Privacy | Ralotech Rental Services

Who we are

RALOTECH LTD (company number 17539238, 27 East Crescent Road, Gravesend DA12 2AR) is the data controller for the personal data collected through Ralotech Rental Services. Contact us about your data at accounts@ralotech.co.uk.

What we collect

Your contact details: name, email address and phone number.
Your journey details: start and end dates, pick-up time if you give one, pick-up location, destination, number of passengers, luggage, vehicle type, number of vehicles and any special requirements you write.
Your agreement: the time you ticked the agreement box and the exact sentence you agreed to.
A one-way hash of your IP address, used to stop abuse of the form. Your IP address itself is not stored.
What follows your request: messages you send us by WhatsApp or email, the quotations we send, the booking status, the operator, vehicle and chauffeur assigned to it, and notes our staff make while arranging it.
Payment records: the amount, date and status of any payment, as reported by the payment provider. We do not receive your full card details.

Why we use it, and the lawful basis

To handle your request, send a quotation and arrange the booking. Basis: taking steps at your request before a contract, and then performing the contract.
To keep accounting and business records. Basis: legal obligation.
To protect the website from spam and abuse. Basis: our legitimate interest in keeping the service working and secure.

We do not use your data for marketing, we do not sell it, and we do not use it for automated decisions about you.

When a request arrives, its details are emailed to our own staff mailbox so that someone can deal with it.

After you send a request, you can choose to continue on WhatsApp. Only your booking reference, dates, vehicle type, number of vehicles and number of passengers are filled in for you. Your name, email and phone number are not included. You open WhatsApp yourself and decide whether to send the message. Once you do, WhatsApp (part of Meta) processes it under its own terms and privacy policy. We then use WhatsApp to talk to you about the booking and to send the payment link.

Who we share it with

The operator assigned to your booking: the journey details and the lead passenger's name and phone number, so they can carry out the service. This is shared only once you have accepted a quotation.
The payment provider: the amount and booking reference, plus whatever you enter on its payment page. It processes your payment under its own terms and privacy notice.
Our hosting and email suppliers, who process data on our behalf under contract and only on our instructions.
Authorities, where the law requires it.

How long we keep it

Booking records, including quotations and payment records: six years, to meet our accounting and tax obligations.
Requests that never become a booking: deleted 12 months after they were sent.

We review these periods regularly and keep data no longer than we need it.

How we protect it

Requests are stored on our own server. Only authorised staff can see them, and they sign in with a password and a second, one-time code.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, ask us to restrict its use, object to its use, or ask for it in a portable format. Email accounts@ralotech.co.uk and quote your reference if you have one. Some records, such as those of a completed booking, may have to be kept for the period above even if you ask us to delete them; we will tell you if that applies.

Complaints

If you are unhappy with how we use your data, please tell us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

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