PRIVACY POLICY

Last updated: 09/06/2026

1. Introduction

This Privacy Policy explains how PRISTINE FLEET LTD ("we", "us", "our") collects, uses, stores and protects your personal data when you use our website, make a booking enquiry, complete insurance-related checks, hire a vehicle from us, or otherwise contact us.

We are committed to handling personal data responsibly and in accordance with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018.

2. The Personal Data We Collect

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

Identity and contact data

• Full name
• Date of birth
• Current address
• Postcode
• Contact number
• Email address
• Occupation

Booking and rental data

• Vehicle selected
• Rental dates
• Collection or delivery details
• Booking status
• Deposit and payment information
• Rental history
• Customer service communications

Driving licence and eligibility data

• Driving licence details
• Whether you hold a manual or automatic licence
• Date licence obtained
• DVLA check code or similar verification details
• National Insurance number where required for insurance or identity checks
• No claims bonus information
• UK residency information
• Endorsements, penalty points, offence codes and dates
• Previous bans or disqualifications
• Accident, claim or loss history

Verification documents

• Photograph or copy of your driving licence (front and back)
• Proof of address, such as a bank statement or utility bill dated within the last 3 months
• Any other documents reasonably required to verify identity, address, driving status or insurance eligibility

Payment and financial data

• Deposit payments
• Payment confirmations
• Limited payment-related information necessary to manage bookings and rentals

We do not publish full payment card details on the website and only process payment information as necessary for our business operations.

Website and technical data

• IP address
• Browser type
• Device information
• Website usage information
• Cookie and analytics data
• Marketing and tracking data where applicable

Vehicle telematics and monitoring data

Our vehicles may use GPS, telematics and related monitoring systems. These systems may collect data such as:

• Vehicle location
• Journey history
• Driving behaviour
• Speed-related data
• Harsh braking or similar driving events
• Crash detection and incident data
• Other vehicle usage and performance information available through the installed system

3. How We Collect Your Data

We may collect your personal data:

• Directly from you when you contact us
• When you complete a booking enquiry
• When you provide documents for insurance or eligibility checks
• When you make a booking or hire a vehicle
• During phone calls, messages or other communications with our team
• Through our website, cookies and analytics tools
• Through vehicle telematics and monitoring systems installed in our vehicles
• From insurers, service providers or verification partners where necessary
• From public authorities or regulators where legally required

4. How We Use Your Data

We may use your personal data for the following purposes:

• To respond to enquiries
• To check vehicle availability
• To process and manage bookings
• To assess whether you qualify to hire a vehicle
• To arrange or support insurance checks
• To verify your identity, driving status and eligibility
• To take deposits and manage payments
• To provide rental services
• To deliver, collect or otherwise manage use of vehicles
• To monitor vehicle use, protect our vehicles and investigate misuse, damage or incidents
• To administer fines, penalties, charges, losses or claims
• To detect and prevent fraud, risk, misuse or unlawful activity
• To maintain business records
• To improve our website, services and customer experience
• To send marketing communications where lawful
• To comply with legal, regulatory, insurance and contractual obligations
• To establish, exercise or defend legal claims

5. Lawful Bases for Processing

We process personal data where we have a lawful basis to do so, including:

• Performance of a contract: where processing is necessary to provide vehicle rental or take steps before entering into a rental agreement
• Legitimate interests: where processing is necessary for running and protecting our business, managing bookings, verifying customers, monitoring vehicle use, preventing fraud, improving services and recovering losses
• Legal obligation: where we must comply with laws, regulations, court orders, insurance requirements or requests from authorities
• Consent: where required, for example for certain marketing or cookie activities

6. Vehicle Telematics and Monitoring

Our vehicles may be fitted with GPS, telematics and similar systems that may monitor vehicle location, speed, usage, crash events and driving behaviour.

We may use this information to:

• Protect our vehicles and business
• Confirm vehicle location
• Investigate damage, collisions, incidents, theft or misuse
• Support insurance handling and claims
• Check compliance with rental terms
• Improve fleet management and operational safety

By hiring or using our vehicles, you acknowledge that such monitoring may take place.

7. Sharing Your Data

We may share your personal data where reasonably necessary with:

• Insurance providers and insurance-related partners
• Identity, driving status or eligibility verification providers
• Payment-related service providers
• IT, website hosting, analytics and communications providers
• Recovery, repair, maintenance or fleet support providers
• Professional advisers, including legal, accounting or compliance advisers
• Regulators, law enforcement, government bodies or courts
• Third parties where necessary to enforce our rights or deal with claims, incidents, fines, losses or disputes

We do not sell your personal data.

8. Marketing

We may use your personal data to send you marketing communications about our services where permitted by law.

You can ask us to stop sending marketing communications at any time by contacting us using the details above.

9. Cookies and Analytics

Our website may use cookies, analytics tools and related technologies to:

• Make the website function properly
• Improve user experience
• Understand how visitors use the website
• Support marketing and advertising activity

For more information, please see our Cookie Policy.

10. Data Storage and Security

We store data in the UK.

We take reasonable technical and organisational steps to protect personal data against unauthorised access, loss, misuse, disclosure, alteration or destruction. However, no system can be guaranteed to be completely secure.

11. How Long We Keep Your Data

We will keep your personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy, including:

• managing bookings and rentals
• complying with legal, regulatory, tax, insurance and accounting requirements
• dealing with claims, disputes, incidents or enforcement matters
• protecting our legitimate business interests

Retention periods may vary depending on the nature of the data and the purpose for which it was collected. Where a longer period is required by law, regulation, insurance needs, or in connection with a claim or dispute, we may keep data for longer.

12. Your Rights

Subject to applicable law, you may have the right to:

• request access to the personal data we hold about you
• request correction of inaccurate or incomplete data
• request deletion of your data in certain circumstances
• object to certain processing
• request restriction of processing in certain circumstances
• request transfer of certain data to you or another provider
• withdraw consent where we rely on consent

To exercise any of these rights, contact us at Admin@pristinefleet.co.

13. Complaints About Data Protection

If you have a concern about how we handle your personal data, please contact us first and we will try to resolve it.

You may also have the right to complain to the Information Commissioner's Office (ICO) in the UK.

14. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices, content or policies.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this website and will take effect from the date of publication.