Privacy policy

1. Who is responsible for your data

The controller of the personal data collected through rentapa.co.uk and contact@rentapa.co.uk is Rentapa (“we”, “us”).

For any question about your data, contact us at contact@rentapa.co.uk.

2. What data we collect

• Hire requests: name, phone number, email, company name (optional), the site postcode or town, the machines requested, dates, attachments, options and any notes you write.
• Partner hire companies: company name and company number (optional), depot address or postcode, the contact person’s name, job title, phone and email, areas covered, fleet information, billing details and a record of the credits and requests bought.
• Technical data: the request you are preparing is stored only in your browser (local storage) until you send or delete it.

3. Why we use the data and our lawful basis

• Finding a hire company and responding to your request: steps taken at your request before entering into a contract (Article 6(1)(b) UK GDPR).
• Checking your request with you, offering it to partner hire companies in the area and passing your contact details to the company that takes it: your consent, given when you send the request (Article 6(1)(a)), which you can withdraw at any time. If you withdraw it before the request is assigned, we stop offering it.
• Assessing and managing partnerships with hire companies: pre-contractual steps and performance of the partnership contract (Article 6(1)(b)).
• Complying with legal obligations, such as tax and accounting obligations (Article 6(1)(c)).
• Marketing messages: only with your prior consent, which you can withdraw in any message.

4. Who we share data with

• Partner hire companies. After we have checked the request with you, companies in our network that work in the area of the site and with the equipment requested can see a description of the request without your name, contact details or address: equipment, town and county of the site, dates, options, notes and an approximate value of the job. Your name, phone number, email, site address and, if given, company name are passed to one hire company only, the one that takes the request, so that it can contact you and make you an offer. From then on that company handles your data as an independent controller under its own privacy notice.
• Service providers (processors) that process data on our behalf and on our instructions: website hosting, email and request management tools.
• Authorities, where the law requires it.

Rentapa is paid by hire companies for access to checked requests; the service is free for you. Each request, with your contact details, goes to one hire company only and only to respond to that request. We do not sell or share your data with third parties for advertising or other purposes.

5. International transfers

Some providers may process data outside the UK, for example in the European Economic Area or the United States. Transfers to the EEA rely on UK adequacy regulations. Other transfers use appropriate safeguards such as the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses or the UK Extension to the EU-U.S. Data Privacy Framework.

6. How long we keep data

• Hire requests: 24 months after the last contact.
• Registrations from companies that do not become partners: 12 months.
• Partner data: for as long as the partnership lasts and afterwards for as long as needed to establish or defend legal claims.
• Accounting records: for the period required by tax law (generally 6 years).

7. Your rights

You can ask for access to your data, correction, erasure, restriction of processing and data portability, object to processing based on legitimate interests and withdraw consent at any time, without affecting processing that took place before. Just write to contact@rentapa.co.uk. We reply within one month.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to deal with your concern first.

8. Security

We use appropriate technical and organisational measures to protect your data against loss, unauthorised access or disclosure, including encrypted connections and access limited to the people who need the data to do their work.

9. Changes to this policy

We may update this policy. The date of the last update appears at the top of this page. If the changes are significant, we will make that clear on the site.