Privacy Policy

Effective date: 7 October 2026

Pro Cars Rental Limited (“PRO CARS”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This policy explains what personal data we collect when you visit our website, make an enquiry, hire a vehicle or use our chauffeur service, how we use it, who we share it with, how long we keep it and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Pro Cars Rental Limited is the data controller responsible for your personal data. We are a company registered in England and Wales under company number 15917564, VAT number 511804622, with our registered office at 1 Damsel Walk, London NW9 7FA.

If you have any questions about this policy or how we handle your data, contact us by email at procarsltd@outlook.com, by phone on 07778077779, or by post at the address above.

2. The personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data:

Identity data — full name, date of birth, title, photograph and copies of identity documents such as your passport or national identity card.
Contact data — postal address, email address, telephone and WhatsApp number.
Driver data — driving licence details and photocard, DVLA licence check code and the information it returns (entitlements, endorsements, penalty points and disqualifications), years of driving experience, and any information you provide about previous claims or convictions that is relevant to insurance.
Proof of address — utility bills, bank statements or similar documents dated within the last three months.
Booking data — the vehicle and service you request, dates, times, durations, delivery and collection locations, journey details, number of passengers, occasion and any special requests.
Financial data — payment card details (processed securely by our payment providers — we do not store full card numbers), bank account details used for refunds, deposit and payment records.
Vehicle use data — mileage, fuel or charge levels, vehicle condition reports and photographs taken at handover and return, and where fitted, vehicle location and telematics data (see section 6).
Fines and incident data — penalty charge notices, Congestion Charge and ULEZ charges, speeding and other traffic offence notices, accident, damage and theft reports, and related correspondence with authorities and insurers.
Communications — messages you send us by email, WhatsApp, phone, our website forms or social media, and our replies.
Marketing data — your preferences for receiving news and offers from us.
Technical data — IP address, browser type and version, device information, pages visited, time spent on the site and referring website, collected through cookies and similar technologies (see our Cookie Policy).

We do not intentionally collect special category data (such as health information). If you choose to share such information with us — for example, accessibility requirements for a chauffeur journey — we will use it only to provide the service you have asked for.

3. How we collect your data

Directly from you when you complete a quote, contact or newsletter form, message us on WhatsApp, call or email us, or sign a rental agreement.
From the DVLA when you provide a licence check code, and from insurers and identity or fraud-prevention services we use to verify hirers.
From public authorities, local councils, Transport for London and parking operators when a fine or charge is issued during your hire.
Automatically when you use our website, through cookies and similar technologies.
From a third party who books on your behalf, such as an employer, assistant or event planner. In that case they confirm they have your permission to share your details with us.

4. How and why we use your data

We only use your personal data when the law allows us to. The table below summarises our purposes and the lawful basis we rely on for each.

Responding to quote requests and enquiries — to take steps at your request before entering into a contract, and our legitimate interest in responding to people who contact us.
Checking eligibility, verifying identity and arranging insurance — performance of a contract, compliance with legal obligations and our legitimate interest in preventing fraud and vehicle theft.
Providing the hire or chauffeur service, including delivery, collection, handover and return — performance of a contract.
Taking payments, holding and refunding deposits — performance of a contract.
Handling fines, charges, accidents, damage and insurance claims — performance of a contract, compliance with legal obligations (for example, when the police or a local authority asks us to identify a driver) and our legitimate interest in recovering costs.
Protecting our vehicles, including location tracking where fitted — our legitimate interest in protecting valuable assets and recovering stolen vehicles.
Keeping business, tax and accounting records — compliance with legal obligations.
Sending you news, new arrivals and offers — your consent, which you may withdraw at any time, or our legitimate interest in contacting existing customers about similar services (you can opt out at any time).
Running, securing and improving our website — our legitimate interests and, for non-essential cookies, your consent.

Where we rely on legitimate interests, we have balanced those interests against your rights and freedoms. You can ask us for more information about this assessment.

5. What happens if you do not provide your data

Where we need personal data to verify eligibility, arrange insurance or perform a contract with you, and you choose not to provide it, we may not be able to provide the vehicle or service you have requested.

6. Vehicle tracking and telematics

Some of our vehicles may be fitted with tracking or telematics devices that record location, speed and vehicle data. We use this information to protect and recover our vehicles, to investigate accidents, damage, misuse or breaches of the rental agreement, and to meet our insurers’ requirements. We do not use tracking data to monitor your movements for any other purpose.

We never sell your personal data. We share it only where necessary with:

Our insurers, insurance brokers and loss adjusters.
Payment processors and banks.
The DVLA and identity, credit or fraud-prevention agencies used to verify hirers.
Chauffeurs, delivery drivers and trusted contractors who help us provide the service.
The police, local councils, Transport for London, parking operators and other authorities where we are legally required to, or where needed to transfer liability for a fine or charge.
Professional advisers such as accountants, lawyers and debt-recovery agents.
IT, website hosting, email, messaging and cloud-storage providers who process data on our behalf under contract.
A buyer or successor if our business, or part of it, is sold or restructured.

8. International transfers

Some of our service providers (for example email, messaging and cloud-hosting providers) may store or process data outside the UK. Where this happens we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement / Addendum approved by the Information Commissioner.

9. How long we keep your data

Enquiries that do not lead to a booking — up to 24 months from your last contact.
Hire records, rental agreements, identity and licence checks — up to 6 years after the end of the hire, to deal with claims, fines that arrive late and legal requirements.
Accounting and tax records — 6 years from the end of the financial year they relate to.
Accident and insurance claim records — until the claim is closed and any limitation period has expired.
Marketing preferences — until you unsubscribe or ask us to stop.

When data is no longer needed it is securely deleted or anonymised.

10. How we protect your data

We use appropriate technical and organisational measures to protect your personal data, including encrypted connections (HTTPS) on our website, access restricted to authorised staff, secure storage of documents and careful selection of service providers. No method of transmission over the internet is completely secure, but we work hard to protect your information.

11. Your rights

Under UK data protection law you have the right to:

Access — request a copy of the personal data we hold about you.
Rectification — ask us to correct inaccurate or incomplete data.
Erasure — ask us to delete your data where there is no good reason for us to keep it.
Restriction — ask us to pause the use of your data in certain circumstances.
Objection — object to processing based on our legitimate interests, and to direct marketing at any time.
Portability — ask us to transfer data you gave us to you or another organisation.
Withdraw consent — where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, email procarsltd@outlook.com. We will respond within one month. We may need to confirm your identity before acting on a request. There is usually no fee.

12. Complaints

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection, at ico.org.uk or by calling 0303 123 1113.

13. Links to other websites

Our website may link to third-party sites such as Google Maps, WhatsApp, YouTube and social networks. We are not responsible for their privacy practices, and we encourage you to read their privacy policies.

14. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page with its effective date.

15. Contact us

Pro Cars Rental Limited · 1 Damsel Walk, London NW9 7FA · 07778077779 · procarsltd@outlook.com · Company No. 15917564 · VAT No. 511804622