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Privacy Policy

Website Privacy Policy

Last Updated: 22/02/2026

This Privacy Policy explains how ROAD TRIPPIN 365 LTD (“we”, “us”, “our”) collects, uses and protects personal data when you use our website at https://www.roadtrippin365.com, make a booking, or interact with our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

ROAD TRIPPIN 365 LTD
Roeshot Farm
Lyndhurst Road
Christchurch
BH23 4SG

ICO Registration Reference: ZB915896

Email: info@roadtrippin365.com

We are the data controller responsible for your personal data.

2. Categories of Personal Data

We may collect and process the following categories of personal data:

Identity Data

Name, date of birth, driving licence details, DVLA verification data, passport information (where required for authorised European travel), and identity documentation.

Contact Data

Address, email address and telephone number.

Booking Data

Reservation details, hire dates, vehicle allocation, additional driver details and booking history.

Payment Data

Payment confirmations and transaction records processed via Stripe. We do not store full card numbers.

Security Deposit Data

Deposit authorisation records and related transaction information.

Telematics Data

Vehicle location and movement data collected via Scorpion Track for fleet security and insurance compliance.

Technical Data

IP address, device information, browser type and website usage data collected via Google Analytics and Google Ads technologies.

Marketing Data

Email subscription status and engagement data managed via Mailchimp.

Financial Records

Accounting and transactional records processed via Xero.

We do not intentionally collect special category data unless required for legal compliance.

3. How We Collect Data

We collect personal data when you:

  • Submit an enquiry

  • Make a booking

  • Provide licence verification information

  • Make a payment

  • Subscribe to marketing communications

  • Use our website

  • Travel in a vehicle equipped with telematics

You may browse the website without submitting personal data, although certain functionality may require it.

4. Lawful Bases for Processing

We process personal data under the following lawful bases:

Contractual necessity
To manage bookings, verify eligibility, process payments and deliver hire services.

Legal obligation
To comply with legal, insurance, regulatory and accounting requirements.

Legitimate interests
To operate and protect our business, including fleet security, fraud prevention, system integrity and service improvement.

Consent
For marketing communications and non-essential cookies.

5. Licence Verification and Identity Checks

Driving licence checks may be conducted using DVLA share code verification processes.

Passport information may be collected where required for authorised European travel and cross-border compliance.

6. Vehicle Tracking and Telematics

Our vehicles are equipped with tracking technology provided by Scorpion Track (Scorpion Automotive).

Telematics data may include vehicle location and movement information and is used for:

  • Vehicle security

  • Theft prevention and recovery

  • Insurance compliance

  • Operational support

Telematics data is not used for routine behavioural monitoring beyond legitimate operational and security purposes.

7. Payment Processing

All payments are processed securely via Stripe.

We do not store full card details. Stripe processes payment data in accordance with its own data protection standards.

8. Data Sharing and Processors

We use trusted service providers where necessary to operate our business, including:

  • HQ Rental Software (booking management)

  • Stripe (payment processing)

  • Mailchimp (email marketing)

  • Google Analytics and Google Ads (analytics and advertising)

  • Scorpion Track (vehicle tracking)

  • Xero (accounting)

  • Hosting providers including NTT Global Data Centers EMEA UK Ltd and DigitalOcean

We ensure appropriate data processing agreements are in place where required.

We may also disclose personal data where legally required to do so.

9. International Transfers

Some service providers may process data outside the United Kingdom.

Transfers to the European Economic Area rely on UK adequacy regulations.

Where data is transferred outside the UK or EEA, we ensure appropriate safeguards are implemented, which may include International Data Transfer Agreements (IDTAs) or other approved mechanisms under UK GDPR.

10. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

  • Booking and contractual records: typically 6 years after completion (for limitation and legal purposes)

  • Accounting and financial records: 6 years in accordance with HMRC requirements

  • Licence verification data: retained only as long as necessary to demonstrate compliance

  • Telematics data: retained in accordance with operational and insurance requirements

  • Marketing data: until consent is withdrawn or marketing is no longer active

Retention periods may be extended where required by law or ongoing disputes.

11. Data Security

We implement appropriate technical and organisational measures to protect personal data against:

  • Unauthorised access

  • Loss

  • Alteration

  • Disclosure

  • Misuse

Access to personal data is restricted to authorised personnel and approved service providers.

12. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure where legally applicable

  • Restrict processing

  • Object to processing

  • Request data portability

  • Withdraw consent where processing is based on consent

You may submit a request by emailing info@roadtrippin365.com.

We will respond within one month of receipt. We may request proof of identity before processing your request.

There is normally no fee for exercising your rights. However, we may charge a reasonable fee or refuse to comply where a request is manifestly unfounded or excessive.

13. Business Transfers

If we sell, transfer or restructure part or all of our business, personal data may be transferred as part of that transaction.

Any new owner will be permitted to use personal data only in accordance with this Privacy Policy and applicable law.

14. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

www.ico.org.uk

We encourage you to contact us first so we can address any concerns directly.

15. Cookies and Analytics

We use cookies and similar technologies to:

  • Enable essential website functionality

  • Analyse website usage

  • Support advertising and remarketing

Further details are provided in our Cookie Policy.

16. Changes to This Policy

We may update this Privacy Policy from time to time.

The current version will always be available on our website. Continued use of our services constitutes acceptance of any revision.