Privacy Policy

1. Who we are

Midlands Motorhome Hire Ltd ("we", "us", "our") is the "data controller" responsible for your personal data. If you have any questions about this policy or how we use your information, contact us at hello@motorhomehiremidlands.co.uk.

2. The information we collect

Depending on how you interact with us, we may collect:

• Identity & contact details — your name, email address, telephone number and home address/postcode.
• Driver & licence details — a copy of your driving licence, your driving-licence number, date of birth/age, any endorsements, and the result of a DVLA licence check (which you consent to during document upload).
• Identity documents — proof-of-address documents you upload (e.g. utility bills, bank statements) and your National Insurance number, used to verify your identity for the hire and insurance.
• Booking & payment information — your hire dates, chosen vehicle and extras, and payment/security-deposit details. Card payments are processed securely by our payment provider; we do not store full card numbers.
• Vehicle telematics — during your hire, the vehicle records data such as location, speed and driving behaviour (see our Terms & Conditions), used for safety, security and insurance purposes.
• Communications — messages, emails and SMS between you and us, and records of phone calls (which may be answered by our virtual receptionist and summarised) so we can handle your booking and enquiries.
• Website & technical data — basic information such as your IP address and how you use our website, collected via cookies and similar technologies (see section 8).

3. How we use your information, and our legal basis

What we do	Lawful basis (UK GDPR)
Take and manage your booking and provide the motorhome hire	Performance of our contract with you
Verify your identity and check your driving licence with the DVLA	Your consent (for the DVLA check) and our legitimate interests / legal obligations in confirming eligibility to drive
Arrange and administer insurance for your hire	Performance of our contract; legitimate interests
Take the security deposit and recover any charges (damage, late return, fines, cleaning, etc.)	Performance of our contract; legitimate interests
Monitor vehicle telematics for safety, security and to prevent misuse	Legitimate interests (protecting our vehicles and other road users) and insurance/legal requirements
Communicate with you about your booking (including document-request and reminder texts)	Performance of our contract; legitimate interests
Comply with our legal, tax, accounting and regulatory obligations	Legal obligation
Send you marketing or offers (only where you have opted in)	Your consent

Where our basis is legitimate interests, we have balanced those against your rights and are happy to explain this on request.

4. Who we share your information with

We only share your data where necessary, with:

• Our insurers and insurance brokers — to arrange cover and handle any claims.
• The DVLA — to verify your driving-licence details and entitlement.
• Payment providers — to process payments and the security deposit securely.
• Breakdown & roadside-assistance providers — to assist you during your hire.
• Our booking platform and communications providers — the systems we use to manage bookings and send SMS/email/WhatsApp messages.
• Telematics providers — who supply the in-vehicle tracking systems.
• Professional advisers, IT and hosting providers — who help us run our business securely.
• Law enforcement, courts, insurers or debt-recovery agents — where required by law or to establish, exercise or defend legal claims (for example, unpaid charges, accidents or traffic offences).

We do not sell your personal data.

5. International transfers

Some of the providers we use (for example, communications or booking platforms) may process data outside the UK. Where that happens, we take steps to ensure your data is protected to UK standards, such as relying on UK "adequacy" regulations or approved contractual safeguards.

6. How long we keep your information

We keep your data only for as long as necessary:

• Booking, financial and contract records — retained for the period required by law (typically up to 6–7 years for tax and accounting).
• Identity, licence and proof-of-address documents — retained for the hire and for as long as needed to meet our insurance and legal obligations, then securely deleted.
• Telematics data — retained only as long as needed for safety, insurance and any related claim.
• Marketing preferences — until you withdraw your consent.

7. Your rights

Under UK data protection law, you have the right to:

• access the personal data we hold about you;
• ask us to correct inaccurate or incomplete data;
• ask us to delete your data ("right to erasure"), where applicable;
• restrict or object to certain processing;
• request a copy of certain data in a portable format;
• withdraw consent at any time (for example, to marketing); and
• complain to the Information Commissioner's Office.

To exercise any of these rights, email hello@motorhomehiremidlands.co.uk. We may need to verify your identity first. Withdrawing consent won't affect processing we've already carried out, and some data must be kept to meet legal or contractual obligations.

8. Cookies

Our website uses a small number of cookies and similar technologies to help the site work and to understand how it is used. You can control cookies through your browser settings. Disabling some cookies may affect how parts of the site function.

9. Security

We use appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access. Uploaded documents are handled through a secure link and stored securely, and access is limited to staff who need it to process your hire.

10. Children

Our services are intended for adults (drivers must be at least 23). We do not knowingly collect data relating to children.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page, with the "Last updated" date shown above.

12. How to contact us or complain

For any privacy question or request, contact us at hello@motorhomehiremidlands.co.uk or by post at Midlands Motorhome Hire Ltd, 12 Summer Hill Street, Birmingham, B1 2PE.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO): ico.org.uk · 0303 123 1113.