Company Policies
Here you will find all of our company policies including our Privacy Policy, Cookies Policy and Cancellation Policy.
Privacy Policy
WEBSITE AND ONLINE PRIVACY POLICY
BACKGROUND:
486 LTD TA Specialist Vehicle Hire and Volt-Age Electric Vehicle Hire understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.voltagehire.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is requested upon your first visit to the site.
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Account”
means an account required to access and/or use certain areas and features of Our Site;
“Cookie”
means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in Part 14, below; and
“Cookie Law”
means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;]
2. Information About Us
Our Site is owned and operated by 486 LTD T/A Specialist Vehicle Hire and Volt-Age Electric Vehicle Hire, a Limited Company registered in England under company number 03310365.
Registered address: 3 Durham Street, Portsmouth, PO1 1NA
Main trading address: 3 Durham Street, Portsmouth, PO1 1NA
VAT number: 777584467
Representative: James O’Toole
Email address: james.otoole@svh.uk.com.
Telephone number: 02392739911.
Postal address: 3 Durham Street, Portsmouth, PO1 1NA
We are a member of the British Vehicle Rental & Leasing Association (BVRLA)
3. What Does This Policy Cover?
This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
4. What Is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
5. What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.
b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.
6. What Data Do You Collect and How?
Depending upon your use of Our Site, we may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about our use of Cookies and similar technologies and our Cookie Policy here. We do not collect any ‘special category’ or ‘sensitive’ personal data, personal data relating to children or data relating to criminal convictions and/or offences.
Data Collected
|
Data Collected |
How We Collect the Data |
|
Identity Information including Title, Name, Date Of Birth and Gender |
Via Online booking system or live chat |
|
Contact information including Address, E-Mail Address, Telephone Numbers |
Via Online booking system or live chat |
|
Business information including Business Name, Job Title/Occupation, Business Details such as Company Registration Number and VAT number. |
Via Online booking system or live chat |
|
Profile information including Login details, page visits, username and password, bookings, interests and feedback. |
Via Online booking system or Cookies |
|
Technical information including IP address, browser version, login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site. |
Cookies |
7. How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:
|
What We Do |
What Data We Use |
Our Lawful Basis |
|
Registering you on Our Site |
Identity, Business, Contact and Profile |
Consent, Contract. |
|
Providing and managing your Account |
Identity, Business, Contact and Profile. |
Consent, Contract. |
|
Providing and managing your access to Our Site |
Identity, Business, Contact and Profile. |
Consent, Contract. |
|
Administering Our Site |
Identity, Business, Contact and Profile. |
Consent, Contract.. |
|
Administering our my business |
Identity, Business, Contact and Profile.. |
Consent, Contract.. |
|
Supplying our products or services to you |
Identity, Business, Contact and Profile.. |
Consent, Contract.. |
|
Communicating with you. |
Contact |
Consent, Contract.. |
|
Supplying you with information by email or post that you have opted-in-to (you may opt-out at any time by clicking the unsubscribe link in the email, or by emailing james.otoole@svh.uk.com) |
Contact and Profile.. |
Consent. |
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.
Third Parties (including Tawk.to Live Chat) whose content appears on Our Site may use third-party Cookies, as detailed below in Part 14. Please refer to Part 14 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
8. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
|
Type of Data |
How Long We Keep It |
|
Identity Information including Title, Name, Date Of Birth and Gender |
As long as is you still require our products and services. After 12 months of inactivity, data will be removed. |
|
Contact information including Address, E-Mail Address, Telephone Numbers |
As long as is you still require our products and services. After 12 months of inactivity, data will be removed. . |
|
Business information including Business Name, Job Title/Occupation, Business Details such as Company Registration Number and VAT number. |
As long as is you still require our products and services. After 12 months of inactivity, data will be removed. |
|
Profile information including Login details, page visits, username and password, bookings, interests and feedback. |
As long as is you still require our products and services. After 12 months of inactivity, data will be removed. |
|
Technical information including IP address, browser version, login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site. |
As long as is you still require our products and services. After 12 months of inactivity, data will be removed. |
9. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data within the UK or EEA (European Economic Area) wherever possible. This means that it will be fully protected under the Data Protection Legislation. .
We may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein) or EEA. These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:
We use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts require the same levels of personal data protection that would apply under the Data Protection Legislation. These are known as “binding corporate rules”. More information on binding corporate rules is available from the European Commission.
10. Do You Share My Personal Data?
We may share your personal data with other companies in order to fulfill our contract with you. This includes suppliers we may sometimes contract with to provide services on our behalf.
If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are I am involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
We may sometimes contract with the following third parties to supply certain products and services.
|
Recipient |
Activity Carried Out |
Sector |
Location |
|
Vehicle Hire/Rental Companies |
Supply of Hire Vehicle on 486 LTD’s behalf to customer. |
Vehicle Hire & Leasing |
United Kingdom & Ireland. |
|
DocuSign |
Document Signing Platform |
Business & Legal |
United States of America |
|
WorldPay |
Payment Processing |
Financial |
United Kingdom & Ireland |
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.
If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 9.
If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
11. How Can I Control My Personal Data?
1.1 In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails or at the point of providing your details.
1.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
12. Can I Withhold Information?
You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
You may restrict our use of Cookies. For more information, see Part 14 and our Cookie Policy here.
13. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
14. How Do You Use Cookies?
Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
By using Our Site, you may also receive certain third-party Cookies on your computer or device. Third-party Cookies are those placed by websites, services, and/or parties other than us. Third-party Cookies are used on Our Site for Analytical purposes. For more details, please refer to the table below. These Cookies are not integral to the functioning of Our Site and your use and experience of Our Site will not be impaired by refusing consent to them.
All Cookies used by and on Our Site are used in accordance with current Cookie Law.
Before Cookies are placed on your computer or device, you will be shown a Pop-Up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. You will be given the opportunity to allow only first-party Cookies and block third-party Cookies.
Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.
The following first-party Cookies may be placed on your computer or device:
|
Name of Cookie |
Purpose |
Strictly Necessary |
|
crumb |
Ensures visitor browsing security by preventing cross-site request forgery. This cookie is essential for the security of the website and the visitor. (EXPIRY - SESSION) |
YES |
|
TawkWindowName |
Necessary for the functionality of the website’s chat-box/live chat function (EXPIRY - SESSION) |
YES |
|
test |
Used to detect if the visitor has accepted the marketing category in the cookie banner. This cookie is necessary for the GDPR-Compliance of the site (EXPIRY - PERSISTENT) |
YES |
|
_ga |
Registers a unique ID that is used to generate statistical data on how the visitor uses the website. (EXPIRY - 2 YEARS)
|
NO (Statistical) |
|
_gat |
Used by Google Analytics to throttle request rate (EXPIRY - 1 DAY) |
NO (Statistical) |
|
_gid |
Resisters a unique ID that is used to generate statistical data on how the visitor uses the website (EXPIRY - 1 DAY) |
NO (Statistical) |
|
ss_cvisit |
Contains data on the visit. Collects data such as time spent on the website and website interaction (EXPIRY - 1 DAY) |
NO (Statistical) |
|
TawkConnectionTime |
Allows the website to recognise the visitor in order to optimise the chat-box/live chat functionality (EXPIRY - SESSION) |
NO (Statistical) |
|
_fbp |
Used by Facebook to deliver a series of advertisement products such as real time bidding from third party advertisers (EXPIRY - 3 MONTHS) |
NO (Marketing) |
|
ss_cid |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 2 YEARS) |
NO (Marketing) |
|
ss_cpvisit |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 2 YEARS) |
NO (Marketing) |
|
ss_cvr |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 2 YEARS) |
NO (Marketing) |
|
ss_cvt |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 1 DAY) |
NO (Marketing) |
|
_tawkuuid |
This cookie is used to identify the visitor via their log-in information in order to provide online assistance via a chat-box /live chat system - this system is provided by Tawk.to (EXPIRY - 179 DAYS)
|
NO (Marketing) |
|
Squarespace-popup-overlay |
Prevents the Promotional Pop-Up from displaying if a visitor dismisses it (EXPIRY - PERSISTENT) |
NO (Marketing) |
|
twk_5cd45064d07d7e0c6392c5f4 |
This cookie is used in order to provide online assistance via a chat-box /live chat system - this system is provided by Tawk.to (EXPIRY - PERSISTENT) |
NO (Marketing) |
and the following third-party Cookies may be placed on your computer or device:
|
Name of Cookie |
Provider |
Purpose |
||||
|
_cfduid |
Used by the content network, Cloudflare, to identify trusted web traffic (EXPIRY - 1 YEAR) |
Tawk.link |
YES |
|||
|
_cfduid |
Used by the content network, Cloudflare, to identify trusted web traffic (EXPIRY - 1 YEAR) |
Tawk.to |
YES |
|||
|
ss |
Necessary for the functionality of the website’s chat-box/live chat function (EXPIRY - SESSION) |
va.tawk.to |
NO (PREFERENCE) |
|||
|
P.gif |
Keeps track of special fonts used on the website for internal analysis. The cookie doesn’t register any visitor data (EXPIRY - SESSION) |
Typekit.net |
NO (STATISTICS) |
|||
|
tawkUUID |
This cookie is used to collect information about how the visitor interacts with the live chat function on the website |
Va.tawk.to |
NO (STATISTICS) |
|||
|
Ads/ga-audiences |
Used by Google AdWords to re-engage visitors that are liekly to convert to customers based on the visitors online behaviour across websites (EXPIRY - SESSION) |
Google.com |
NO (MARKETING) |
|||
|
bcookie |
Used by the social networking service, Linkedin, for tracking the use of embedded services (EXPIRY - 2 YEARS) |
Linkedin.com |
NO (MARKETING) |
|||
|
bscookie |
Used by the social networking service, Linkedin, for tracking the use of embedded services (EXPIRY - 2 YEARS) |
Linkedin.com |
NO (MARKETING) |
|||
|
fr |
Used by facebook to deliver a series of advertisement products such as real time bidding from third party advertisers (EXPIRY - 3 MONTHS) |
Facebook.com |
NO (MARKETING) |
|||
|
i/adsct |
The cookie is used by twitter.com in order to determine the number of visitors accessing the website through twitter advertisement content (EXPIRY - SESSION) |
T.co |
NO (MARKETING) |
|||
|
lidc |
Used by the social networking service, Linkedin, for tracking the use of embedded services (EXPIRY - 1 DAY) |
Linkedin.com |
NO (MARKETING) |
|||
|
Personalization_id |
This cookie is set by Twitter. The cookie allows the visitor to share content from the website onto their twitter profile (EXPIRY - 2 YEARS) |
Twitter.com |
NO (MARKETING) |
|||
|
tr |
Used by facebook to deliver a series of advertisement products such as real time bidding from third party advertisers |
Facebook.com |
NO (MARKETING) |
|||
14.1 Our Site uses analytics services provided by Google and Squarespace. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling Us to better understand how Our Site is used. This, in turn, enables Us to improve Our Site and the products and services offered through it. You do not have to allow Us to use these Cookies, however whilst Our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable Us to continually improve Our Site, making it a better and more useful experience for you.
14.2 The analytics service(s) used by Our Site use(s) analytics Cookies to gather the required information.
14.3 The analytics service(s) used by Our Site use(s) the following analytics Cookies:
|
Name of Cookie |
Purpose & Type |
Provider |
Strictly Necessary |
|
_ga |
Registers a unique ID that is used to generate statistical data on how the visitor uses the website. (EXPIRY - 2 YEARS) |
Voltagehire.com Google Analytics |
NO (Statistical) |
|
_gat |
Used by Google Analytics to throttle request rate (EXPIRY - 1 DAY) |
Voltagehire.com Google Analytics |
NO (Statistical) |
|
_gid |
Resisters a unique ID that is used to generate statistical data on how the visitor uses the website (EXPIRY - 1 DAY) |
Voltagehire.com Google Analytics |
NO (Statistical) |
|
ss_cvisit |
Contains data on the visit. Collects data such as time spent on the website and website interaction (EXPIRY - 1 DAY) |
Votlagehire.com Squarespace |
NO (Statistical) |
|
ss_cid |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 2 YEARS) |
Voltagehire.com Squarespace |
NO (Marketing) |
|
ss_cpvisit |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 2 YEARS) |
Voltagehire.com Squarespace |
NO (Marketing) |
|
ss_cvr |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 2 YEARS) |
Voltagehire.com Squarespace |
NO (Marketing) |
|
ss_cvt |
Collects data on visitors. This information is used to assign visitors into segments, making website advertisements more efficient (EXPIRY - 1 DAY) |
Voltagehire.com Squarespace |
NO (Marketing) |
In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
15. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of James O’Toole):
Email address: james.otoole@svh.uk.com
Telephone number: 02392739911.
Postal Address: 3 Durham Street, Portsmouth, PO1 1NA
16. Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 05/05/2019.