How we use your data

• Contact details such as your name, email address, phone number, billing address, and delivery address.
• Booking information including products hired, hire dates, slots, delivery notes, waiver selections, and depot allocations.
• Account information such as encrypted login credentials and booking history if you create an online account.
• Payment-related information needed to process payment through Stripe. We do not store full card details on our own systems.
• Operational records such as driver assignments, delivery outcomes, call notes, refunds, and equipment check-in/check-out history.
• Technical information such as cookies, session identifiers, device/browser data, IP address, and site usage logs.

• To quote, book, deliver, collect, and support your hire.
• To create and manage your online account if you choose to register.
• To take payment, process refunds, issue invoices, and manage deposits.
• To send booking confirmations, cancellation emails, refund emails, and operational updates.
• To prevent fraud, protect our equipment, and keep audit records.
• To improve our website, service levels, transport planning, and stock management.

• Contract: where we need your data to quote, book, supply, or support a hire.
• Legitimate interests: where we need data for fraud prevention, stock control, service improvement, or defending legal claims.
• Legal obligation: where we need to keep records for tax, accounting, regulatory, or law-enforcement reasons.
• Consent: where consent is specifically requested, for example for certain non-essential cookies or marketing communications.

We only share personal data where there is a genuine operational need.

• Stripe for payment processing and refunds.
• Secure cloud infrastructure providers for account, booking, and operational data storage.
• Resend for transactional emails.
• Royal Mail AddressNow and postcodes.io to validate and capture delivery addresses.
• HERE Technologies to calculate transport routes and delivery charges.
• Delivery staff, depot staff, and subcontractors where they need the information to fulfil your booking.
• Professional advisers, insurers, or authorities where we are entitled or required to do so.

We keep personal data for as long as reasonably necessary for the purpose it was collected, including hire history, tax and accounting records, dispute handling, fraud prevention, and equipment traceability.

Different retention periods may apply depending on the record type. When we no longer need data, we delete it or anonymise it where appropriate.

We use cookies and similar technologies to keep the site working, remember basket and address information, keep you signed in, and support basic analytics and fraud control.

• Essential cookies are used for account sessions, basket contents, checkout flow, and recent booking access.
• Functional cookies are used to remember things such as delivery address selections.
• We may add analytics or marketing cookies later, but if we do, we will update this policy and any related cookie controls.

Depending on the circumstances, you may have rights to:

• access a copy of your personal data
• correct inaccurate or incomplete data
• ask us to erase certain data
• restrict or object to certain processing
• receive a portable copy of certain data
• complain to the Information Commissioner’s Office if you are unhappy with how we handle your data

We use reasonable technical and organisational measures to protect personal data, including managed infrastructure, role-based access controls, and third-party payment processing for card data. No online system is risk-free, so you should also keep your account credentials secure.

For privacy questions, access requests, or correction requests, contact us at hire@heavydutyhire.com or call 0208 058 7571.