How We Use Your Information

Who controls your information

WiseGlow Auto Ltd (company number 16698893), registered at 52 Rochester Road, Corby, England, NN18 8PX, is the controller for personal information used to provide and manage WiseGlow rentals. Contact us at [email protected] for privacy questions.

Information we collect

• Identity and contact information, including name, date of birth, address, email, telephone, signature and emergency contact.
• Driving and eligibility information, including licence images and number, DVLA check code and record, convictions, penalty points, disqualifications, incidents, insurance history and driver declarations.
• Verification evidence, including passport or national ID, proof of address, identity-check results and, where used and lawfully justified, biometric matching results supplied by a verification provider.
• Booking and payment information, vehicle choice, locations, rental dates, payment status, deposit, communications, signed agreements and handover or return records.
• Vehicle and journey information, including mileage, ignition, location, speed or driving events, diagnostics, battery, doors, immobiliser events and dashcam or incident material where fitted.
• Website and device information such as IP address, security logs, form activity and essential browser storage.

Why we use it

• To respond to enquiries, assess reservations, form and perform the rental contract, take payment, deliver and recover vehicles and provide support.
• To verify identity, licence entitlement and eligibility; obtain insurer approval; prevent fraud, theft and unauthorised use; and protect customers, vehicles and the public.
• To comply with road-traffic, insurance, tax, accounting, law-enforcement and other legal obligations.
• To establish, exercise or defend legal and insurance claims, administer penalties, tolls and road-user charges, and resolve complaints.
• To secure and improve our website and service, manage availability and keep appropriate business records.
• To send marketing only where permitted by law, with an unsubscribe option in every relevant message.

Our lawful bases

Depending on the activity, we rely on steps requested before a contract and performance of a contract, compliance with legal obligations, and legitimate interests in running a safe rental business, preventing fraud, protecting high-value vehicles and handling claims. We use consent where the law requires it, including certain electronic marketing or non-essential tracking. Where criminal-offence information is assessed, we process it only where a valid UK-law condition and appropriate safeguards apply.

• We do not ask for consent where the information is necessary to decide or perform a rental and consent would not be freely optional.
• We assess necessity and the impact on you before relying on legitimate interests.
• You may withdraw consent at any time, without affecting earlier lawful use.

Who receives information

• Self-drive-hire insurers, brokers, claims handlers and vehicle owners where relevant to the supplied vehicle.
• Identity, licence, fraud-prevention and verification providers, including DVLA services and an identity-verification provider where used.
• Booking, payment, hosting, cloud storage, communications, recovery, repair and professional-adviser providers acting under appropriate duties.
• Police, courts, regulators, local authorities, parking, toll and road-user-charge bodies where disclosure is required or reasonably necessary.
• A buyer, investor or successor if the business or relevant assets are reorganised or transferred, subject to confidentiality and data-protection requirements.

Telematics and vehicle security

A rental vehicle may contain GPS, telematics, diagnostics, immobilisation and dashcam equipment. We use relevant data for location and recovery of missing or overdue vehicles, mileage and condition, maintenance, incident investigation, compliance with the Rental Agreement, fraud prevention and insurance claims.

We do not use live location simply to observe ordinary private activity. Access is restricted to authorised people with an operational, safety, legal or claims reason. Remote immobilisation is only considered where the vehicle is believed stationary and action is lawful, safe and proportionate.

Retention

We keep information only as long as needed for the stated purpose. Core rental, payment, insurance, claims and accounting records are normally retained for up to six years after the rental or resolution of a claim because contractual or legal issues can arise during that period. Verification documents and detailed telematics are reviewed separately and deleted or minimised sooner where they are no longer required. Security logs and unsuccessful enquiries are retained for shorter risk-based periods unless linked to fraud, a dispute or a legal requirement.

International processing and security

Some service providers may process information outside the UK. Where this happens, we use an adequacy regulation or approved contractual safeguards and assess additional protections where required.

We use access controls, encrypted transfer, appropriate storage protection, audit records and limited staff access. No online system can be guaranteed completely secure, so please use only the secure upload route supplied for identity documents and do not email sensitive documents unless instructed.

Your rights

• Ask for a copy of your personal information and information about how it is used.
• Ask us to correct inaccurate or incomplete information.
• Ask for deletion or restriction where the legal conditions are met.
• Object to processing based on legitimate interests or to direct marketing at any time.
• Request portable information where processing is based on consent or contract and carried out automatically.
• Ask for human review of a decision if a significant decision were made solely by automated means. WiseGlow’s final driver-approval decisions involve human and insurer assessment.

Complaints and updates

Contact [email protected] first so we can investigate. You may also complain to the Information Commissioner’s Office at ico.org.uk. We may update this notice when our services, providers or legal duties change; material changes will be highlighted where appropriate.