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Vroom Hire – Privacy Policy

Last Updated: 17 June 2025

At Vroom Group Ltd, trading as Vroom Hire, your privacy is paramount. This policy explains how we handle your personal information in line with UK GDPR and the Data Protection Act 2018. We aim to be clear and transparent about what we collect, why we collect it, and your rights.

1. What Information We Collect

We collect information necessary to provide our vehicle rental services. This includes:

  • Contact Details: Your name, address, email, and phone number.
  • Payment Information: Credit/debit card details and billing address (handled securely).
  • Rental Details: Your rental history, vehicle preferences, and booking specifics.
  • Identification: Driving licence and passport details for verification.
  • Communications: Records of your emails, calls, and chats with us.
  • Vehicle Data: Telematics data (e.g., location, mileage) from rental vehicles for management and security.

We collect this data via online forms, in-person at our locations, and sometimes from third-party sources (like credit reference agencies, with your consent). We also use cookies and tracking technologies on our website to understand how it’s used.

2. How We Use Your Information (Lawful Basis)

We use your data for specific purposes, based on lawful grounds under UK GDPR:

  • To Provide Services: To fulfil your rental contract, process payments, and manage your account.
  • Legal Obligations: To comply with laws, such as verifying identity for rentals, preventing fraud, and reporting to authorities when legally required.
  • Legitimate Interests: To improve our services, personalise your experience, detect fraud, and manage our vehicle fleet, ensuring these interests don’t override your rights.
  • With Your Consent: For marketing purposes, like sending you offers and newsletters. You can always withdraw your consent.

3. Sharing Your Information

We may share your data with:

  • Service Providers: Third parties who help us operate (e.g., payment processors, breakdown recovery, IT support). They are obligated to protect your data.
  • Legal & Regulatory Bodies: If legally required, or to prevent fraud and protect our rights.
  • Business Partners: For joint marketing, but only with your consent.
  • In Business Transfers: If Vroom Hire is involved in a merger or acquisition.

We keep your personal information only for as long as necessary for the purposes outlined in this policy or to meet legal requirements. Once no longer needed, it’s securely deleted or anonymised.

4. How We Protect Your Information

We take data security seriously. Our measures include:

  • Encryption: Your data is encrypted during transmission and storage.
  • Access Controls: Strict limits on who can access your data.
  • Regular Audits: We routinely check our systems for vulnerabilities.
  • Staff Training: Our team is trained in data security best practices.
  • Secure Storage: Data is held in secure facilities with physical and technical safeguards.

In the unlikely event of a data breach, we have a plan to detect, contain, investigate, and notify you and the ICO if necessary.

5. Your Rights Over Your Information

Under UK GDPR, you have important rights:

  • Access: You can ask for a copy of the personal information we hold about you.
  • Correction: You can ask us to correct inaccurate or incomplete data.
  • Erasure (Right to be Forgotten): You can request that we delete your data in certain circumstances.
  • Restriction: You can ask us to limit how we use your data.
  • Objection: You can object to us processing your data, especially for direct marketing.
  • Portability: You can request to transfer your data to another service provider.
  • Automated Decisions: Rights relating to decisions made solely by automated means.

To exercise any of these rights, please contact us using the details below.

6. Cookies and Tracking

We use cookies on our website to enhance your experience, remember preferences, and analyse site traffic. You can manage your cookie settings through your browser. We also use other tracking technologies (e.g., web beacons) with third-party analytics services to understand website usage. You can opt out of certain tracking.

7. Third-Party Links

Our website may link to external sites. We’re not responsible for their privacy practices, so please check their policies.

8. Children’s Privacy

Our services are for adults. We do not knowingly collect personal information from children under 13. If we find we have, we’ll delete it immediately. We comply with UK GDPR and the ICO’s Age Appropriate Design Code (Children’s Code).

9. Policy Review and Contact Us

We review and update this policy regularly. Significant changes will be notified to you. Your continued use of our services after an update means you accept the new terms.

If you have any questions or concerns about this policy or your data, please contact us:

Email: [email protected] 

Telephone: 0161 697 3175 

Postal Address: Vroom Group Ltd, Unit 5 Malbern Industrial Est, Greg Street, Reddish, Stockport, SK5 7BX

If you are unsatisfied with our response, you can complain to the Information Commissioner’s Office (ICO) via their website (www.ico.org.uk) or helpline (0303 123 1113).