Privacy Policy
Effective date: 16 July 2025
XO Rental Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy in compliance with the UK Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR). This Privacy Policy explains how we collect, use, share, retain, and secure personal and non-personal information in our digital processes, including our website (www.xorental.co.uk) and our operational platform (Current RMS). By accessing or using our services, you agree to the terms of this policy.
1. Information We Collect
- Account Application Data: When you apply for an account to trade with us via our website form hosted by JotForm, we collect personal and business details such as your name, company name, address, email, phone number, VAT number, and trade referees.
- Operational Data: We record booking, invoicing, and service-related details in our Current RMS platform, including equipment hired, hire dates, delivery/collection addresses, payment terms, and client-specific instructions.
- Usage Data: We use Google Analytics to gather non-identifying browsing information (e.g., pages visited, session duration, click patterns).
- Cookies and Similar Technologies: We use cookies and similar tracking tools solely for site analytics. You may opt out at any time via your browser settings.
2. Legal Basis for Processing
Under GDPR, we process your personal data on the following grounds:
- Performance of a contract: to manage your account, process bookings, and provide rental services.
- Legal obligation: to retain financial and business records for audit and tax purposes.
- Legitimate interests: to improve our website, monitor performance, and enhance security, provided this does not override your rights.
For further guidance on lawful processing, please refer to the UK Information Commissioner’s Office (ICO) at https://ico.org.uk and the EU GDPR portal at https://eugdpr.org.
3. How We Use Your Information
We use collected data for the following purposes:
- To process and manage account applications, onboarding, and client relationships via our website and Current RMS.
- To perform credit and reference checks by contacting trade referees you provide.
- To operate our business systems, including booking jobs, invoicing, and customer support in Current RMS.
- To monitor and improve our site performance and user experience.
- To comply with legal, regulatory, and audit requirements.
4. Sharing of Information
We do not sell or rent your personal data. We share information only as necessary to provide our services:
- Third Party Service Providers: We may disclose data to service providers under confidentiality obligations, including JotForm for form hosting, Google Analytics for site metrics, and Current RMS for operations. For data collected via JotForm forms, JotForm acts as a data processor; form responders may review JotForm’s privacy practices at https://www.jotform.com/privacy/ to understand how their information is handled. Both Current RMS (hosted on Amazon Web Services) and its parent company are GDPR compliant. You can request a Data Processing Agreement and view our sub-processor list on the Current RMS “GDPR Information” page in the system footer.
- Trade References: We will contact the referees you supply to verify trade information.
- Legal and Compliance: We may disclose data to government bodies, auditors, or law enforcement when legally required.
5. Data Retention
We retain account application and client transaction data indefinitely to comply with business and legal obligations, including audits and tax retention rules. Operational data in Current RMS is retained for the duration of our business relationship and beyond as required by law. Analytics and cookie-derived data are retained only as needed for ongoing site improvement purposes.
6. Data Security
We implement appropriate technical and organizational measures to protect your data:
- Online data is stored on secure, password-protected servers at XO Rental Ltd.
- Operational data in Current RMS is accessed only by authorised XO employees via secure login credentials.
- We regularly review and update security policies to address evolving risks.
7. Your Rights under GDPR
You have the following rights regarding your personal data:
- Access: obtain a copy of the data we hold about you.
- Rectification: correct inaccurate or incomplete data.
- Erasure: request deletion of data where we have no legal obligation to retain it; Current RMS offers a feature to anonymise deleted organisations while preserving system integrity.
- Restriction: limit processing in certain circumstances.
- Portability: receive your data in a structured, machine-readable format via our system export tools.
- Objection: object to processing based on legitimate interests or direct marketing.
- Withdraw Consent: where processing is based on your consent.
To exercise any rights, contact our Marketing Department at info@xorental.co.uk. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).
8. Cookies and Marketing Communications
You may disable cookies through your browser settings. You may also unsubscribe from any marketing emails using the link provided in our communications or by contacting info@xorental.co.uk.
9. Policy Updates
We may update this Privacy Policy from time to time. The revised version will be posted at www.xorental.co.uk/privacy-policy with the updated “Effective Date”.
10. Disclaimer and Liability
While we strive to protect your information, no Internet transmission or storage method is completely secure. We disclaim any liability for unauthorized access beyond our reasonable control.
11. No Sale of Data
XO Rental Ltd will never sell or trade your personal information to third parties. All data collected is used solely for our operations, service delivery, and site functionality.
Additional Resources
- UK Information Commissioner’s Office (ICO): https://ico.org.uk
- EU GDPR Portal: https://eugdpr.org
- Current RMS GDPR Information Page: available in system footer when logged in.
Contact Us
For questions or concerns regarding this Privacy Policy, please contact:
Marketing Department
XO Rental Ltd
info@xorental.co.uk