Privacy Policy – Station Hire

Last revised: August 2025

The security and privacy of your personal information is critical to us, and we are committed to protecting it.

This Privacy Policy explains how we collect and use your personal information and gives you details on how to contact us to request further information or exercise your rights under data protection law.

Introduction

In this Privacy Policy, “we, us or our” means Station Hire Limited. We are the “controller” of your personal data (this means we are responsible for deciding why we hold and use personal information about you).

References to “you” mean the individual whose personal information we collect, use and process, whether collected on our site (stationselfdrive.co.uk), in person, by telephone or otherwise.

By providing us with information about another person, you confirm you have the legal right to provide their information to us and that they understand how their information will be used.

If you have any queries about this Privacy Policy, including requests to exercise your legal rights, contact us at enquiries@stationselfdrive.co.uk or by writing to Data Protection, Station Hire Limited, 74 Cartlett, Haverfordwest SA61 2LH. We are registered with the Information Commissioner’s Office, registration number C1768715.

The Legal Basis for Processing Your Personal Information

Under data protection law, we can only use your personal data if we have a lawful basis to do so. We use your information in the following circumstances:

• To fulfil any order you place with us or otherwise to perform our contract with you;
• For any purpose you have consented to, such as via the cookie banner or ordering process;
• To comply with legal and regulatory obligations, including financial crime and fraud prevention;
• Where we have a legitimate interest, provided your rights do not override these interests (e.g., contacting you about services, preventing fraud, verifying identity, marketing, or improving services).

Special category data (such as health) is only processed where you consent, for legal claims, or for reasons of substantial public interest.

The Personal Information We Collect and How It Is Used

The personal information we collect may include:

• Name, address, telephone, email, driving licence, passport details, and information used for customer verification;
• Occupation or nature of your business; vehicle details;
• Payment details (credit/debit card, direct debit);
• Information from credit reference agencies and anti-fraud software;
• CCTV recordings in or around our premises;
• Data collected when you visit our site (IP address, browser, operating system, site interactions);
• Marketing preferences;
• Special category data, where necessary to support customers requiring enhanced assistance.

We use this information for fulfilling contracts, providing services, complying with regulations, fraud prevention, insurance, communications, surveys, marketing (subject to preferences), and website analytics.

Data Security

We take appropriate technical and organisational measures to prevent unauthorised access, loss, or misuse of personal data. Access is restricted to staff and third parties with a business need to know, under confidentiality obligations.

Transmission over the internet is not completely secure. Once received, we use strict procedures and features to protect data.

Transferring Your Personal Information Outside the UK

Your data may be transferred outside the UK/EEA only where adequate safeguards (such as standard contractual clauses) or exemptions apply.

Sharing with Third Parties

We may share personal information with trusted third-party providers, group companies, insurers, recovery services, regulators, law enforcement, and credit agencies. These parties are bound by confidentiality and data protection obligations.

Vehicle Tracking Information

Vehicles may be fitted with telematics devices or third-party tracking equipment. These collect location, mileage, and driving behaviour data, used to manage fleets, improve services, or for security and insurance purposes. Third-party devices are managed by the customer and may collect driver information.

Third Party Websites

Our site may contain links to other websites. We are not responsible for their content or privacy practices. Always check the privacy policy of external sites.

Rights in Relation to Personal Information

You have rights under data protection law, including:

• Access to your data (“subject access request”);
• Rectification if inaccurate;
• Erasure in certain circumstances;
• Restriction or objection to processing;
• Data portability;
• Not to be subject to automated decision-making; and
• The right to complain to the ICO (ico.org.uk).

How Long Do We Keep Personal Information

We keep your data only as long as necessary for the purposes collected, or to meet legal and regulatory requirements. Marketing preferences are honoured, and data is deleted when no longer required.

Cookies and Similar Technology

We use cookies, pixels, and analytics tools (including Google Analytics) to improve our services and tailor content. You can manage your cookie preferences via your browser or our site’s cookie banner.

Credit Reference Agencies

We may share your information with credit reference agencies (CRAs) to assess creditworthiness, manage accounts, and prevent fraud. Details on how CRAs use your data are available at Experian CRAIN.

Automated Processing

We may use automated decision-making for credit checks and fraud prevention. You may request a review or contest such decisions.

Queries

If you have any queries about this Privacy Policy, please contact us at enquiries@stationselfdrive.co.uk. We encourage you to contact us first before raising issues with the ICO.