Last updated: [date] — effective from [date]
This policy explains how [Company Name] ("we", "us", "our") collects, uses, stores and protects personal data through Rntl Manager, our vehicle rental and fleet management system. It applies to staff who use the system, and to drivers whose records are held within it.
[Company Name] is the data controller for the personal data described in this policy — we decide why and how it's processed. Our details:
If Rntl Manager is provided to us by a separate software vendor rather than run on our own infrastructure, that vendor acts as our data processor — they process data on our instructions, under a written data processing agreement, and don't decide how your data is used.
We hold different data depending on your relationship with us:
What we don't collect: we don't track vehicle location or driver behaviour (no GPS telematics, no dashcams, no journey tracking), and we don't hold health information or criminal conviction data on drivers — those are matters for your licensing authority, not for us. We're not a marketing platform: we don't use your data for advertising, and we don't sell or rent out personal data to anyone.
| Purpose | Legal basis |
|---|---|
| Managing vehicle rental agreements, payments and charges | Performance of a contract with you |
| Verifying and monitoring driving licence, insurance and badge compliance | Legitimate interests (keeping our fleet legally roadworthy) and, where a licensing authority requires it, legal obligation |
| Running payroll and reporting to HMRC | Legal obligation |
| Keeping accounting and Companies House records | Legal obligation |
| Sending you reminders, notices, and operational messages | Performance of a contract / legitimate interests |
| Detecting fraud and securing staff accounts (login monitoring, 2FA) | Legitimate interests |
| Responding to a request from you, or handling a dispute | Legitimate interests / legal obligation |
Where we rely on legitimate interests, we've considered whether our reasons are outweighed by your own rights and freedoms, and concluded they are not. You can ask us for a copy of this assessment.
After these periods, data is deleted or anonymised. We may keep data for longer where the law requires it, or where it's needed to resolve a dispute that's already underway.
We share data with the following, and only to the extent each one needs to do its job:
We do not sell personal data, and we don't share it with anyone for their own marketing purposes. Every third party above is bound by a written agreement to protect your data and use it only as we instruct.
Our hosting and database infrastructure is located in the UK/EU. Where any provider we use ever needs to transfer data outside the UK, we ensure a legally recognised safeguard is in place first (such as the UK's International Data Transfer Addendum), so your data stays protected to the same standard.
Under UK GDPR, you have the right to:
To exercise any of these, contact us at [email address]. We'll normally respond within one month. Some rights don't apply to every record — for example, we can't delete payroll data we're legally required to keep, but we'll always tell you clearly if that's the case and why.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) — though we'd appreciate the chance to put things right first.
Rntl Manager uses two cookies, and nothing else — no analytics, no advertising, no third-party trackers:
Because both are necessary to provide the service you're using, we don't need to ask for consent to use them under the Privacy and Electronic Communications Regulations (PECR).
We use industry-standard technical and organisational measures appropriate to the sensitivity of the data, including:
No system is completely immune to risk, and we can't guarantee absolute security — but we review and improve these measures on an ongoing basis.
Rntl Manager is a workplace system for adults conducting business with us. It isn't directed at, and we don't knowingly collect data from, children.
We may update this policy from time to time — for example, if we start using a new supplier, or the law changes. We'll update the date at the top of this page, and where a change is significant, we'll let you know directly.
Questions about this policy, or about how we use your data: [email address] / [phone number] / [postal address].