Privacy Policy

Newmarket Van Hire Ltd (“we”, “us”, “our”) is the data controller for personal data collected through this website and our van hire and Man with a Van services. You can contact us at info@newmarketvanhire.co.uk or on 01638 336021.

• Name, address, email, phone number.
• Date of birth and driving licence details (for hires).
• Payment card details (processed securely by our payment provider — we do not store full card numbers).
• Booking history, vehicle collection & return times, mileage.
• Copies of ID documents (driving licence, proof of address) held for the length of the rental and required retention period.
• Website usage data (IP address, browser, pages visited) via cookies — see Cookie Policy.
• Any correspondence you send us (email, contact form, WhatsApp).

• To take and manage your van hire booking.
• To verify identity and eligibility to drive.
• To process payments and issue receipts.
• To communicate with you about your booking.
• To comply with legal obligations (insurance, DVLA checks, police enquiries, fines, tax).
• To improve our website and services.
• With your consent, to send occasional marketing offers.

We process personal data under the following UK GDPR lawful bases:

• Contract — to fulfil your rental agreement.
• Legal obligation — insurance, tax, licence verification.
• Legitimate interests — fraud prevention, service improvement, essential website function.
• Consent — non-essential cookies and marketing emails.

• Our insurance provider (for cover and any claims).
• DVLA — to verify your driving entitlement.
• Payment processors (Stripe / card acquirer) for secure card payments.
• HMRC and other regulators where legally required.
• Police or enforcement bodies for fines, traffic offences or investigations.
• IT and hosting providers who help us run the website and booking system, under strict confidentiality.

We do not sell your personal data. We do not transfer your data outside the UK/EEA except through providers with appropriate safeguards.

• Booking and rental records: 6 years (for tax and insurance).
• Copies of licence / ID: for the duration of the hire plus any regulatory retention period, then securely destroyed.
• Marketing preferences: until you unsubscribe.
• Website analytics: up to 26 months.

Data is stored on secure, access-controlled systems. Payment information is handled by PCI-DSS compliant processors. Paper records (where any exist) are kept in locked storage and shredded when no longer needed. Access is limited to staff who need it to do their job.

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate data.
• Ask us to erase your data where we have no ongoing lawful reason to keep it.
• Restrict or object to processing.
• Data portability.
• Withdraw consent at any time (where consent is the lawful basis).

To exercise any of these rights email info@newmarketvanhire.co.uk. We will respond within one month.

Our website uses a small number of cookies. Please see our full Cookie Policy for details and to manage your preferences.

Our services are not intended for anyone under 18 and we do not knowingly collect personal data from children.

We may update this policy from time to time. The “last updated” date at the top will always show the current version.

For any privacy question or to make a complaint, please email info@newmarketvanhire.co.uk or write to Newmarket Van Hire Ltd, Newmarket, Suffolk.

If you are not satisfied with our response you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.