Privacy Policy

Last updated: January 2024

Introduction

calm-otter ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website calm-otter.com or use our vehicle rental services.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

Information We Collect

We collect information that you provide directly to us when making a reservation or enquiry:

• Full name and contact details (email address, postal address)
• Driving licence information for verification purposes
• Payment card details (processed securely through our payment provider)
• Vehicle preferences and rental requirements
• Corporate account information where applicable
• Communication records between you and our team

How We Use Your Information

We use the information we collect for the following purposes:

• To process and fulfil your vehicle rental reservations
• To verify your identity and driving credentials
• To communicate with you about your bookings and enquiries
• To send administrative information, including confirmations and invoices
• To improve our services and develop new offerings
• To comply with legal obligations and insurance requirements
• To prevent fraud and ensure the security of our vehicles

Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract performance: Processing necessary to fulfil our rental agreement with you
• Legal obligation: Processing required by law, including insurance and road traffic regulations
• Legitimate interests: Processing for our business purposes where this does not override your rights
• Consent: Where you have explicitly agreed to specific processing activities

Data Sharing

We may share your personal information with:

• Insurance providers for the purpose of arranging coverage
• Payment processors to complete transactions securely
• Law enforcement agencies when required by law
• Professional advisers including lawyers, auditors, and insurers

We do not sell your personal information to third parties for marketing purposes.

Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Typically, rental records are retained for seven years to comply with financial and legal requirements.

Your Rights

Under data protection legislation, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data in certain circumstances
• Object to processing of your data
• Request restriction of processing
• Data portability
• Withdraw consent where processing is based on consent

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. This includes encryption of sensitive data, secure server infrastructure, and regular security assessments.

International Transfers

Your information is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place to protect your information.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

Email: [email protected]
Address: Unit 7, Victoria Business Park, Oldham Road, Manchester, M40 2QR

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.