CitiRental is a Car and Van rental firm operated by Maintrack Services Ltd (CRN 07917863) will occasionally use personal information to contact you regarding current projects for which you or your organisation are clients or prospective clients, or about new services or topical issues addressed by the consultancy services offered. This policy explains how we collect and use your personal information.
This fair processing notice explains why the business collects information about you and how that information may be used.Examples of your personal information would include your name, address, telephone number and email address as well as information regarding your business interests, etc.
By using the website or providing CitiRental with your personal information you are agreeing to this policy.
form or from:
- phoning CitiRental
- writing to CitiRental sending an email or text message or communicating via a social media site
- using CitiRental services
- participation in a collaborative activity
- participation in a research project
- participation in events
- business cards provided to us by you
- your details being given by your employer as being the person with whom we should conduct business
About the practice
How is information collected?
What information is collected?
When you interact, you may be asked to provide your name, address, email address, telephone number, mobile phone number and details of services in which you are interested. Some, or all, of this information, may be collected when you visit our website and complete an on-line form.
How is your information used?
We may use your information in several ways and for a number of purposes including:
- To provide you with information or services that you have requested from us or that we feel may be of interest to you
- To be able to satisfy your request for information and/or services (e.g., vehicle bookings)
- To provide you with information about our work or our activities
- To invite you to events, either as an attendee, speaker, sponsor, or another contributor
- For administrative purposes (for example, we may contact you regarding your account)
- For internal record keeping relating to any feedback or complaints
- To contact you where you have been identified as a contact person for an organisation (either a client or prospective client, supplier, or partner), (if we obtain your contact details in this way, we will only use them to contact you in your capacity as a representative of that organisation)
- To distribute our newsletter(s)
- To pass such data collected to peer review organisations such as Trustpilot and Feefo and Google.
- To analyse and improve the operation of our website
- To comply with legal and regulatory requirements
If you provide personal data for a certain purpose, we may use the personal data in connection with the purpose for which it was provided. For instance, if you contact us by email, we will use the personal data you provide to answer your question or resolve your problem and will respond to the email address from which the contact came.
We may use the information you have provided us with to contact you for marketing purposes by email if you have specifically provided your consent to us for us to do so. We may also send you service communications via email, for example where you place a request for services or to advise you of your eligibility to take advantage of special services or offers.
We promise to make all reasonable efforts to keep your details secure, and as required by law, we will never share your details with other organisations to use for their own marketing purposes.
All new contacts will be specifically asked to consent to our contacting them for marketing and information services. If consent is declined, we will no longer contact them for marketing or information purposes.
You can withdraw your consent to be contacted by CitiRental at any time. Should you wish to change your communication preferences, you can do this at any time, by contacting only by emailing us at the addresses shown at the end of this policy.
Consent and Legitimate Interests
Where we need your specific consent, we will always ensure that you are as fully informed as possible at the time on what we do with your information, with whom it may be shared and how long we will keep it. This is in line with the requirements of the relevant legislation. You can alter your preferences or withdraw your consent at any time as described below.
A Legitimate Interests Assessment has been carried out, and it is established that there is a balanced Legitimate Interest in place with regard to those clients, prospects and partner or supplier organisations, sole traders, event attendees and other contacts with whom CitiRental has a relationship, so that we may continue to process this data without the further or renewed consent of the data subject, who may withdraw consent at any time by contacting us.
Sharing of your information
Your information will not be disclosed to any third party without your permission unless there are exceptional circumstances or where the law requires information to be passed on; however, some data may be stored with a third party, for example, the website hosting provider, credit card company, banks, peer review organisations previously mentioned or the operator of the email platform, the Police, Penalty Charge issuing authority (private or local government) which may also be an overseas facility who demonstrate compliance with the relevant legislation. Basic details may be passed on to a third party providing specific services, e.g., to facilitate breakdown or recovery processes should your vehicle break down or be involved in an accident, for the purpose of that instance or occurrence solely.
Holding and storing your information
CitiRental retains personal information we collect from you where there is an ongoing legitimate service need or to comply with applicable legal, tax or accounting requirements. You have a right to be ‘forgotten’ so when CitiRental has no ongoing legitimate business or commercial or operational need to process your personal information it will be deleted where this does not affect our ability to comply with applicable legal, tax or accounting requirements.
IMPORTANT | Due to the nature and complexity of the rental industry and the significant amount of legislation connected thereto, whereby authorised authorities (e.g., Police) may have the right and/or authority to request and/or demand certain data. CitiRental reserves the right to safely store (your) data for long as CitiRental or the appropriate legislation deems it necessary to comply with the various legal requirements in connection with vehicle rental and leasing. The said data cannot be deleted except at the sole discretion of CitiRental and the ‘right to be forgotten’ referred to above does not apply the holding and maintaining all or any data in connection to disclosure to an authorised body.
Your rights and accessing your personal data
You have a right to ask for the processing of your personal information to be stopped if it’s not necessary for the purpose you provided it.
You have a right to ask for copies of the personal information held about you and details of how that information is used. If there are any discrepancies in the information provided, please let us know, and they will be corrected.
You can also update your personal information by contacting the Data Controller at the address stated below.
In relation to all these rights, please email the Data Controller (shown below) in the first instance, outlining your specific request. You will then be advised of the process. This will, as a minimum, involve supplying us with proof of your identity to ensure that we only provide personal information to the right person.
You have a right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.
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The Data Controller is Richard Townsend.
99, Avenue Road
London, NW3 5EL
Any communication by email only to info@citiRental.co.uk
This policy was last updated on 1st September 2022