is:

R G R Briggs & Son trading as Pittvale Service Station and/or Alco and/or Alco Van Hire

Pittvale Service Station
Romsey Road
Winchester
Hampshire
SO22 5QN

Telephone: 01962 670067

Email:  

Our ICO registration number is A9026383.

3. What personal information do we collect?

The information we collect depends upon how you interact with us.

It may include:

• name and title;
• contact details;
• email address;
• telephone or mobile number;
• residential address;
• booking reference;
• vehicle requested;
• collection and return dates and times;
• collection and return location;
• destination;
• purpose of the hire;
• whether the vehicle is being hired for personal or business use;
• business name and business contact details where applicable;
• information about additional drivers;
• optional booking information or answers to booking questions;
• payment and transaction information;
• information relating to insurance eligibility; and
• information required to administer, amend or cancel your booking.

Our online booking facility is provided using Prohire's ProWeb platform, which can be embedded into an existing website and is designed to collect customer booking information and transmit it to the rental company's Prohire system.

4. Driving licence information

Because driving eligibility is fundamental to our vehicle-hire service, we may collect and process information from your driving licence.

This may include:

• driving licence number;
• licence type;
• licence status;
• licence address;
• date and duration of driving entitlement;
• categories of vehicles you are entitled to drive;
• endorsements and penalty points;
• convictions;
• disqualifications;
• restrictions;
• information relating to foreign licences;
• a copy or photograph of the front and rear of your driving licence;
• information obtained from the DVLA;
• DVLA check codes; and
• information resulting from a DVLA driving-record check.

Our declaration system specifically asks for a driving licence number and/or DVLA check code and requires images of the front and rear of the driving licence.

We use this information to:

• establish whether you are legally entitled to drive the vehicle;
• verify your identity;
• assess whether you meet our rental requirements;
• comply with the requirements of our motor insurers;
• obtain insurance clearance;
• prevent fraud and misuse of our vehicles;
• administer the hire agreement; and
• comply with legal and regulatory requirements.

5. DVLA check codes

Where required, we may ask you to provide a DVLA driving licence check code.

A DVLA check code allows us to obtain relevant driving-licence information from the DVLA with your permission.

The DVLA states that a check code is required together with the last eight characters of the driving licence number to check another person's driving record. A check code is valid for 21 days and can only be used once.

We may use a DVLA check code to:

• verify your driving entitlement;
• check penalty points and endorsements;
• check disqualifications or restrictions;
• assess eligibility for vehicle hire and insurance; and
• comply with our insurers' requirements.

We will only obtain information from the DVLA where we have a lawful reason to do so and, where required, your permission.

6. Identity documents

As part of our identity and insurance verification process, we may require you to provide a second form of identification.

Depending on the circumstances, this may include:

• passport;
• EEA identity card;
• photographic identity document;
• photographic registration card;
• photographic credit or debit card; or
• another document acceptable under our insurance requirements.

Our online declaration system currently requires a driving licence and a second form of ID showing your name and address. A photographic ID may also be required in certain circumstances. It also permits documents to be uploaded electronically.

We may retain copies of identity documents where this is necessary to satisfy our insurers, prevent fraud, establish identity, administer the hire or protect our legal interests.

7. Proof of address

We may ask you to provide proof of your residential address.

This may include:

• gas, electricity or landline telephone bill;
• bank statement;
• credit-card statement;
• building-society statement; or
• another document accepted under our verification requirements.

The document may contain personal and financial information. Where possible, information that we do not need may be obscured before submission.

Our declaration system currently asks for a document showing the person's name, address and date and states that transactions or balances may be covered where the required information remains visible.

8. Insurance declarations and insurance information

Before a vehicle can be hired, we may require you to complete an insurance declaration.

The declaration may collect substantially more information than is required simply to make a booking.

This may include:

• age or date of birth;
• employment status;
• occupation;
• employer;
• driving experience;
• driving history;
• motor accidents;
• insurance claims;
• losses;
• whether you were at fault;
• whether an accident involved injuries;
• claim values;
• details of accident circumstances;
• motoring convictions;
• penalty points;
• endorsements;
• fixed penalties;
• prosecutions;
• bans;
• suspensions;
• disqualifications;
• foreign driving offences;
• insurance refusals;
• cancelled insurance policies;
• increased insurance premiums;
• special insurance conditions;
• insurance excess information;
• DVLA-notifiable medical conditions or disabilities;
• medication and restrictions affecting driving, where relevant;
• changes to a medical condition previously notified to the DVLA; and
• other information necessary for our insurers to assess whether insurance cover can be provided.

Our current declaration system expressly asks questions concerning accidents, injuries, convictions, disqualifications, medical conditions or disabilities and previous insurance decisions.

We use this information to:

• obtain insurance clearance;
• determine whether you can be insured to drive the vehicle;
• determine applicable insurance terms and excesses;
• comply with our insurance policy requirements;
• prevent insurance fraud;
• administer your hire; and
• protect our business and our customers.

9. Special category and criminal-offence information

Some information collected during the insurance declaration may constitute special category personal data or personal data relating to criminal convictions and offences under UK data-protection law.

For example, this may include information about:

• health or medical conditions;
• disability;
• injuries;
• medication;
• criminal or motoring convictions;
• offences;
• penalty points; and
• disqualifications.

The ICO explains that special-category data requires both an Article 6 lawful basis and an additional Article 9 condition under the UK GDPR.

We will only process such information where we have identified an appropriate lawful basis and, where required, an additional legal condition for processing.

We process this information because it may be necessary to:

• assess whether insurance can be provided;
• comply with our insurance contract and insurer requirements;
• establish eligibility to hire a vehicle;
• prevent fraud;
• protect our legitimate business interests;
• establish, exercise or defend legal claims; and/or
• comply with legal obligations.

We will only collect the minimum amount of sensitive information reasonably required for these purposes.

10. Information collected through our declaration system

This system is operated specifically for Alco Van Hire and forms part of our vehicle-hire and insurance-clearance process.

For privacy purposes, information submitted through the declaration system should therefore be regarded as information collected by or on behalf of Alco Van Hire and covered by this Privacy Notice.

The declaration system currently collects information including booking references, name, email address, telephone numbers, employment information, addresses, driving licence information, DVLA check codes, identity documents, proof-of-address documents and detailed insurance information.

Documents uploaded through the declaration system may include complete copies of:

• driving licences;
• passports;
• identity documents;
• proof-of-address documents; and
• other supporting documents.

The system states that copies of driving licences and photo ID may be retained because they are required by our insurers.

We use the information submitted through this system for the same purposes described in this Privacy Notice, including identity verification, insurance clearance, vehicle-hire eligibility, fraud prevention, administration of the hire and compliance with legal obligations.

11. Contact forms and enquiries

If you contact us through a form on our website, we may collect:

• your name;
• email address;
• telephone number;
• vehicle requirements;
• collection and return dates;
• destination;
• purpose of hire; and
• any additional information you choose to provide.

We use this information to:

• respond to your enquiry;
• prepare quotations;
• provide information about our services;
• arrange or administer a booking;
• communicate with you about your enquiry; and
• maintain appropriate business records.

12. Email

If you contact us by email, we will process the information contained in your email and any attachments.

This may include:

• your email address;
• name;
• telephone number;
• booking reference;
• documents or photographs you send us;
• information about your vehicle hire; and
• any other personal information contained in your correspondence.

We use email correspondence to communicate with customers, administer bookings, respond to enquiries, provide documents and manage the hire relationship.

13. WhatsApp

We may communicate with customers using WhatsApp where a customer chooses to contact us through WhatsApp or where we use WhatsApp as an available customer-communication channel.

Information communicated through WhatsApp may include:

• your name;
• telephone number;
• messages;
• photographs;
• documents;
• booking references;
• information about your vehicle hire; and
• any other information you choose to provide.

WhatsApp is operated by a third party. Information transmitted through WhatsApp is therefore also subject to WhatsApp/Meta's own privacy terms and processing practices.

We will not ask you to send highly sensitive information through WhatsApp where we have another appropriate secure method available.

14. Facebook, Meta and Messenger

Our website and services may contain links, integrations, cookies or other technologies associated with Facebook/Meta, including Facebook and Facebook Messenger.

Depending upon the technologies currently enabled on our website, Meta may receive information such as:

• IP address;
• browser and device information;
• pages visited;
• interaction with our website;
• advertising identifiers;
• cookie identifiers; and
• information about interaction with Facebook or Messenger.

Non-essential Meta tracking technologies, including advertising pixels and similar technologies, should not be activated before the visitor has provided the required consent.

If you contact us through Facebook Messenger, information contained in that conversation may also be processed by Meta and by us for customer-service and communication purposes.

15. Analytics

We may use analytics technologies, including Google Analytics, to understand how visitors use our website and improve its performance.

Analytics information may include:

• IP address or an abbreviated or anonymised IP address;
• browser type;
• operating system;
• device information;
• approximate location;
• pages visited;
• referring website;
• links clicked;
• time spent on pages;
• interactions with the website;
• booking journey information; and
• other technical or usage information.

We will only use non-essential analytics cookies or similar tracking technologies where the required consent has been obtained.

16. Cookies and similar technologies

Our website uses cookies and similar technologies.

Strictly necessary cookies

These are required for the website or a service requested by you to operate correctly.

Examples may include:

• session cookies;
• security cookies;
• cookie-consent preferences; and
• cookies required for booking functionality.

Consent is not normally required for cookies that are genuinely necessary to provide a service requested by the user.

Analytics cookies

These help us understand how visitors use our website and improve our services.

Advertising and social-media cookies

These may be used by third parties such as Meta/Facebook for advertising, measurement, remarketing or related purposes.

We will obtain consent before setting non-essential cookies or using other non-essential storage or access technologies where required by PECR.

You can manage your cookie preferences through our cookie-consent mechanism and through your browser settings.

17. Our online booking provider - Prohire ProWeb

Our online booking service is provided using Prohire ProWeb, operated by Prohire Software Limited.

Information entered into the ProWeb booking system may therefore be processed and stored within Prohire's systems on our behalf.

We use Prohire for purposes including:

• taking online bookings;
• managing bookings;
• storing customer information;
• administering rental agreements;
• processing booking information;
• supporting payment functionality;
• managing customer records; and
• supporting our vehicle-rental operations.

For customer-booking data processed by Prohire solely on our instructions, Prohire may act as our data processor. Prohire may also process certain information as an independent controller for its own purposes. The precise controller and processor allocation is determined by the services and contractual arrangements in place.

You can read Prohire's privacy policy here:

Prohire Privacy Policy

18. Payment processing - Opayo

Online payments may be processed through Opayo, formerly known as Sage Pay.

Where you make a payment through Opayo, payment information may be processed by Opayo and relevant financial institutions or card schemes to authorise and complete the transaction.

We do not need to receive or retain your full card number, security code or other sensitive payment credentials in order to process your payment through the payment gateway.

Information associated with a payment may include:

• name;
• billing information;
• payment amount;
• transaction reference;
• payment status;
• card-related transaction information;
• IP or device information where used for security or fraud prevention; and
• information required to detect or prevent fraud.

Opayo may process some transaction-related information as our processor, while acting as an independent controller for certain of its own purposes, including fraud prevention and regulatory obligations.

Opayo may process some information outside the UK or European Economic Area subject to appropriate safeguards.

You can read Opayo's privacy notice here:

Opayo Privacy Notice

19. Other booking and payment providers

We may use other third-party booking, payment, software, communication, document-storage, insurance, fraud-prevention or business-management providers from time to time.

Where we do so, personal information may be processed by those providers where necessary to provide the relevant service.

20. How we use your personal information

We may use your personal information to:

1. process and administer vehicle-hire bookings;
2. provide quotations;
3. communicate with you;
4. provide vehicles and related services;
5. verify your identity;
6. verify your driving entitlement;
7. conduct DVLA checks;
8. assess insurance eligibility;
9. obtain insurance clearance;
10. administer insurance requirements;
11. process payments;
12. manage deposits and excesses;
13. prevent fraud and other criminal activity;
14. recover unpaid amounts;
15. investigate accidents, damage or claims;
16. comply with legal and regulatory obligations;
17. respond to legal proceedings and law-enforcement requests;
18. enforce our contractual terms;
19. protect our business, vehicles, staff and customers;
20. improve our website and services;
21. analyse website usage;
22. manage customer communications;
23. maintain appropriate business and financial records;
24. investigate complaints and disputes; and
25. protect or establish our legal rights and interests.

21. Lawful bases for processing

We will only process personal information where we have a lawful basis under UK data-protection law.

Contract

We may process information where it is necessary to enter into or perform a contract with you, such as processing a booking, providing a vehicle, administering a hire, communicating with you about your booking, processing payment and administering the hire agreement.

Legal obligation

We may process information where necessary to comply with a legal obligation, including legal and regulatory requirements, accounting and tax requirements, law-enforcement requests, court orders, road-traffic matters, insurance requirements imposed by law and fraud or financial-crime obligations.

Legitimate interests

We may process information where necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

These interests may include preventing fraud, protecting our vehicles and property, recovering debts, defending legal claims, administering our business, maintaining appropriate records, improving our services, maintaining website security and managing customer relationships.

Consent

We will rely on consent where required by law, including where appropriate for non-essential cookies, certain analytics technologies, advertising or remarketing technologies and electronic direct marketing where consent is required under PECR.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

22. Who may receive your information?

We may share personal information where necessary with:

• Prohire Software Limited and its relevant service providers;
• the operator or provider of our online declaration system;
• Opayo or Elavon;
• banks and payment providers;
• our insurers and insurance intermediaries;
• the DVLA;
• fraud-prevention organisations;
• law-enforcement agencies;
• police and other statutory authorities;
• breakdown and recovery providers;
• vehicle repairers and service providers;
• claims handlers and loss adjusters;
• debt-recovery agencies;
• legal and professional advisers;
• accountants and auditors;
• website hosting and IT providers;
• email and communications providers;
• WhatsApp or Meta where you communicate with us through their services;
• Google and other analytics providers where applicable;
• advertising and social-media platforms where you have provided the required consent;
• suppliers and contractors involved in providing your hire; and
• prospective purchasers or successors if our business is sold or transferred.

We will not sell your personal information.

23. Disclosure to authorities and legal purposes

We may disclose personal information where reasonably necessary to comply with a legal obligation, comply with a court order, respond to a police or law-enforcement request, deal with road-traffic matters, identify the driver of a vehicle, investigate suspected fraud or criminal activity, pursue or defend legal claims, recover unpaid charges or protect our rights, property, employees or customers.

24. Marketing

We may contact existing customers about our services where permitted by applicable law.

Where consent is required, we will obtain it before sending direct electronic marketing.

You can unsubscribe from marketing communications at any time.

We will not use your driving licence, identity-document, insurance-declaration, medical or other sensitive information for direct marketing.

25. How long do we keep your information?

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, insurance, contractual and dispute-resolution requirements.

Different categories of information may therefore be retained for different periods.

• Booking and hire records: retained for as long as reasonably necessary for administration, accounting, contractual and legal purposes.
• Payment records: retained for the period required for accounting, tax, fraud-prevention and legal purposes.
• Driving licence and identity documents: retained only for as long as reasonably necessary to satisfy insurance, legal, contractual and evidential requirements.
• Insurance declarations: retained for as long as reasonably necessary for insurance, claims, contractual and legal purposes.
• Accident and claims information: may be retained for longer where necessary to investigate or defend a claim or because an insurer or legal adviser requires it.
• Enquiries: retained for a reasonable period after the enquiry has been dealt with, unless a longer period is necessary.
• Marketing preferences: retained while relevant to managing your marketing preferences.
• Analytics information: retained according to the settings and retention periods applicable to the analytics service.
• Cookie-consent records: retained as necessary to demonstrate and respect your choices.

A blanket seven-year retention period should not be applied automatically to every category of information. Retention should instead be based on the purpose and applicable legal or insurance requirements.

26. Where is your information stored?

Personal information may be stored electronically by us and by third-party service providers acting on our behalf.

Some suppliers may process or transfer information outside the UK.

Where personal information is transferred outside the UK, we will ensure that the transfer is made in accordance with applicable UK data-protection law and that appropriate safeguards are used where required.

27. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, destruction, alteration, disclosure and unlawful processing.

Measures may include:

• encryption in transit;
• password protection;
• access controls;
• restricted staff access;
• secure third-party systems;
• system updates;
• backups;
• monitoring;
• physical security; and
• procedures for dealing with suspected data breaches.

No internet transmission or electronic storage system can be guaranteed to be completely secure.

28. Your data-protection rights

Subject to applicable legal exemptions and circumstances, you may have the right to:

• be informed about how your information is used;
• access your personal information;
• correct inaccurate or incomplete information;
• request deletion of information;
• restrict processing;
• object to processing;
• request data portability;
• withdraw consent where processing is based on consent; and
• object to direct marketing.

These rights are not absolute and some legal exemptions may apply.

29. Automated decision-making

We may use information provided during the booking and insurance process to determine whether you meet our vehicle-hire or insurance requirements.

Where a decision is made using automated processing and that decision has a legal or similarly significant effect on you, we will comply with applicable UK data-protection requirements concerning automated decision-making.

Where appropriate, you may have the right to request human intervention, express your point of view and challenge the decision.

30. Information about other people

If you provide personal information about another person, such as an additional driver, you should ensure that you are authorised to provide that information.

Where appropriate, you should make that person aware of this Privacy Notice.

31. Children's information

Our vehicle-hire services are not generally directed at children.

We do not knowingly collect personal information from children except where this is necessary for a specific legitimate business purpose and provided in accordance with applicable data-protection law.

32. Third-party websites and services

Our website may contain links to third-party websites and services, including the DVLA, Facebook, Meta, WhatsApp, Google, Prohire, Opayo, our declaration system and other third-party services.

Once you leave our website, the third party's own privacy policy and terms may apply.

We are not responsible for the privacy practices of third parties where they act independently as data controllers.

33. Complaints

If you have concerns about how we have used your personal information, please contact us first:

Data Protection / Privacy
Alco Van Hire
Pittvale Service Station
Romsey Road
Winchester
SO22 5QN

Telephone: 01962 670067

Email:  

We will investigate your concern and attempt to resolve it.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe that your personal information has been processed unlawfully.

Information Commissioner's Office

34. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, the information we collect, our technology or suppliers, our booking or payment systems, applicable law or regulatory guidance, or how we process personal information.

The latest version will be published on our website.

The 'Last updated' date at the top of this Privacy Notice will be changed whenever the policy is materially amended.

35. Summary of the information we collect

Information	Why we collect it
Name and contact details	Bookings, enquiries and customer communication
Booking information	Providing and administering vehicle hire
Driving licence details	Driving eligibility and insurance
DVLA check code	Checking driving records
Driving licence images	Identity, eligibility and insurer requirements
Passport or photo ID	Identity verification
Proof of address	Identity and insurance verification
Accident or claims history	Insurance clearance
Motoring convictions or endorsements	Insurance and hire eligibility
Disqualifications or bans	Insurance and hire eligibility
Medical or DVLA-notifiable information	Insurance eligibility
Insurance history	Insurance clearance
Payment information	Processing payments and accounting
Email correspondence	Customer service and administration
WhatsApp correspondence	Customer communication
IP address or device information	Security, analytics and website operation
Analytics information	Website improvement
Meta or Facebook information	Social-media functions and, where consented, advertising or measurement
Cookies	Website operation, analytics and advertising where consented
Documents uploaded to declaration system	Insurance and identity verification
Information supplied by third parties	Hire, insurance, fraud prevention and legal purposes

36. Important note about this Privacy Notice

This Privacy Notice describes the categories of information that Alco Van Hire currently expects to process and the purposes for which that information is used.

Because our booking, payment, insurance, analytics and communication services involve third-party technology providers, the exact information processed and the location and duration of processing may change when those services are changed or updated.

We will update this Privacy Notice where those changes materially affect how personal information is processed.