GDPR Policy

South Staffs Hire t/a SSH Selfdrive and GDPR

As you know GDPR is in force by the 25th May 2018.

South Staffs Hire t/a SSH Selfdrive have now completed a full review and updated our privacy policy regarding GDPR.

So what do you need to do next?

If you don’t wish to receive communication from SSH by email or other marketing methods please contact info@sshselfdrive.co.uk or you can hit the unsubscribe button on any of SSH’s email marketing literature. If you still wish to receive SSH’s emails and communication you don’t have to do anything.

Please see below SSH’s updated Privacy notice regarding GDPR. If you do have any questions please feel free to contact us by emailing info@sshselfdrive.co.uk or by calling 01952 427770.

Privacy Notice:

Personal data

Under the EU’s General Data Protection Regulation (GDPR), personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information

This privacy notice tells you how we, SSH, will collect and use your personal data.

Why does SSH need to collect and store personal data?

In order for us to provide you with a service, we need to collect personal data to enable us to effectively manage supply chains on behalf of our clients.

In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

Will SSH share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to SSH in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with SSH’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will SSH use the personal data it collects about me?

SSH will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. SSH is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Personal data stored in vehicles – What are my obligations?

A number of our vehicles now come with Satellite Navigation systems, Bluetooth and Smartphone connectivity for your convenience. Please be aware that it is your responsibility to remove any postcodes, phone numbers or other data entered into these prior to returning the vehicle if you do not wish your data to be stored in this way. It is always advisable to un-pair your device completely from any vehicle prior to returning to us.

Under what circumstances will SSH contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

SSH at your request, can confirm what information we hold about you and how it is processed. If SSH does hold personal data about you, you can request the following information:

• Identity and the contact details of the person or organisation that has determined how and why to process your data.

• Contact details of the data protection officer.

• The purpose of the processing as well as the legal basis for processing.

• If the processing is based on the legitimate interests of SSH or a third party, information about those interests.

• The categories of personal data collected, stored and processed.

• Recipient(s) or categories of recipients that the data is/will be disclosed to.

• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.

• How long the data will be stored.

• Details of your rights to correct, erase, restrict or object to such processing.

• Information about your right to withdraw consent at any time.

• How to lodge a complaint with the supervisory authority.

• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.

• The source of personal data if it was not collected directly from you.

• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

SSH accepts the following forms of ID when information on your personal data is requested:

Passport, driving licence, birth certificate, utility bill (from last 3 months), etc.

Contact details of the Data Protection Officer / GDPR Owner:

The Data Protection Office for SSH is: Paul Graham who can be contacted via info@sshselfdrive.co.uk

Thank you for taking the time to read this notice. If you have any questions please contact SSH on 01952 427770, write to us at SSH House, Hortonwood 7, Telford, Shropshire or alternatively email info@sshselfdrive.co.uk

About SSH

SSH Self-Drive is part of the South Staffs Hire group of companies based in Stafford & Telford. South-Staffs Hire Group was founded by co – owners Darrell Miller and Paul Graham in June 2005.

Quick Links

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Get in touch

 Stafford - 01785 319 619
 Telford - 01952 427 770
 Freephone - 0800 285 1414
 Email - info@sshselfdrive.co.uk

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HIRING INFORMATION

DRIVER AGE

All drivers must be aged between 21 and 75 inclusive. Drivers under the age of 23 may only rent vehicles up to Standard category1 and would be subject to a young driver surcharge. Drivers over the age of 70 are also subject to the same surcharge.2
1Standard category is cars up to a 1400cc and small vans (i.e. SWB Transit)
2 Under / Overage drivers surcharge is charged at £10.00 per day PLUS VAT.

DRIVING LICENCES & HISTORY

All hirers who will be insured to drive South Staffs Hire vehicles must produce a full valid driving licence with their current address (having a current address on your driving licence is a legal requirement); this must be done in person, at the time of collection. No copies of licences will be accepted.

Drivers aged between 23-75 must have held a full driving licence for at least 12 months. Minor licence endorsements up to 6 points are accepted. Major endorsements i.e. UT, DD, DR & IN are subject to insurance clearance and the hire location would need to be informed before reservation is placed. Drivers aged under 23 must have held a licence for at least 24months and be free of major endorsements. (For full clarification please contact office) Minibus rental is only available to renters over the age of 25 holding category D1 on their licence.

INSURANCE EXCESS DEPOSITS & LIMITS

Insurance is subject to an insurance excess. This excess is the amount that would be left as a deposit at the outset of a hire. The excess this is what the hirer would be liable for in the event of damage occurring to the hire vehicle, different vehicles attract different access levels; these levels are listed on the booking screen. Excess waivers are available.

DOCUMENTS REQUIRED

As well as the full drivers licence the main driver must produce 2 forms of identification i.e. passport, utility bill, (utility bills must be no less than three months old) at least one confirming home address this should match the address on the drivers licence.

PAYMENT METHOD

Payment is accepted by major credit or debit cards (card payment by 3rd parties is only accepted by prior arrangement. Cash payment is accepted but only if the excess deposit is paid by debit/credit card.

FUEL POLICY

All vehicles are supplied with a full tank of fuel at the start of the hire. Customers may:-

  1. Purchase this tank of fuel at a discounted rate and return the vehicle empty, or
  2. Return the vehicle full at the end of the rental, or
  3. Return the vehicle part full and be charged for missing fuel at the end of the rental

HIRE AGREEMENT TERMS & CONDITIONS

South Staffs Hire Rental Agreement Terms & Conditions of Hire

  1. In this agreement the following terms shall have the meanings hereby respectively assigned
    Hirer: The person named on the rental agreement
    Driver: The hirer and / or other person named as such or any other person specifically approved by the Lessor to drive the vehicle during the duration of this agreement
    Vehicle: The original vehicle described or any replacements thereof
    Accessories: The spare wheel, tools or any other items with which is supplied and any replacements thereof
    Rental Period: The period from the date and time stated until the re-delivery of the vehicle back into the physical custody of the Lessor
    Rental Charges: The hire charges for the rental period calculated in accordance with the Lessor’s current tariff
    Refuelling Charge: A surcharge which is added to the cost of the amount of ‘Top-Up’ fuel needed when the vehicle is returned to the Lessor, calculated in accordance with the Lessor’s tariff
    Excess Amount: The sum specified as the excess amount
    Excess Waiver Fee: A fee calculated in accordance with the Lessor’s current tariff which limits the Hirer’s liability to pay the excess amount to the amount of the non-waiverable excess
    Non Waiver Excess: The hirer’s liability will be limited to the amount of non waivable excess if Excess Waiver is purchased in accordance with the Lessor’s current tariff or is part of an inclusive tariff rate offered by the Lessor
    The Insurance Policy: The Lessor’s insurance policy is available for inspection at the rental location
  2. The Hirer Acknowledges that:
    • 2.1 The vehicle is fit for their purpose and undertakes to return it and its accessories to the place and on the date due back specified on the rental agreement
    • 2.2 They have received the vehicle free from apparent defects or damage (except as indicated on the VCF)
    • 2.3 The Lessor has no liabilty in respect of any injury, loss or damage arising from the use of the vehicle, nor shall the Lessor be liable for any indirect loss or damage, or, in the case of consumers, damage which was not foreseeable by both parties
    • 2.4 The Lessor shall not be liable for damages arising from defects or mechanical failures which are attributable to any breach of the manufacturer’s warranty implied by law to take reasonable care or exercise reasonable skill
  3. During the rental period the Hirer shall keep the vehicle and its accessories in his or any approved driver’s possession and shall not allow a third party to take possession of the vehicle or its accessories and when not in use the Hirer shall keep the vehicle and its accessories adequately protected and secured.
  4. The Hirer and any driver shall ensure that the vehicle will not be used:
    • 4.1 for hire or reward
    • 4.2 for racing, pacemaking, rallying, speed testing, driving tuition or similar purposes or for propelling or towing any vehicle, trailer or any other object
    • 4.3 load the vehicle beyond the manufacturers maximum weight limits
    • 4.4 you must not use or allow the vehicle to be used off road or on roads unsuitable for vehicles
    • 4.5 in any manner which might render void the insurance policy, or other contract of insurance
    • 4.6 for any illegal purposes or in contravention of any legislation affecting the vehicle
    • 4.7 by any person who:
      • 4.7.1 is not licensed to drive the vehicle
      • 4.7.2 is under 21 years of age or over 75
      • 4.7.3 is under the influence of drink or drugs
      • 4.7.4 has given a fictitious name, age or address
      • 4.7.5 has not been approved by the Lessor as a driver
      • 4.7.6 has been convicted of a motoring offence the details of which have not been disclosed in writing to the Lessor at the commencement of hire
    • 4.8 outside England, Wales or Scotland without written consent from the Lessor
  5. The hirer agrees to pay on demand:
    • 5.1 Rental charges
    • 5.2 Any appropriate Excess Waiver and any refuelling and miscellaneous charges
    • 5.3 The excess amount in respect of each incident resulting in damage to or loss of the vehicle, its accessories or any property left stored or transported in or upon the vehicle, save to the extent that such damage or loss arises from the actions of the Lessor
    • 5.4 All fines, charges, penalties, costs and expenses (including all charges and penalty charges incurred under a charging scheme) incurred in relation to the vehicle by the Lessor from the commencement of the rental until the vehicle is returned to the Lessor, except where caused through fault of the Lessor
    • 5.5 Any Value Added Tax, local or other taxes payable of any respect of any of the above
  6. The hirer shall compensate the Lessor in full on demand for any loss it suffers as a result of any damage, fire or theft to or of the vehicle including loss of revenue to the Lessor for the period during which the vehicle shall remain unavailable for rental by such reason of such matters and any claims made by any persons in respect of the vehicle whilst it is in the Hirer’s custody. This clause applies whether you have insurance or not. The clause shall not apply to any loss caused by or the responsibility of the Lessor
  7. The Hirer and any driver shall:
    • 7.1 ensure compliance with the terms, conditions and limitations of the insurance policy, which shall be deemed to be included in this agreement as if the same were fully set out herin
    • 7.2 inform the Lessor of any loss of or damage to or fault developing in the vehicle as soon as the Hirer or driver becomes aware of the loss, damage or fault
    • 7.3 at the request and cost of the Lessor permit to be done in his own name all acts and things as may be reasonably required by the Lessor for the purpose of repairing the vehicle or enforcing any rights or remedies or of obtaining relief from other parties in respect of any loss of damage to or in connection with the vehicle and its accessories
    • 7.4 indemnify the Lessor against such loss as is recoverable at law where that is incurred by reason of a breach of this Agreement by the Hirer or any driver
    • 7.5 ensure that maximum payload and individual axle plated weights ore not exceeded
    • 7.6 be responsible for the loading or unloading of the vehicle
    • 7.7 obtain or maintain any necessary operator’s licence
  8. The Hirer and any driver shall not:
    • 8.1 without prior consent of the Lessor incur any liability for repairs to the vehicle in excess of £25
    • 8.2 be an agent or servant of the Lessor for any purpose
    • 8.3 make any claim for loss of or damage to any property left or stored or transported in or upon the vehicle unless due to our negligence.
  9. Even if an excess waiver fee is paid, the Hirer shall be responsible for payment of any excess amount where the loss of or damage to the vehicle or its accessories arises from the negligent or wilful action of the Hirer or any driver
  10. If the Lessor agrees to allow the Hirer to use their own insurance as indicated overleaf, The Hirer must prove that this insurance is valid for the whole of the Rental Period and must have signed to confirm this. The Lessor must be satisfied with the cover and policy conditions, The Lessor may ask your insurers to record their names as owners of the vehicle. If the vehicle is damaged or stolen the Hirer will allow the Lessor to negotiate with the insurers about whether the vehicle can be repaired of the amount of compensation due. The Hirer is financially responsible for settling the claim and paying all costs if the policy does fail and the vehicle is damaged, lost or stolen or a cliam is made by another party
  11. If the Hirer is involved in an accident they must not admit liability at the scene. The Hirer will be responsible for collecting the names and addresses of everyone involved including witnesses. The Hirer should make the vehicle secure, inform the police immediately if someone is injured or that liability is in dispute. The Hirer must then inform the Lessor immediately who will provide an accident report form which must be completed and returned within 2 working days
  12. The period of hire as specified overleaf shall not be extended without the Lessors authorisation in writing and in any event the period of the Agreement shall not exceed 90 days
  13. If the Hirer does not comply with any of the material conditions of this Agreement he shall return the vehicle to the Lessor immediately and pay the Lessor on demand such loss as is recoverable at law where the loss is caused by the Hirer’s non-compliance. Where the Hirer fails to return the vehicle the Lessor shall at liberty to retake possession of the vehicle and all reasonable costs and expenses incidental to recovery of the vehicle shall be paid by the Hirer to the Lessor on demand
  14. Any addition to or alteration of the terms and conditions of this Agreement should be agreed upon writing by the parties
  15. The Hirer agrees that the Lessor may use any information given to carry out market research. If the Hirer in any way breaks this Agreement then the Lessor may give this information to credit reference agencies, The Driver and Vehicle Licensing Authority (DVLA), debt collectors and any other relevant organisation
  16. Nothing in these terms and conditions shall be deemed to exclude or restrict the Lessor’s liability for death or personal injury resulting from negligence or any other liability of the Lessor which cannot be excluded as a matter of law
  17. Your vehicle reservation wiill be held for 1 hour after the booking date / time unless otherwise advised of your lateness – after this grace period the vehicle will be released back to available stock and a 25.00 no show fee will be charged.

Cancellation Policy

All reservation must be cancelled 24 hours in advance or charges will apply, Charges vary from £25:00 – £50:00 depending on size of vehicle – For further information please ask a member of staff when reserving a vehicle

THESE TERMS AND CONDITIONS ARE PART OF THE RENTAL AGREEMENT