PRIVACY POLICY

About

SpecialDayVehicles.co.uk is a simple way of finding self-drive and chauffeur driven vehicle hire packages across the United Kingdom. By entering a postcode, clients can find out information about vehicles which operate in their geographical area. Our platform provides a quote request service which allows clients to request quotes from multiple vehicle owners based upon their exact vehicle hire requirements.

We are independent and impartial so the advice we give is all about helping you.

Special Day Vehicles will treat any personal data you provide us carefully and securely.

Special Day Vehicles does not make cold calls. If you are receiving cold calls from an organisation, the Information Commissioner’s Office has some useful advice and, if you haven’t already, it may be worth considering registering with the Telephone Preference Service.

Special Day Vehicles does not directly take payment for vehicle hire. If you receive an email or telephone call requesting payment where the sender/caller claims to be calling directly from SpecialDayVehicles.co.uk for vehicle hire do not make any form of payment, please report this to us as soon as possible for investigation. Payment for vehicle hire will be made by clients to the appointed vehicle hire company.

To contact our data protection officer please:
Email: dataprotection@specialdayvehicles.co.uk

When we collect data from you

When Special Day Vehicles collects information about you, we will tell you at least:

  • Who we are
  • Why we are collecting your information
  • Our legal basis for processing it e.g. the processing is required as part of a security check to verify a vehicle
  • What we will do with it
  • If we will share it (and whom we share it with)

At any point our platform collects personal data, we will always provide detail on how to access our privacy policy.

What information will we collect about you?

We categorise our platform users into 2 types:

  1. Vehicle Owners - An individual or company offering vehicle hire services into the United Kingdom.
  2. Clients - Individuals who wish to hire vehicles.

Sharing information about you

We sometimes use other companies and organisations (third parties) to process personal information for us. For example, we use third parties to:

  • maintain our IT systems
  • carry out research to improve the service we provide

Some of your information may be shared:

Where we make use of third parties to process personal information, we will ensure that they have adequate security measures in place and that they comply with this privacy policy.

We will also share information about you when we are required to so by law or if we have your permission to do so.

Types of emails we send

We send 2 types of emails to vehicle owners:

  1. Critical Service Emails
  2. Marketing Emails

Critical Service Emails

  • Quote Request Notifications
  • Security Alerts and Recommendations including user-initiated emails such as password reset links
  • Client Questions regarding your vehicle or a quote which you have provided
  • Service Disruption Alerts

We regard these emails as crucial in order for us to provide you with the level of service that we strive to achieve. If you no longer wish to receive core service emails, please contact us and we can deactivate your account.

Marketing Emails

We may occasionally want to email you about new features and offers available to you as a special day vehicles member. We will never share your details with any third parties without your prior permission. Marketing emails are optional and can be opted in/out at any time via your account settings or by contacting us.

Direct marketing

We may occasionally present a promotion that is sponsored by a third-party company or organisation. To qualify for entry, we may ask you to provide personal information – if we intend to share that information with the sponsors, we will make this clear and provide you with the opportunity to prevent this. You have the right to stop us using information about you for direct marketing purposes. You can do this at any time even if you previously consented to receive direct marketing. If you wish to change your marketing settings either select the link included in emails or contact us directly to let us know. We will change your setting as soon as we are able and at least within 28 days.

How long will we keep your data for?

Special Day Vehicles will keep your information for:

  • Contact information – 7 years from the last active contact with Special Day Vehicles. Unless we have a reason to keep for longer (for example where you have received a loan from us or where the funder has included longer data retention as part of their terms and conditions). (this list will be added to regularly)

Your rights

The General Data Protection Regulation will change the rights you have with regards to the personal data we hold and use about you. Your new rights are described in the guidance below. If you have any questions or concerns about how we use your personal information please contact our Data Protection Officer*. You can also find useful information on the Information Commissioner’s Office’s website. *Data Protection Officer details for Special Day Vehicles: Email:  dataprotection@specialdayvehicles.co.uk

If you feel that we have not responded appropriately to any requests to use your rights you have the right to complain to the Information Commissioner’s Office (as detailed above).

For any request relating to your information, we will ask for proof of identity to make sure we are talking to the right person, and to avoid disclosing information that belongs to another person. This may be done through asking questions (such as your address, telephone number, email address and reference number, should you have one) or sometimes we might ask for other evidence. If you are asking about information relating to another person, a relative, for example, we need to be sure you have the authority to act on that person’s behalf. Normally this can be done through evidence of a ‘Power of Attorney’ or similar document. Accessing the information we hold about you

If you think we hold information about you, you can ask us about that information. You do not have to make this request in writing, however, we will always ask questions to make sure we know who you are or we might ask for further proof of identity. This additional proof may take the form of recent utility bills or we may request to see photographic identification such as a current driving licence. We will let you know if we are using your information and let you have access to it. We may ask you to let us know exactly what information you are looking for if we hold a large amount of information about you.

Research

You may have agreed to be part of some research that we are carrying out – for example, into understanding user behaviour. If you change your mind about being part of any research, please let us know and we will stop using your personal information and remove your details from the research. If we have agreed to restrict the use of your personal information, we will only use it with your agreement, to defend any legal action, to protect the rights of another person or in the public interest. We will let you know if we intend to remove any restriction on using your personal information, for example when we have found your personal information to be correct. If we have shared your information with other organisations, we will let them know about any corrections, deletion or restriction of the use of your personal data.

Right to Object

You can object to our use of your personal information. This is because we will have either obtained your permission to use your personal information, or we will have provided you with a condition known as a ‘legitimate interest’. A ‘legitimate interest would be where, for example, you had asked us to send you a loan application form. In order to complete this request, we need to know and be able to use some of your personal information.   We will always let you know you have this right when we first take your information. 

Restricting the use of your personal information

You have the right to restrict our use of your personal information where:
The accuracy of your personal information is in dispute and until we have been able to check your personal data to ensure that it is right The use of your personal data is unlawful and you want to prevent us from deleting it We no longer need your personal data for the reason it was collected but you want the information kept to take or defend legal action You have objected to our use of your personal information for direct marketing (in this case we would no longer send you direct marketing but would keep your information on a ‘list’ of people not to be contacted by us) In some cases, we may have received permission to use your image in our marketing material, on our website and/or through our social media sites when you were a child (either from you or your parents/guardian). Please let us know if you would like to withdraw this permission and we will remove your images as requested. We will additionally contact the providers of our advice service to make sure your image is no longer used by them. 

Refusing your request

We may refuse a request to delete your information if the use of your information is: for exercising the right of freedom of expression and information (e.g.  for the purposes of journalism), to comply with legislation, or carrying out a task in the public interest, or in an official capacity (e.g. the retention of Environmental Performance Certificates as the ‘Keeper of the Register), used for statistical purposes (normally concerned with the state of the housing stock) used in relation to a legal claim. We will provide you with a copy of your personal information in one month of receiving your request for your personal information and having received any proof of identity asked for. In some cases, we may require additional time to provide you with all your information. We will only do this if the request is complicated or there is more than one request submitted. We will always keep in touch to let you know when you will receive the copy of your information if there will be a delay in providing your information and the reason for any delay. If you request your information via email (or by any other electronic way) we will normally provide the copy of your personal information electronically where we can. However, we will discuss with you how you would prefer to receive a copy of your information and explain any reasons if we cannot provide your information in the way you would prefer. Charges and refusing requests for personal information.

We will normally not request payment to give you a copy of your personal information. However, we may make a charge if you have already recently requested the same information. In some very rare cases where numerous requests for the same information have been made, we may refuse to provide the information again. Where we can, we will always clearly explain any decision to refuse to provide you with your personal information. If the information you have requested includes the personal information of another individual we will (depending upon the circumstances) remove information that identifies that person.

Correcting information

If we hold information about you that is wrong you have the right to have this corrected. If we agree that the information is incorrect we will always correct this information quickly or complete information where appropriate. If we do not agree that the information is wrong we will record that you have raised a request to have the information altered and that it is in dispute.

Removing information

You can request that we delete, remove or that we erase the information we hold about you. We will do this if any of the following is true and if no legal reason to keep your personal information exists: Your personal information is no longer needed for the reason they were collected You withdraw consent where the use of your information was based on consent and we have no other legal basis to continue using your information We have been using your personal information unlawfully We are required to remove your personal information because of a law applying to us When we respond to your request for the information we will give you details about the other rights you have. Including: The right to submit a complaint to the Information Commissioner’s Office The right to request correction or deletion of personal information The right to request the restriction of your personal information Or to object to the processing of your personal information.

Cookies

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Changes to our privacy policy

We regularly review our privacy policy to keep it up-to-date. Any changes that we make will be posted on our website. This privacy policy was last updated 14/06/2019.