Privacy Policy

The British Vehicle Rental and Leasing Association is committed to protecting and respecting your privacy. This policy sets out how we will use any personal data that we hold about you.

The data controller is British Vehicle Rental & Leasing Association Ltd, River Lodge, Badminton Court, Amersham, Bucks, HP7 0DD.

Should you have any queries or concerns about the use of your personal data, please contact the BVRLA's Legal & Membership Director at [email protected] or by emailing [email protected].

The BVRLA is keen to ensure that it complies with its obligations under applicable Data Protection legislation and that the privacy of visitors to its website is respected. This policy describes the BVRLA's current practice with regard to personal data collected by the BVRLA from you directly and/or through the www.bvrla.co.uk website.

1. 'BVRLA', 'we' or 'us' means the British Vehicle Rental & Leasing Association Limited.

THE INFORMATION WE MIGHT HOLD ABOUT YOU
Information you give us
2. Depending on the reason that you have contacted us or we have contacted you we will hold the following information about you:

• Information you give to us – This is information about you that you give us when you wish to make use of our services by filling in forms on our website, www.bvrla.co.uk, or by corresponding with us by phone, e-mail or otherwise.
• It includes information you provide when you register to use our site; subscribe to receive information from us; and when you report a problem with our site. It also includes information you provide when you register a complaint about a member of BVRLA.
• In addition, if you are acting in a business capacity, it may include information you provide if you apply for membership or continuation of membership of BVRLA.

Information we collect about you
3. When you visit our website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the website, we collect information about the individual web pages that you view, what websites or search terms referred you to our website and information about how you interact with our  website. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:

•   “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
•   “Log files” track actions occurring on our website, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
•   “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse our website.

4. We use Google Analytics to help us understand how our customers use our webs--you can read more about how Google uses your Personal Information here:  https://www.google.com/intl/en/policies/privacy/ .  You can also opt-out of Google Analytics here:  https://tools.google.com/dlpage/gaoptout .

Use of IP Addresses
5. An Internet Protocol (IP) Address is a set of numbers that is automatically assigned to your computer whenever you log onto your internet service provider or through your organisation’s local area network (LAN) or wide are network (WAN). Web servers automatically identify your computer by the IP address assigned to it during your session. We may collect IP addresses for the purposes of systems administration and to audit the use of our website. We do not ordinarily link a user’s IP address to personally identifiable information of that user. Each user’s session will be logged, but the user remains anonymous. However, we may use IP addresses to identify users of our website when we feel it is necessary to enforce compliance with our webssite’s terms of use, or to protect our service, website or other users.

Registration on the website
6. Registration on the website is only available to BVRLA members. If you have registered on our website we will collect personal data including: email address, telephone number, first name, last name and company name to complete the registration process. As part of the registration process we will add you to the BVRLA membership database.  The data is stored within the EU in an encrypted form as part of Dynamics365 which is a cloud-based Microsoft product.
7. You have a right to ask for a copy of your information and to correct any inaccuracies. Please email [email protected] if you would like to know what if any personal information we hold about you.
8. This information is processed on the basis that it is in your legitimate interest as you have requested registration on our website.
9. We will retain your personal data until we are advised that you no longer wish to be registered on our website.

HOW WE WILL USE YOUR INFORMATION
10. Depending on the reason for holding your data we will use the information we hold for the following purposes:

• to enable our business and pursue our legitimate interests;
• to carry out our obligations arising from any contracts entered into between you and us;
• to make suggestions and recommendations to you and other users of our website about goods or services that may interest you or them;
• to provide you with the information, products and services you have requested and respond to any comments or complaints you may send us;
• to notify you about changes to our service;
• we monitor use of our products and services and may invite you to participate in surveys and use your information to help us monitor, improve and protect our products, content, services and websites;
• where relevant, to provide customer support and assistance services;
• in accordance with your preferences and where needed with your consent, we may send you direct marketing and communications, such as information on training and events, offers and newsletters in relation to our products and services. In each of these communications you will be given an opportunity to opt out by following the instructions in the communication;
• to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
•  as part of our efforts to keep our website safe and secure.

11. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

1. Your consent. You are able to remove your consent at any time. You can do this by contacting [email protected].
2. We have a contractual obligation.
3. We have a legal obligation.
4. We have a vital interest.
5. We need it to perform a public task.
6. We have a legitimate interest.

HOW LONG WILL WE RETAIN YOUR INFORMATION

12. We will keep your personal information for the purposes set out in this policy and in accordance with the law and relevant regulations. After this period it will be deleted or in some cases anonymised.

13. Where we sought your consent to process your personal information and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent we will delete your personal information.

14. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

15. Where you have registered a complaint against a BVRLA Member, we will store the data provided for this complaint for a maximum of one year from the date of the complaint.

HOW WE STORE YOUR INFORMATION

16. The data is stored within the EU in an encrypted form as part of Dynamics365 which is a cloud-based Microsoft product.

17. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

18. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

CALL RECORDINGS

19. Incoming and outbound calls are recorded.

When a call is recorded, we collect:

• a recording of the conversation.
• your telephone number.

20. Occasionally ‘special category’ personal information may be recorded where an individual voluntarily discloses health, religious, ethnicity or criminal information to support their request for advice and/or services.

Call recordings will be used:

• to assist in quality monitoring of staff.
• to investigate and resolve a complaint.

21. We may be required or permitted, under Data Protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

• law enforcement
• fraud investigations
• regulation and licensing
• criminal prosecutions
• court proceedings

22. Recordings are kept securely and confidentially, they will be kept for no longer than 24 hours unless required to be retained for an investigation, legal reasons or a potential safeguarding concern.

WHO WE MIGHT SHARE YOUR INFORMATION WITH
23. Where necessary or where we receive your explicit consent or where we have the right to do so, we will share your personal information with selected third parties including:

• business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you for the provision of services that we agree to provide to you;
• If we exchange emails with you our email system is provided by Microsoft Corporation on behalf of BVRLA.
• If we send you information about industry news, BVRLA training and events, your details are processed by "Mailjet via Pixl8" on behalf of BVRLA. You can view the Pixl8 Privacy Policy on their website.
• If you register to attend a BVRLA event, your details are processed by Eventbrite Ltd in the United Kingdom on behalf of BVRLA.
• We do not disclose information about identifiable individuals to our advertisers, but we will provide them with aggregate information about our users (for example, we may inform them that 500 users have clicked on their advertisement on any given day);

24. The BVRLA may disclose your personal data if it believes such action is necessary to conform with a legal requirement or comply with legal processes including civil and criminal proceedings, to protect and defend the rights or property of the BVRLA, enforce agreements relating to services we agreed to provide to you, or to protect the interests of our website users.

SECURITY
25. Unfortunately, the transmission of data via the internet is not completely secure. Although we will do our best to protect your personal data we cannot guarantee the security of your data transmitted to our site, and transmission is at your own risk. Once we have received your information we will use strict procedures and security features to prevent unauthorised access.

YOUR RIGHTS
26. You have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

CHANGES
27. We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

28. Any changes we may make to our privacy policy in the future will be published on this platform and, where appropriate, notified to you by e-mail.

THE INFORMATION COMMISSIONER’S OFFICE
29. The ICO is the government body responsible for enforcing Applicable Data Protection legislation in the UK. Their website is located at https://ico.org.uk/.

CONTACT US
30. For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at [email protected] or by mail using the details provided below: BVRLA, River Lodge, Badminton Court, Amersham, HP7 0DD, United Kingdom