Privacy Policy

This notice explains what personal information we collect about you, why we collect it, how we use it, and the rights you have over it.

Last updated: 13 August 2026

1.Who we are

Pinewood Lease and Hire Ltd (“we”, “us”, “our”) is the data controller for the personal information described in this notice, which means we decide what information is collected and what it is used for.

We provide short-term hire and longer-term leasing of vans, plant and machinery to businesses and individuals. This notice applies to our website and to the enquiries, quotations and hire agreements that follow from it.

2.Information we collect

We collect the following categories of personal information:

• Information you give us. Your name, email address, telephone number and the content of the message you send when you complete the enquiry form on our website, or when you contact us by email or telephone.
• Hire and account information. Where an enquiry becomes a hire, the information needed to enter into and administer the agreement — billing address, business details, driving licence details for anyone who will operate a hired vehicle, and records of payments and invoices.
• Technical information. Basic information your browser sends when you visit the site, such as your IP address, browser type and the pages you view. See our Cookie Policy for more on this.

We do not knowingly collect information from children, and our services are not directed at them.

3.How we use your information

We use personal information to:

• respond to your enquiry and provide a quotation;
• enter into, administer and enforce a hire or lease agreement, including delivery, collection, invoicing and payment;
• verify the identity and entitlement to drive of anyone who will operate a hired vehicle;
• keep records of our dealings with you, including for insurance, warranty and dispute purposes;
• maintain and improve the security and performance of our website; and
• comply with our legal and regulatory obligations.

We do not sell your personal information, and we do not use it for automated decision-making that produces legal effects for you.

4.Our legal bases for using it

Data protection law requires us to have a lawful basis for each use of your personal information. Ours are:

• Performance of a contract — to prepare a quotation you have asked for and to carry out a hire or lease agreement with you.
• Legitimate interests — to respond to enquiries, to keep proper business records, to protect our vehicles and machinery, and to keep the website secure. We balance these interests against your rights and freedoms.
• Legal obligation — to meet accounting, tax, road traffic and other statutory requirements.
• Consent — where we ask for it separately, for example for any optional marketing communications. You can withdraw consent at any time.

5.Who we share it with

We share personal information only where it is necessary, and only with:

• service providers who operate our website, hosting and form submissions, and our email and accounting systems, acting on our instructions;
• insurers, brokers and loss adjusters where an incident, claim or damage arises;
• professional advisers such as accountants and solicitors, where they need it to advise us;
• law enforcement, regulators or other authorities where we are required or permitted by law to do so; and
• a buyer or successor if we sell or reorganise all or part of our business.

6.How long we keep it

We keep personal information only for as long as we need it.

• Enquiries that do not lead to a hire are kept for up to 24 months, so that we can pick up the conversation if you come back to us.
• Records relating to a hire or lease agreement are kept for six years after the agreement ends, which is the period during which a claim could be brought.
• Accounting and tax records are kept for the period required by law.

When information is no longer needed, it is deleted or anonymised.

7.Where your information is held

Your information is held on systems located in the United Kingdom and the European Economic Area. If any of our providers process information outside those areas, we make sure an appropriate safeguard recognised under UK data protection law is in place, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

8.How we protect it

We use technical and organisational measures appropriate to the sensitivity of the information, including encrypted connections to our website, access controls, and limiting access to those who need it to do their job. No transmission over the internet can be guaranteed to be completely secure, so please do not send us sensitive information by email unless we have agreed a secure method with you.

9.Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete information where we no longer have a good reason to keep it;
• ask us to restrict how we use it, or object to our use of it where we rely on legitimate interests;
• ask us to transfer it to you or another provider in a machine-readable format; and
• withdraw consent at any time where we rely on it.

To exercise any of these rights, email info@pinewoodleaseandhire.com. We will respond within one month. Exercising your rights is free of charge, and we will not treat you any differently for doing so.

If you are not satisfied with how we have handled your information or your request, you can complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the chance to address your concerns first.

10.Changes to this notice

We may update this notice from time to time to reflect changes in what we do or in the law. The date at the top shows when it was last revised. Where a change materially affects how we use information you have already given us, we will tell you directly.