Privacy Policy

Privacy Policy

East London Van Rentals (operated by THESMARTWASH LTD.)
Effective date: 14 December 2025

1. Who We Are

This Privacy Policy explains how we collect, use, store and share your personal information when you visit our website, contact us, or hire a vehicle.

Data Controller: THESMARTWASH LTD.
Registered office: 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London, W1T 6EB, England Companies House
Email: nathaniel@thesmartwashltd.com

By using our website or hiring a vehicle, you agree to the terms of this Privacy Policy.

2. Personal Data We Collect

We may collect the following personal information:

Identity data: Name, title
Contact data: Address, phone number, email
Driver data: Driving licence details and DVLA check code
Hire data: Booking dates, vehicle details and hire contract information
Payment data: Transaction details (we do not store full card information)
Communications data: Emails, messages, and call recordings
Technical data: IP address, device/browser data for analytics

3. How We Collect Your Data

We collect information when:

You provide it directly (forms, emails, calls, bookings)
You interact with our website (cookies and analytics)
Third parties provide it (insurers, payment providers, authorities)

4. How We Use Your Data

We use personal data to:

Provide vehicle hire services
Verify driver eligibility and process rentals
Communicate with you about bookings and service updates
Protect against fraud and misuse
Manage payments, deposits and fines
Improve our website and customer experience

5. Legal Basis for Processing

We process personal information on one or more of the following legal bases:

Contractual necessity: To provide the rental services you requested
Legal obligation: To comply with UK law and insurance requirements
Legitimate interests: Fraud prevention, asset protection, analytics
Consent: Where you have expressly opted in (e.g., marketing)

6. Marketing

We may contact you with service-related messages about your booking.
We will only send marketing emails if you have opted in.
You can opt out anytime by emailing nathaniel@thesmartwashltd.com.

7. Who We Share Your Data With

We do not sell your information.

We may share your personal data with:

Insurers and underwriting partners (to arrange cover)
Payment processors and banks (to accept payments)
Telephony and CRM providers (for call handling and service)
Breakdown and recovery partners
Authorities (for fines, penalties, enforcement)
Professional advisers (accountants and legal advisors)

8. Fines, Penalty Charges and Enforcement

If you incur congestion charges, tolls, PCNs or fines during your hire, we may disclose relevant data to the issuing authority as required by law.

9. Call Recording

Calls with us may be recorded for training, quality assurance, fraud prevention and dispute resolution purposes. You may be notified at the start of the call.

10. Cookies and Analytics

We use cookies and similar technologies to make our website work, remember preferences, and track performance. You can manage cookie settings through your browser and our cookie banner.

11. Data Retention

We retain personal data only as long as necessary:

Hire and booking records: up to 6 years
Driver verification and rental contracts: up to 6 years
Marketing consents: until you opt out
Analytics data: for a limited period

We may retain data longer if required to resolve disputes or comply with legal obligations.

12. International Transfers

Your data may be processed outside the UK by service providers. Where this occurs, we ensure adequate protections are in place to safeguard your data.

13. Your Rights

Under UK GDPR, you have the right to:

Be informed about how your data is used
Access your data
Request correction or erasure
Restrict or object to processing
Data portability
Withdraw consent where applicable

To exercise any of these rights, email nathaniel@thesmartwashltd.com.

14. Complaints

If you believe your data has been mishandled, you can complain to the Information Commissioner’s Office (ICO) via their website.

15. Security

We use technical and organisational measures to protect your data, but no system can be completely secure. By using our website and services, you accept this risk.

16. Changes to This Policy

We may update this policy from time to time. The current version will be shown on our website.

17. Contact Us

For questions about this policy or to make a request:

Email: nathaniel@thesmartwashltd.com
Address: THESMARTWASH LTD., 4th Floor, Silverstream House,
45 Fitzroy Street, Fitzrovia, London, W1T 6EB, England