Privacy Policy

1. Introduction

bamboo-wren respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard information when you interact with our vehicle rental services.

This policy applies to all personal information collected through our website, email communications, and in-person interactions at our Sheffield facility.

2. Information We Collect

2.1 Information You Provide

When you request a reservation or communicate with us, we collect:

• Full name and contact details (email address)
• Rental dates and vehicle preferences
• Any additional requirements or special requests you communicate
• Driving licence information (collected at vehicle collection)
• Payment card details (for security deposit purposes only)

2.2 Information Collected Automatically

When you visit our website, we may collect:

• Browser type and version
• Operating system
• IP address (anonymised)
• Pages visited and time spent on pages
• Referring website addresses

3. How We Use Your Information

We use collected information solely for the following purposes:

• Processing and confirming vehicle reservations
• Communicating about your booking status and arrangements
• Verifying driver eligibility and insurance requirements
• Processing payment deposits and refunds
• Responding to enquiries and customer service requests
• Maintaining business records as required by law
• Improving our website functionality and user experience

We do not use your information for marketing purposes without explicit consent. We do not sell, rent, or share your personal data with third parties except as required for service delivery or legal compliance.

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contract performance: Processing necessary to fulfil rental agreements and service delivery
• Legal obligation: Retention of records as required by UK tax and business regulations
• Legitimate interests: Website functionality improvement and fraud prevention, balanced against your privacy rights

5. Data Storage and Security

Your personal information is stored securely using industry-standard encryption and access controls. We implement appropriate technical and organisational measures to protect against unauthorised access, alteration, disclosure, or destruction of data.

Payment card information is processed through secure payment gateways and is not stored on our systems. Only the last four digits are retained for reconciliation purposes.

Data is stored on secure servers located within the United Kingdom.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy:

• Reservation enquiries (no booking made): 12 months
• Completed rental records: 7 years (as required by UK tax regulations)
• Website analytics data: 24 months
• Email correspondence: 3 years

After retention periods expire, data is securely deleted or anonymised.

7. Your Rights

Under UK data protection law, you have the following rights:

• Access: Request a copy of personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Restriction: Request limitation of processing under certain circumstances
• Portability: Receive your data in a structured, commonly used format
• Objection: Object to processing based on legitimate interests

To exercise these rights, contact us at [email protected]. We will respond within one month of verification of your identity.

8. Cookies

Our website uses essential cookies to maintain functionality. We do not use advertising or tracking cookies. For detailed information, see our Cookies Policy.

9. Third-Party Services

We work with carefully selected third-party service providers who may process personal data on our behalf:

• Payment processing providers (for security deposits)
• Insurance verification services (for driver eligibility checks)
• Email service providers (for reservation confirmations)

All third parties are contractually required to maintain data security standards and use information only for specified purposes.

10. International Transfers

Your personal data is processed and stored within the United Kingdom. We do not transfer data outside the UK or European Economic Area.

11. Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. Significant changes will be notified via email to existing clients. Continued use of our services after changes indicates acceptance of the updated policy.

12. Contact Information

For questions about this privacy policy or our data practices, contact:

bamboo-wren
47 Wellington Street
Sheffield S1 4HG
United Kingdom
Email: [email protected]

13. Supervisory Authority

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk