Privacy Policy

White van with orange

Last updated: November 2025


Pontypridd Van Hire (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a transparent, secure, and lawful way.


This Privacy Policy explains what information we collect, how we use it, and your rights under UK data protection law (UK GDPR & Data Protection Act 2018).


1. Information We Collect

We may collect the following personal information when you contact us, book a van, or use our services:

1.1 Personal Identification

  • Full name
  • Address
  • Date of birth
  • Driving licence details
  • DVLA licence check code

1.2 Contact Information

  • Phone number
  • Email address

1.3 Booking & Payment Information

  • Hire dates
  • Vehicle hired
  • Payment details (processed securely by our payment provider — we do not store card numbers)

1.4 Additional Information

  • Proof of address (e.g., utility bill or bank statement)
  • Operator’s licence (where applicable for commercial hires)

1.5 Automatically Collected Data (Website)

  • IP address
  • Device information
  • Cookie data (see cookie notice)
  • Pages visited and interaction behaviour


2. How We Use Your Information

We use your information for the following purposes:

  • To process bookings and manage van hire agreements
  • To verify your identity and driving licence details
  • To meet insurance, legal, and safety requirements
  • To communicate with you about your booking
  • To manage payments, deposits, and refunds
  • To improve our services and website experience
  • To comply with legal obligations (e.g., accident reports, law enforcement requests)


We will never sell your data to third parties.


3. Legal Basis for Processing

We process your information under the following legal bases:

  • Contractual necessity: to arrange and manage your vehicle hire
  • Legal obligation: insurance checks, driving licence verification, accounting rules
  • Legitimate interest: fraud prevention, service improvement
  • Consent: for optional marketing communications (if you opt in)


4. Who We Share Your Data With

We only share your data when necessary, including:

  • Insurance providers (for cover verification or claims)
  • Payment processors (for secure booking payments)
  • DVLA (to check licence information)
  • Law enforcement (if legally required)
  • Website booking system providers (e.g., Booqable, who process booking data securely)


All third parties are required to keep your data secure and comply with UK GDPR.


5. Data Retention

We keep your data only for as long as necessary:

  • Booking and hire records: up to 6 years (legal requirement)
  • Driving licence checks: up to 12 months
  • Contact enquiries: up to 12 months
  • Accident reports: as legally required


After this period, your data is securely deleted or anonymised.


6. How We Protect Your Data

We use technical and organisational measures to keep your data safe, including:

  • Secure servers
  • Encrypted connections (SSL)
  • Restricted access to hire and payment information
  • Secure document handling
  • Regular data protection reviews


7. Your Data Protection Rights

You have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion (where appropriate)
  • Restrict processing
  • Object to certain processing activities
  • Data portability
  • Withdraw consent for marketing at any time

To exercise your rights, contact us using the details below.


8. Cookies

We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services. 


A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enabling automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services. 


The Site uses the following types of cookies:


a. 'session cookies' which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; 


b. 'persistent cookies ' which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; 


c. 'third-party cookies' which are set by other online services who run content on the page you are viewing, for example by third-party analytics companies who monitor and analyse our web access.


Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.


We also use a tool called “Google Analytics” to collect information about your use of the Site. Google Analytics collects information such as how often users access the Site, which pages they visit, when they do so, etc. We use the information we obtain from Google Analytics only to improve our Site and services. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this Site is restricted by the Google Analytics Terms of Use and the Google Privacy Policy.


9. Contact Us

If you have questions about this Privacy Policy or want to exercise your rights, contact us:

Pontypridd Van Hire
Email: info@pontypriddvanhire.com
Phone: 07800 552451
Address: A5 Hub, Severn Road, Pontypridd CF37 5SP


10. Changes to This Policy

We may update this Privacy Policy from time to time. The date at the top of the page will show when it was last updated.