1. Data Controller and Contact Details

The data controller responsible for determining how and why personal information is processed is 4Eva Young Camper Hire Ltd. Paul Young is the designated contact for data protection enquiries on behalf of the company.

• Company name: 4Eva Young Camper Hire Ltd
• Data protection contact: Paul Young
• Company registration number: 11019723
• Registered office: 71–75 Shelton Street, Covent Garden, London, England, WC2H 9JQ
• Email: 04evayoungcamperhire@gmail.com
• Telephone: 07970 350561
• Website: https://4evayoungcamperhireltd.co.uk/
• We handle personal information in accordance with applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Information We Collect

Depending on your enquiry or booking, we may collect:

• Contact and identity details: full name, postal address, email address, telephone number, proof of identity and proof of residential address.
• Driving and insurance information: driving licence details, DVLA check codes, information obtained through permitted licence checks, details of additional drivers and information needed to establish eligibility for our vehicle insurance.
• Booking and hire information: booking dates, vehicle selected, hire agreement, collection and return details, invoices, payment records, deposits, refunds, additional charges, and records of damage or disputes.
• Payment information: information needed to process or reconcile payments and refunds. We do not intend to retain full card details in our booking records.
• Communications: emails, telephone calls, messages, complaints and other correspondence relating to enquiries, bookings or customer support.
• Website and technical information: information such as IP address, browser type, device information and website usage data, where collected through the website or cookies.
• Vehicle location information: where a vehicle is fitted with tracking technology, location and related information may be processed for vehicle security, recovery, emergencies and relevant investigations.

3. How We Collect Information

We collect information directly from you when you enquire, make a booking, complete a booking form, provide identity documents or communicate with us. We may also receive relevant information from payment providers, insurers, the DVLA or other appropriate sources where permitted and necessary for booking administration, driver checks or insurance purposes. Some technical information may be collected automatically through the website or its technologies.

4. Why We Use Personal Information

We use personal information to respond to enquiries; check availability; manage bookings and hire agreements; verify identity, address and driving eligibility; complete insurance checks; take and reconcile payments and deposits; arrange vehicle handover and return; manage accidents, breakdowns, damage, complaints, fines and claims; protect our vehicles; meet legal, tax, accounting and regulatory obligations; resolve disputes and legal claims; and maintain and improve our website and services.

We send promotional communications only where permitted by law and obtain consent where required.

5. Lawful Bases for Processing

Depending on the activity, our lawful basis may be:

• Contract: processing necessary to respond to a booking request, enter into or perform a hire agreement, or administer payments and refunds.
• Legal obligation: processing required to comply with tax, accounting or other legal duties.
• Legitimate interests: processing necessary for proportionate business purposes such as preventing fraud, protecting vehicles, checking insurance eligibility, managing disputes and recovering losses, where those interests do not override your rights.
• Consent: where we rely on your consent, such as for certain non-essential cookies or marketing where consent is required. You can withdraw consent at any time.
• Legal claims: processing necessary for the establishment, exercise or defence of legal claims, where permitted by law.

6. Who We Share Information With

We do not sell personal information. Where necessary, we may share relevant information with insurers and insurance-related providers; the DVLA for permitted driving licence checks; payment providers and banks; website hosting, booking and IT providers; accountants and professional advisers; breakdown, repair and recovery providers; claims handlers and legal advisers; and law enforcement, regulators or public authorities where disclosure is lawful or required.

We share only information reasonably necessary for the relevant purpose and use appropriate arrangements with service providers where required.

7. Identity Documents, Driving Licence Checks and Secure Email

As part of our hire process, we may ask customers and additional authorised drivers to provide copies of identification documents, proof of residential address and driving licence information. We may also request DVLA check codes to verify driving licence details and confirm that drivers meet our hire and insurance requirements.

Submission and security

Where customers send copies of identity documents by email, the documents are received through the business email account used for booking and verification. Access to this email account is protected using an authentication app as an additional authentication measure (multi-factor authentication). Access to documents is restricted to authorised persons who need the information for legitimate business purposes.

We take reasonable steps to protect documents against unauthorised access, loss, misuse or disclosure. Customers should ensure that documents are sent to the correct business email address and contact us if they have concerns about information they have submitted.

How documents are used

Documents are used only where reasonably necessary to verify identity and address; check driving licence details and hire eligibility; complete relevant insurance checks; administer the booking and hire agreement; resolve relevant incidents, claims or disputes; and meet legal or regulatory obligations.

Retention of identity documents

As a general rule, copies of identity documents and proof of address will be securely deleted or destroyed within 90 days after the hire has ended and the relevant verification checks have been completed, provided there is no outstanding matter requiring continued retention.

If a claim, accident, vehicle damage issue, insurance investigation, dispute, suspected fraud or other legitimate legal or contractual matter remains unresolved, we may retain relevant documents for longer where reasonably necessary. We may also retain them longer where required by law or where a documented insurer requirement makes this necessary. Access will remain restricted, and the documents will be deleted or destroyed once the relevant purpose has ended.

Where possible, we retain a record of the verification outcome, date of check and necessary booking information instead of keeping full identity document copies for longer than necessary.

8. Card Payments and Payment Security

Card payments are accepted in person or over the telephone and are not taken through an online card-payment facility on our website. This approach means customers do not enter card details into our website to pay for a booking.

Payment information is handled only as needed to take or reconcile a payment, administer a booking or process a refund. Access to payment information is restricted to authorised persons and any payment processing provider involved in the transaction.

We do not intend to retain full card numbers, card security codes (CVV/CVC) or other sensitive authentication data in customer booking files, quotations or retained records. Where a quotation, booking record or other document contains card details, the card details are obscured or redacted so that they cannot be read. We retain only the limited payment information reasonably needed for accounting and reconciliation, such as the transaction date, amount, payment status and a provider transaction reference where available.

Card security codes must not be retained after authorisation. Any payment processing is subject to the applicable terms and security requirements of the payment provider. Customers should not send card details by email or text message.

9. Vehicle Tracking and Security

Our vehicles may be fitted with tracking devices. Where tracking information is collected, it may be used for legitimate purposes such as preventing or investigating theft, locating a vehicle that has not been returned as agreed, assisting with recovery or emergencies, investigating suspected breaches of the hire agreement, and managing insurance matters. Access is restricted to authorised persons and appropriate service providers. Further information may be provided in the hire terms where appropriate.

10. Cookies and Website Technologies

Our website may use cookies or similar technologies to make the website function, remember preferences, understand usage or support other features. Strictly necessary cookies may be used where needed to provide the website or a service requested by you. Non-essential analytics or advertising cookies will be used only in accordance with applicable consent requirements.

You can manage cookies through website cookie settings, where available, and your browser settings. Disabling some cookies may affect website functionality. The actual cookies and providers used on the website should be reflected in any cookie notice or consent tool.

11. Paper Booking Forms and Physical Document Security

Where customers complete booking forms, hire agreements or other paperwork in paper format, we take reasonable steps to protect the personal information contained in those documents.

Paper booking forms and documents containing personal information are kept in a secure, locked filing cabinet when not in use. Access is restricted to authorised persons who need the information to administer bookings, verify customer details, manage hire agreements or fulfil legitimate business, insurance or legal responsibilities.

Paper documents are not intentionally left unattended in public areas or where unauthorised persons may access them. Where documents need to be transported, shared or destroyed, reasonable precautions are taken to protect the information they contain.

12. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including booking administration, insurance, accounting, fraud prevention and legal claims. Retention depends on the type of information and the circumstances.

• Identity documents and proof of address: normally securely deleted or destroyed within 90 days after the hire ends and checks are complete, unless an exception described in section 7 applies.
• Driving licence check records: relevant outcomes, check dates and necessary eligibility information may be retained longer where needed for insurance evidence, hire administration or claims.
• Booking forms and hire agreements: retained for the hire period and any further period reasonably needed for contractual, insurance, legal and accounting purposes.
• Company tax and accounting records: generally retained for at least six years from the end of the relevant accounting period where required by HMRC rules, or longer where a legal requirement, HMRC enquiry or applicable exception applies.
• Payment records: transaction dates, amounts, payment status, refunds and relevant references are retained for applicable accounting, tax, dispute and legal purposes. Full card details and card security codes are not retained in booking records.
• Accident, damage, complaint and insurance claim records: retained for as long as reasonably necessary to investigate and resolve the matter and meet applicable insurer or legal requirements.
• Enquiries and correspondence: retained for a reasonable period to respond to the enquiry and manage any resulting booking or follow-up.
• Marketing information: retained until consent is withdrawn where applicable, an objection is received, or the information is no longer needed.

The six-year accounting period is not a blanket requirement to retain every personal document for six years. Where a booking form contains information not needed for accounting, insurance, contractual or legal purposes, we will consider whether it can be securely destroyed, redacted or separated earlier.

Where a claim, dispute, investigation or legal obligation requires longer retention, we will retain only the information reasonably required and review it when the matter has ended. When information is no longer required, it will be securely deleted, destroyed or anonymised, as appropriate.

13. Information Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, destruction, alteration or disclosure. Measures include using an authentication app for additional protection of the business email account; restricting access to authorised persons; using secure email arrangements for identity documents; keeping paper records in a locked cabinet; avoiding retention of full card details in booking records; and securely deleting or destroying information when no longer required.

Where information must be shared with an insurer, claims handler or other authorised third party, we share only what is reasonably necessary and use appropriate safeguards. No method of electronic transmission or storage can be guaranteed completely secure. We will assess any personal data breach and take steps required by law, including notifying affected people or the ICO where legally required.

14. International Transfers

Some website, email, payment or other service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection law and that appropriate safeguards are in place where required.

15. Your Data Protection Rights

Subject to legal conditions and exceptions, you may have the right to request access to your personal information; ask us to correct inaccurate information; request erasure; request restriction of processing; object to processing based on legitimate interests; request data portability where applicable; and withdraw consent where consent is our lawful basis. You can object to direct marketing at any time.

Some information may need to be retained to comply with legal obligations or manage an existing claim. To exercise your rights, contact us using the details in section 1. We may need to verify your identity before responding and will respond within the timescales required by law.

16. Marketing Communications

We may send information about our services, offers or updates where permitted by law. Where consent is required, we will obtain it before sending marketing communications. You can opt out at any time using an unsubscribe facility where available or by contacting us. Necessary service communications about enquiries, bookings, payments, hire arrangements or legal obligations may still be sent where appropriate.

17. Children’s Privacy

Our website and hire services are intended for adults making enquiries or bookings. We do not knowingly collect children’s personal information through the website for marketing purposes. If information about a child is provided as part of a booking or enquiry, we will process it only where necessary and appropriate for the relevant purpose and in accordance with applicable law.

18. Links to Other Websites

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, content or security of external websites. Please review the privacy policy of any external website before providing personal information.

19. Changes to This Policy

We may update this Privacy Policy to reflect changes to our services, website, business practices or legal obligations. The latest version will be published on our website with the revised date shown at the top. We encourage you to review it periodically.

20. Complaints and Further Information

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent authority for information rights.

ICO complaints: https://ico.org.uk/make-a-complaint/

ICO website: https://ico.org.uk/

Contact Us

4Eva Young Camper Hire Ltd

For questions about this Privacy Policy or your personal information, contact Paul Young at 04evayoungcamperhire@gmail.com or on 07970 350561.

Registered office: 71–75 Shelton Street, Covent Garden, London, England, WC2H 9JQ.

Implementation checks before publication

• Confirm the registered office address and company details against the current Companies House record.
• Confirm that the business email account actually uses an authentication app for multi-factor authentication and that the process for receiving identity documents is secure.
• Confirm the 90-day identity-document deletion period is compatible with insurer requirements and that the business can apply it in practice.
• Confirm that card details are genuinely redacted from any retained quotations or records, and that full card numbers and security codes are not stored. Do not retain card security codes after authorisation.
• Check the website’s actual cookies, booking tools, payment providers and tracking arrangements so the policy describes the systems really in use.
• This policy is a practical draft, not legal advice. Consider professional review before publication.