It is a requirement of rental that we scrutinise you as a client. This is in order that events like “theft by collusion” are avoided. Our insurers require for example that we satisfy ourselves of your identity, home address and economic well being. To achieve this, we ask you to send us copies of documents such as passports, driving license and utility bills. We are required to keep these documents for 12 months from the time of hire. In order to protect this highly sensitive data, we apply the following policies;

• We only maintain contact data electronically. This is kept on a secure server at our business premises. We do not share this data with anyone else without your express written consent. We may as a matter of necessity discuss your insurance status with our insurers if there is any uncertainty about your eligibility under our policy. We reveal only information essential to insurance scrutiny at this point.
• We do not keep electronic copies of any sensitive information. We ask you to issue us electronic copies of key documents and these are converted into paper copy on receipt and filed securely. We keep all information under lock and key and we destroy all information older than 12 months.
• We do not keep your financial details (such as credit card numbers) at all. We enter your card details into our secure PayPal terminal at the time of payment. If we require further payments, we ask for your details again. We only accept credit debit card numbers by phone. We do not ask for your name and address information at this time as we already have this on separate record.

If you prefer not to reveal your card numbers to us at all, we can process payment via PayPal’s secure on-line facility.

In terms of our general means of communicating with you, you are free to communicate via phone, e-mail or traditional mail. Follow this link to our contact details,

If you would like, as you are entitled under the data protection act, to be provided with copies of information held about you, please write to our customer services department. We will respond fully within 14 working days. If you subsequently demonstrate that this information is wrong and you want us to change it we will do this within seven working days of your written request being received.

If you wish to discuss any of the above with us, please contact us by any of the methods available. Follow this link to our contact details.