Information We Collect
Motorhome Adventure Scotland Ltd is committed to ensuring your privacy is protected. This policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information, and procedures we have in place to protect your privacy.
When you use our Services, we collect the following types of information.
Information You Provide Us
Some information is required on the enquiry form to check availability and receive a booking form, such as your name, email address, phone number, number in your party, preferred dates. This enables us to decide which vehicles are suitable and available and to contact you.
This information is required to contact you, to receive information required by our insurers, and to do a DVLA check to verify license details for all drivers. You will also be required to provide proofs of address (see terms and conditions), which is a requirement of our insurer. To help improve your experience, you may choose to provide us with additional information, like your plans for your trips, or weight and height details for bikes. We pass on the relevant details to our bike hire specialist only, and use the other information to help you plan your trip and to do a DVLA check and verify that you are covered under our insurance for your trip.
PAYMENT AND CARD INFORMATION
When you make a payment by bacs, this information is dealt with by the bank and we do not have access to your account details.
When you pay by credit card over the phone, you provide your payment information, your credit card number, expiry date, CVV code. We do not store this payment information. Any receipts are kept in confidential files in accordance with accounting procedures. Note that third-party payment processors (for example Worldpay) may retain this information in accordance with their own privacy policies and terms.
When you pay your security deposit in person, we retain the credit card slip to enable us to make a refund. This does not have a CVV code. All information is kept securely in accordance with accounting procedures and requirements, and then destroyed.
INFORMATION WE RECEIVE FROM you after or during your trip
We may ask you to give a review on social media, and / or provide photos of your trip for those sites or our website. We will only use them if you provide them after such a request. If posted by us, they are not attributable to you, unless you agree to this, and they can be removed upon request at any time.
We may also analyse data about the devices and computers you use to access our website, including IP addresses, browser type, language, operating system, how you find our web page, pages visited, location, and cookie information, from, for example, google analytics. This data is aggregated and anonymous.
HOW WE USE INFORMATION
We use the information we collect for the following purposes:
PROVIDE AND MAINTAIN THE SERVICES
Using the information we collect, we are able to deliver the services to you and honour our contract with you (‘Terms and Conditions’). For example, we need to use your information to provide you with your motorhome and to ensure that you know the conditions in which hire is possible and comply with any requirements of our insurer. We also use your information to carry out a DVLA check (at the time of booking and prior to collection of the vehicle), to comply with our insurance requirements.
We use contact information to keep in touch during your trip if needed, and to confirm security deposit refunds or provide damage quotes after the trip.
If you tell us on the booking form that you are happy for us to contact you, we may send you emails with updates about the business. We will never use your details to pass to third parties for promotional purposes, and the emails have an option to unsubscribe at any time.
IMPROVE, PERSONALISE AND DEVELOP THE SERVICES
We use the information we collect to improve and personalise the Services and to develop new ones. For example, we may use the information to seek feedback from you, keep in touch whilst you are away on hire, occasionally conduct research and surveys (or use agents to do this); and develop new aspects to the service.
COMMUNICATE WITH YOU
We use your information when needed to send you information (like invoices, information about availability of the vehicle, arranging grocery collection, regarding your refund of security deposit) and to respond to you when you contact us. We may use your email to ask for feedback about our service and to ask you to give us a review. We may also use your email (with your permission) to keep in touch about our activities after your holiday, and you can unsubscribe at any time.
PROMOTE SAFETY AND SECURITY
We use the information we collect to promote the safety and security of the services, our customers, and others. For example, we may use the information to authenticate customers, confirm insurance cover, facilitate secure payments, protect against fraud and abuse, respond to a legal request or claim, conduct audits, and enforce our terms and policies.
COOKIES and other information gathering technologies.
Cookies are small data files that a web server asks your computer to store. When a cookie is stored on your computer, it makes it possible for a website to give you a personalised service. The cookies on our site do not collect personal information, but are used to gather usage data, for performance analysis by Google Analytics. The provide aggregated usage information and do not include information which identifies you as an individual. If you do not wish to accept new cookies, or want to disable cookies altogether, you can do this.
HOW INFORMATION IS SHARED
We do not share your personal information except in the limited circumstances described below.
WHEN YOU COMPLETE A BOOKING FORM, and AGREE OR DIRECT US TO SHARE
We will share your personal information with our insurer and insurance broker where necessary (to verify cover, in the event of a claim, for example), and use it carry out DVLA checks and you consent to this by providing information on our booking form.
You may also authorize us to share your information with others, for example, with an agent like Trustpilot to receive feedback on your trip. Remember that their use of your information will be governed by their privacy policies and terms. There is a specific box for this on the booking form. You can revoke your consent to share with a third-party at any time. You may also authorise us to keep in touch with you to receive updates on the Motorhome Adventure service.
FOR EXTERNAL PROCESSING
We transfer information to our service providers, and other partners who process it for us, based on our instructions, and in compliance with this policy and any other appropriate confidentiality and security measures. These partners provide us with services including for accounting, data analysis, research, and surveys.
FOR LEGAL REASONS OR TO PREVENT HARM
We may preserve or disclose information about you to comply with a law, regulation, legal process, or governmental request; to assert legal rights or defend against legal claims; or to prevent, detect, or investigate illegal activity, fraud, abuse, violations of our terms, or threats to the security of the services or the physical safety of any person.
Please note: Our policy is to notify you of legal process seeking access to your information, such as search warrants, court orders, or subpoenas, unless we are prohibited by law from doing so. In cases where a court order specifies a non-disclosure period, we provide delayed notice after the expiration of the non-disclosure period. Exceptions to our notice policy include exigent or counterproductive circumstances, for example, when there is an emergency involving a danger of death or serious physical injury to a person.
We may share non-personal information that is aggregated or de-identified so that it cannot reasonably be used to identify an individual.
If we are involved in a merger, acquisition, or sale of assets, we will continue to take measures to protect the confidentiality of personal information. Your details may be disclosed to our advisers and any prospective purchasers and to the new business owners.
We keep your account information, like your name, email address and the contents of your booking form and additional data (proofs of address, license information), for as long as you have a booking in place because we need it to provide our service. We also keep information about you and your use of the service for as long as necessary for our legitimate business interests, for legal and accounting reasons, and to prevent harm, including as described in the How we use information and How information is shared (above).
We are careful to keep your data safe. We use a combination of technical, administrative, and physical controls to maintain the security of your data. No method of transmitting or storing data is completely secure, however. If you have a security-related concern, please contact us.
WHO WE ARE AND HOW TO CONTACT US
If you have questions, suggestions, or concerns about this policy, or about our use of your information, or your contact details change, or you wish to cancel your booking or unsubscribe, please contact us at Motorhome Adventure Scotland Ltd, 10 Clashburn Way, Kinross, KY13 8GA on firstname.lastname@example.org or by phone on 01577 864795 .