Privacy and Cookies Policy

What is this?

At Porterbrook Leasing Company Limited and Porterbrook Maintenance Limited, we take privacy seriously and we are committed to protecting it. This policy explains when and why we collect personal information about individuals, how this information is used, the conditions under which it may be disclosed to others, and how it is kept secure.

This policy may change from time to time so please check this page occasionally to ensure that you’re happy with any changes.

This policy was last updated on 13/08/2018. Please see Changes to this policy.

Who we are

Porterbrook Leasing Company Limited of Ivatt House, 7 The Point, Pinnacle Way, Pride Park Derby, DE24 8ZS (company number 02912662) is the data controller in relation to the processing activities described below. This means that Porterbrook Leasing Company Limited decides why and how your personal information is processed. Porterbrook Leasing Company Limited is registered with the Information Commissioner under registration number Z7414741.

Porterbrook Maintenance Limited of Ivatt House, 7 The Point, Pinnacle Way, Pride Park Derby, DE24 8ZS (company number 03657463) is the data controller in relation to the processing activities described below. This means that Porterbrook Maintenance Limited decides why and how your personal information is processed. Porterbrook Maintenance Limited is registered with the Information Commissioner under registration number Z7414681.

Where this policy refers to “Porterbrook”, “we”, “our” or “us” below, unless it mentions otherwise, it’s referring to the particular company that is the controller of your personal information. We will let you know which entity will be the controller for your data when you subscribe to our services.

Personal information we collect and how we collect it

The personal information we collect and the way in which we collect it are as follows:

Personal information you give to us:

This is information about you that you give to us by entering information via our website (www.porterbrook.co.uk), social media platforms, and/or corresponding with us by phone, email or otherwise, and is provided entirely voluntarily. This includes information provided when contacting us or making an enquiry to us via our site, subscribing to our services, managing your account online, posting material or requesting further services, and engaging in correspondence with us by phone, email or otherwise. Such personal information may consist of, but is not limited to, your title, name, email address, telephone numbers, details about your job role, and information contained in our correspondence or other communications with you about our business. We may also ask you for information when you report a problem with our site. If you complete any surveys that we request you complete for research purposes, we will collect information in such circumstances as well. The information you give us may consist of your name, job title, address, email address, phone number, enquiry details, and records of any correspondence and responses to any surveys.

Personal information we collect about you:

We may automatically collect details of transactions you carry out through the site, and your visits to our site, including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources you access. We may also automatically collect technical information, including anonymous data collected by the hosting server for statistical purposes, the Internet protocol (IP) address used to connect your computer or device to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. Please see Cookies for further information. We may also collect any personal information which you allow to be shared that is part of your public profile or third party social network, type and version, time zone setting, browser plug-in types and versions, operating system and platform.

How we use your personal information

The purposes for which we use your information and the legal basis under data protection laws on which we rely to do this are explained below.

• Performance of the contract with you or to take steps to enter into it. We may use and process your personal information where we have supplied you (or continue to supply you) with any Porterbrook goods or services, where we have arranged for the supply of another company’s goods or services to you, or where you are in discussions with us about any new product or service. We will use this information in connection with the contract for the supply of goods or services when it is needed to carry out that contract or for you to enter into it.
• Legitimate interests or that of a third party for the following purposes:
  1. for analysis help us understand how our website is used, and to enhance and personalise your experience (including to improve the recommendations we make to you on our website);
  2. to correspond or communicate with you;
  3. to verify the accuracy of data that we hold about you and create a better understanding of our customers;
  4. for network and information security in order for us to take steps to protect your information against loss or damage, theft or unauthorised access;
  5. for prevention of fraud and other criminal activities;
  6. to comply with a request from you in connection with the exercise of your rights;
  7. for assessing the quality of the our service and to provide staff training within the business;
  8. for the management of queries, complaints, or claims; and
  9. for the establishment and defence of our legal rights.
• Compliance with a legal obligation. We will use your personal information to comply with our legal obligations: (i) to assist any public authority or criminal investigation body; (ii) to identify you when you contact us; and/or (iii) to verify the accuracy of data we hold about you.
• Vital interests. Where we have supplied you with any goods, we may use your personal information to contact you if there are any urgent safety notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information will prevent or reduce any potential harm to you. It is in your vital interests for us to use your personal information in this way.

Others who may receive or have access to your personal information

Our suppliers and service providers

We may disclose your information to our third party service providers, agents, subcontractors and other organisations for the purposes of providing services to us or directly to you on our behalf. Such third parties may include cloud service providers (such as hosting and email management), IT providers, advertising and marketing agencies, public relations advisors and administrative services.

When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.

Customer satisfaction surveys

As customer satisfaction is important to us, we may ask a third party research company to contact you for the sole purpose of gathering general information and specific information relating to us and our goods and services.

Other ways we may share your personal information

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers. We will always take steps with the aim of ensuring that your privacy rights continue to be protected.

Where we store your personal information

All information you provide to us is stored on our secure servers which are located within the European Economic Area (EEA). If at any time we transfer your personal information to, or store it in, countries located outside of the EEA (for example, if our hosting services provider changes) we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law. This is because some countries outside of the EEA do not have adequate data protection laws equivalent to those in the EEA.

If you use our services whilst you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.

How long we keep your personal information for

We will not keep your information for longer than is necessary for the purposes for which we collect it unless we believe that the law or other regulation requires us to preserve it. If you have made an enquiry or contacted us via our website, we will store your information for as long as is reasonably required to deal with your enquiry. If you have a customer account with us, we may retain the personal information linked to this account for as long as your account is active. If your account is dormant for more than 1 year, we’ll send you a reminder, after which we will close your account. Once your account is closed, we will retain your personal information in case of any queries from you or in case you decide to re-activate your account for a period of 2 years from the date your account is closed.

If you have contacted us with a complaint or query we will store your personal information for as long as is reasonably required to resolve your complaint or query.

We retain technical information obtained via Google Analytics for 26 months from the date it is collected.

The only exceptions to the above are where:

• we may need your personal information to establish, bring or defend legal claims or to comply with a legal or regulatory requirement;
• the law requires us to hold your personal information for a longer period, or delete it sooner;
• you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law (see further Erasing your personal information or restricting its processing below); or
• in limited cases, the law permits us to keep your personal information indefinitely provided we put certain protections in place.

When it is no longer necessary to retain your data, we will delete the personal information that we hold about you from our systems. After that time, we may aggregate the data (from which you cannot be identified) and retain it for analytical purposes.

Security and links to other sites

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website and any transmission is at your own risk. Once we have received your personal information, we put in place reasonable and appropriate controls to ensure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.

Where we have given (or where you have chosen) a password which enables you to access an account, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Our website may contain links to other websites run by other organisations. This policy does not apply to those other websites‚ so we encourage you to read their privacy statements. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links that we provide. In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website.

Cookies

Like many other websites, our website uses cookies (including Google Analytics cookies to obtain an overall view of visitor habits and visitor volumes to our website). ‘Cookies’ are small pieces of information sent to your computer or device and stored on its hard drive to allow our websites to recognise you when you visit.

Our use of cookies

Welcome to www.porterbrook.co.uk (‘Site’). Our website may use cookies to distinguish you from other users of our Site. This helps us to provide you with a good experience when you browse our website and also allows us to improve our Site. Here you will find information on what cookies may be set when you visit our Site and the purposes for which we use those cookies. The Site is owned and operated by Porterbrook Leasing Company Limited (company number 02912662) (‘we’, ‘our’, ‘us’ as applicable). For further detailed information about this Site, please click here to see our Terms of Use and our Privacy Policy.

By continuing to use this Site, you are agreeing to our use of cookies in the manner described in this policy.

What are cookies?

A cookie is a small data file that is placed on your browser or the hardware of your computer or other device to allow a website to recognise you as a user when you return to the website, either for the duration of your visit (using a ‘session cookie’) or for repeat visits (a ‘persistent cookie’). Other similar files work in the same way and we use the word ‘cookie’ in this policy to refer to all files that collect information in this way.

Cookies are an extremely common technology for remembering certain information about a visitor to a website. The vast majority of websites currently make use of cookies and they are commonly used for a wide range of tasks. We use cookies for the following purposes:

Strictly necessary cookies. These are cookies that are required for the operation of our Site. They include, for example, cookies that enable you to log into secure areas of our Site.

Analytical cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our Site when they are using it. This helps us to improve the way our Site works, for example, by ensuring that users are finding what they are looking for easily.

This Cookie Policy gives you information on the specific cookies used on this Site.

How to control and delete cookies

When you accessed the Site, you were presented with a message that notified you of our use of cookies. We had to use a cookie to present you with that notice (you can see details of this cookie under ‘Cookie Banner’ in the table below). If you continue to use the Site, more cookies and other tracking technologies will be placed on your computer as described in this Cookie Policy in order to enhance your user experience whilst on the Site. By continuing to use the Site and/or by accepting our Terms of Use, you are agreeing to the use of such cookies and tracking technology.

If you wish to restrict or block the cookies which are set by this Site (or, indeed, on any other site) you can do this through your browser settings. The ‘Help’ function within your browser should tell you how. If you are primarily concerned about third party cookies generated by advertisers, you can turn these off by going to the Your Online Choices site at http://www.youronlinechoices.com/uk/your-ad-choices.

Alternatively, you may wish to visit http://www.allaboutcookies.org/ which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer, as well as more general information about cookies. Please note that, as these websites are not owned or operated by us, we are not responsible for any of the content on them.

Please be aware that restricting cookies may mean that you will not be able to take full advantage of all the features or services available on this Site.

Use of third party cookies

We use and work with a number of third party suppliers and partners who set or read cookies on this Site. We do not have any control over these cookies. Whilst we provide a summary of the third party cookies used in the table below, you should also check the relevant third party’s privacy policy using the links in that table for more information about how these cookies are used.

The third party cookies used in connection with this Site include:

Analytics cookies. We use cookies to help us collect information that allows us to analyse web traffic to our Site. The information collected via the cookies, which is anonymous, is sent to a third party that operates analytics tools which we use to analyse the information collected and improve the Site’s performance.

Embedded third party content. Some of the content on our Site (e.g. maps or videos) is provided by online services operated by third parties. When you visit a page containing content from one of these services, a cookie may be set by the relevant third party.

A list of the third party cookies used in connection with this Site can be found in Appendix 2.

Change

We may make changes to this Cookie Policy at any time by sending you an e-mail with the modified Terms or by posting a copy of them on the Site. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on the Site, whichever is the earlier. Your continued use of the Site after that period expires means that you agree to be bound by the modified policy.

If you have any questions or concerns about cookies or your privacy when using this Site, please contact us as follows: By post at Porterbrook Leasing Company Limited, Ivatt House, 7 The Point, Pinnacle Way, Pride Park Derby, DE24 8ZS. By telephone on: +44(0)1332 285050. By email at enquires@porterbrook.co.uk.

Your rights

You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within one month from either (i) the date that we have confirmed your identity or (ii) where we do not need to do this because we already have this information, from the date we received your request.

• Accessing your personal information. You have the right to ask for a copy of the information that we hold about you by emailing or writing to us at the address at the end of this policy. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
• Correcting and updating your personal information. The accuracy of your information is important to us. If you change your name or email address, or you discover that any of the other information we hold is inaccurate or out of date, please either update your account details online using the functionality provided or let us know by using the contact details described at the end of this policy to contact us.
• Withdrawing your consent. Where we rely on your consent as the legal basis for processing your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this policy. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
• Objecting to our use of your personal information and automated decisions made about you. Where we rely on your legitimate business interests as the legal basis for processing your personal information for any purpose(s), as out under How we use your personal information, you may object to us using your personal information for these purposes by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data. You may also contest a decision made about you based on automated processing by emailing or writing to us at the address at the end of this policy.
• Erasing your personal information or restricting its processing. In certain circumstances, you may ask for your personal information to be removed from our systems by emailing or writing to us at the address at the end of this policy. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request. You may also ask us to restrict processing your personal information where you believe it is unlawful for us to do so, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. In these situations we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
• Transferring your personal information in a structured data file. Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under How we use your personal information, you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form, such as a CSV file. You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
• Complaining to the UK data protection regulator. You have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO’s website for further details.

Changes to this policy

We may review this policy from time to time and any changes will be notified to you by posting an updated version on our website and/or by contacting you by email. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on our website, whichever is the earlier. We recommend you regularly check for changes and review this policy whenever you visit our website. If you do not agree with any aspect of the updated policy you must immediately notify us and cease using our services.

Contact us

Please direct any queries about this policy or about the way we process your personal information to our General Counsel using our contact details below.

If you wish to write to us, please write to: Porterbrook Leasing Company Limited, Ivatt House, 7 The Point, Pinnacle Way, Pride Park Derby, DE24 8ZS.

Our email address for data protection queries is enquires@porterbrook.co.uk. Please include “Data Protection Query” in the subject heading of the email.

If you would prefer to speak to us by phone, please call +44(0)1332 285050.