Privacy Notice

1. Who we are

Viva Van Hire Limited is the controller of the personal information covered by this notice. We are registered in England and Wales under company number 11653302 and with the Information Commissioner's Office under registration reference ZC114710.

Our registered office is Unit D17/B, Western Avenue, Bridgend Industrial Estate, Bridgend, Wales, CF31 3RT. Our customer-facing location and correspondence address is Kent Road, Bridgend Industrial Estate, Bridgend, CF31 3TU.

This notice applies when you visit our website, contact us, request a quote, make or manage a booking, rent or drive one of our vehicles, or deal with us for a business customer.

2. Information we collect

The information needed depends on whether you are enquiring, booking for yourself or arranging vehicles for a business. It may include:

• Contact and identity details: name, address, email, telephone number, date of birth, signature and copies or details from identity documents.
• Business information: company name, registration and VAT details, trading address, role, authorised contacts and billing information.
• Driver and eligibility information: driving licence details, DVLA check information, approved drivers, endorsements or penalty points, rental history and information needed to assess whether a driver meets our rental requirements.
• Motor insurance information: insurer, policy and certificate details, period and class of cover, approved drivers and evidence that fully comprehensive cover applies to the hired vehicle.
• Booking and payment information: requested vehicle, dates, term, mileage plan, price, deposit, invoices, payment status, transaction references and limited masked payment details supplied by our payment provider.
• Rental and vehicle records: agreement, handover and return records, mileage, fuel or charge level, service and breakdown records, inspection photographs, damage, accidents, fines, tolls, complaints and communications.
• Vehicle-generated information: mileage, diagnostic or location information where the specific vehicle has disclosed telematics or connected services. Any such use will also be explained at or before handover.
• Website and communications information: enquiry content, emails and technical security information such as IP address, device/browser details and server logs.

Please do not send more identity, financial or insurance information than we request. If a business gives us information about an employee or additional driver, it must make sure that person has been told about this notice.

3. Where information comes from

Most information comes directly from you, the business arranging the rental or an approved driver. We may also receive relevant information from Coastr, payment providers, insurers or brokers, authorised driving-licence and identity checking services, DVLA records accessed with the required authority, repair or recovery providers, law-enforcement bodies, parking and toll operators, and public company records.

4. How and why we use it

Our legitimate interests include operating a safe and efficient rental business, protecting our fleet, preventing fraud, keeping accurate records, serving customers and defending legal rights. We consider the effect on individuals before relying on those interests.

Driving-licence information can reveal endorsements or offences. We use that information only where necessary to assess rental or insurance eligibility, manage risk, or meet legal requirements, and only where UK data protection law permits it.

5. Eligibility decisions

Checks may return automated results or risk indicators, but Viva does not currently make rental decisions solely by automated means where the decision would have a legal or similarly significant effect. A member of the team makes the final decision. Contact us if you believe information used in an eligibility decision is inaccurate.

6. Who receives your information

We share only what is reasonably necessary with:

• Typeform: we use Typeform to collect enquiries, including your selected vehicle and quote details and the information you enter. These details are passed to our team to respond to your request. Typeform privacy information.
• Coastr: our booking and rental-management provider, which processes end-user data for Viva. Read Coastr's privacy policy.
• Payment providers and banks: to take deposits and rental payments, issue refunds, process recurring payments and prevent payment fraud. The provider used will be identified during checkout or on the payment page.
• Licence, identity and insurance-checking providers: where needed to verify information and rental eligibility.
• Workshop, recovery and vehicle-support providers: including Bridgend Van Care and other repair, breakdown, delivery or inspection contractors where needed to provide the rental.
• Insurers, brokers and claims handlers: where needed to verify cover or deal with an incident, claim, theft or damage.
• Professional and business advisers: accountants, auditors, IT/security providers, legal advisers, debt-recovery agents and prospective purchasers of all or part of our business, subject to appropriate safeguards.
• Authorities and vehicle-related recipients: police, courts, regulators, HMRC, DVLA, local authorities, parking, toll or road-charging operators where disclosure is required or reasonably necessary.

Bridgend Van Centre may receive limited information where it assists with vehicle sourcing. Where another business uses information for its own purposes, its own privacy notice will also apply.

We do not sell or rent personal information to data brokers or advertisers.

7. International transfers

Some technology or payment suppliers may process information outside the UK. Where UK adequacy regulations do not cover the destination, we require an approved safeguard such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses, together with appropriate security and risk checks. Contact us for information about the safeguards relevant to your data.

8. How long we keep information

We keep information only for as long as needed for the purpose collected, including legal, tax, insurance and claims requirements. Our normal starting points are:

We may securely anonymise information instead of deleting it. Coastr and other processors retain information according to Viva's instructions and their contractual or legal obligations.

9. Security

We use proportionate technical and organisational measures intended to prevent unauthorised access, alteration, loss or disclosure. Access is limited to people and providers who need the information for their work and who are subject to confidentiality and data-protection obligations. No internet service is completely risk-free, so please contact us promptly if you believe information connected with a Viva booking has been compromised.

10. Cookies and the website

At the date of this notice, the main Viva website does not use non-essential analytics or advertising cookies. It may use strictly necessary technology for security, routing and basic site operation; this cannot be switched off through a consent banner because it is needed to provide the service.

Our enquiry forms are provided by Typeform, which may use its own cookies and similar technology. Please refer to the choices and privacy information provided within the form and Typeform’s cookie policy. When you continue to Coastr's separate booking page, Coastr and the payment provider may use their own necessary cookies and any optional cookies described on that service. Their cookie choices and privacy information will be shown there.

If Viva introduces optional analytics, advertising or similar cookies, we will update this notice and ask for consent before setting them where the law requires it.

11. Marketing choices

You can ask us to stop direct marketing at any time by using the unsubscribe method in a message or contacting us. Opting out of marketing does not stop service messages about an enquiry, booking, rental, safety issue, payment or vehicle return.

12. Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask for access to the personal information we hold about you;
• have inaccurate or incomplete information corrected;
• ask us to delete information or restrict how it is used;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable, machine-readable format;
• withdraw consent where consent is the basis for processing; and
• ask for human review if a solely automated significant decision is ever used.

These rights are not absolute. We may need to keep or continue using information where the law permits or requires it. We normally respond within one month and do not charge a fee, although we may verify your identity and the law allows limited exceptions for manifestly unfounded or excessive requests.

13. Contact and complaints

Send privacy questions or rights requests to contact@vivavanhire.co.uk, call 01656 330331, or write to Viva Van Hire Limited, Kent Road, Bridgend Industrial Estate, Bridgend, CF31 3TU.

Please contact us first if you have a concern so we can investigate it. You may also complain to the Information Commissioner's Office, the UK data-protection regulator.

14. Changes to this notice

We review this notice when our services, suppliers or legal obligations change. The latest version will be published here and material changes will be brought to affected customers' attention where appropriate.