Who we are
Our website address is: https://www.onyxestates.co.uk.
This is a privacy notice for Onyx Estate Group, a trading name of Onyx Estate Group Ltd (13101500).
Onyx Estate Group takes the protection of personal data very seriously. As a result, we have put in place many measures to ensure that any personal data we obtain from you is processed and maintained in accordance with the General Data Protection Regulation 2016 (GDPR). This statement provides you with details of the type of information we may hold about you, how we obtain and use the information and how we protect your privacy.
Security of Personal Data
Security of personal data is our priority, we protect this information by maintaining physical, electronic and procedural safeguards that meet or exceed applicable law.
We train our employees in the handling of personal information. When we use other companies to provide services to us, we also require them to protect the confidentiality of the personal information that they receive to a similar or increased level.
Collecting Personal Data
The personal data that we will collect will be, but not limited to, name, address, email address, date of birth, drivers licence number and expiration date, your credit card details, passport, proof of address information.
Photographs of your driving licence or proof of address through camera features available on some of our mobile applications.
Vehicle Operation and Location Data
Our vehicles are equipped with a vehicle telematics system. Some or all Telematics systems functionality may or may not be active during rental periods. Telematics systems may provide us with use of disclosure of or access (1) location information (2) crash notification and related crash data and (3) operational condition, mileage, diagnostic and performance reporting of vehicles as permitted by law.
How We Use Your information
We may use the personal data we hold about you in the following ways:
- For the purposes of providing vehicle hire and any other related purposes. This is for the performance of a hire agreement between you and us.
- To provide customer service related to your interactions with us or to respond to your inquiry.
- To verify your identity for fraud prevention purposes.
- For research or statistical purposes – this is for our legitimate interests: for us to analyse historic activity, to improve our rating and to help predict future business impact. To further our commercial interests, to enhance our product offering and to develop new systems and processes.
- Where you have provided personal data to us and we have provided you with a quotation, (but not taken up), we will retain this information for 3 years from date of last contact or engagement and will use your data to re-contact you to provide you with a new quotation or provide you with news or information related to our business that we believe you may be interested in. This is within accordance with our legitimate interests.
- To provide you with information, products or services that you request from us or which we feel may interest you – where you have consented to be contacted for such purposes.
- To notify you about changes to our service – this is for our legal and regulatory obligations.
- To safeguard against fraud and money laundering and to meet general legal or regulatory obligations.
We will use your data to better understand how our prospective customers make decisions about the services we offer (i.e. we are not making direct decisions about you). This uses known and observed information about you to try and categorise prospective customers (profiling). This will be from our knowledge of you as a customer with us and from your use of our website/services. We do not share that detailed information with any third parties outside our group of companies.
Sharing Your Information
We may disclose your personal information to any of our staff, third parties involved in providing products or services to us, or to service providers who perform services on our behalf where it is reasonable to do so. (If consent is necessary to facilitate this sharing we will ensure it is obtained prior to processing).
- Our group of Companies
- Fraud Detection Agencies
- Regulatory Authorities
Subject Access Request
You may instruct us to provide you with any personal information we hold about you, via a ‘Subject Access Request’. Upon receipt of such request we will, after confirming identity, provide all relevant data we may hold to you in the most practical format unless otherwise stipulated and reasonably possible within 30 days. We will not charge you to do so, however we may charge you for duplicate copies should this be part of your request.
Right of Rectification
Individuals are entitled to have their personal data rectified if inaccurate or incomplete and we will respond to a rectification request within one month if not deemed complex. We will also inform related third parties where possible if the personal data was disclosed to them.
Right of Erasure
You have ‘The right to be forgotten’ or ‘right to erasure’ if there is no compelling reason for possession and continued processing. Specific circumstances stated by the Information Commissioner Office includes:
Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
- When the individual withdraws consent.
- When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing.
- The personal data was unlawfully processed (i.e. otherwise in breach of the GDPR).
The personal data has to be erased in order to comply with a legal obligation.
Right of Portability
You have the right to ask us to transfer your data that you have provided in a structured, commonly used and machine – readable format and also have the right to transmit data to another controller.
Right to Withdraw Consent
You have the right to ask us to not process your data for marketing purposes.
Right to Lodge a Complaint
If you feel we have not dealt with your request satisfactory you do have the ultimate recourse to refer your complaint to the ICO (Information Commissioner Officer). You can find out more details by visiting https://ico.org.uk.
Where you have provided consent, we may share personal data that you provide to us within our Group of Companies. They and we may contact you (by mail, e-mail, telephone, text, or other agreed means) in order to tell you about products, services or offers that we believe will be of interest to you, or to provide you with commercial updates.
Opting Out of Marketing
We want to make it easy for you to make your own choices as to what information you receive from us and how we contact you. Therefore, whether you are an existing, former or prospective client we will always remind you of your right to opt out of future marketing related communications each time we send such correspondence to you. You can elect not to receive any marketing related communications from us at all, or request that you only receive certain types of communication.
Wherever possible, your personal data will not be obtained, held, used or disclosed unless you have given consent. We understand that “consent” means you have been fully informed of the intended processing of your personal data and have signified your acceptance.
How Long We Keep Your Data
Your data will not be retained for no longer than is necessary, and will be managed in accordance with our data retention policy. In most cases the retention period will be for a period of six (6) years following the expiry of the hire agreement, or closure of claim, unless we are required to retain the data for a longer period due to business, legal or regulatory requirements.
What are Cookies?
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Additionally, we may use third party software to better understand your preferences and behaviour while on our website in order to personalise your experience and understand current trends.
This software may include (but is not limited to):
All efforts have been made to ensure that the aforementioned services and links are accurate at the time of writing.
Should users wish to deny the use and saving of cookies from this website onto their computers hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.
You can find further information on cookies on the link below https://ico.org.uk/for-the-public/online/cookies/.
Data Protection Queries
For any Data Protection queries please email firstname.lastname@example.org and our Compliance team will respond accordingly.