Privacy Policy

Utility Rentals is a UK-based equipment leasing company operating since 1985. We provide DfE-compliant equipment leasing services exclusively to UK education institutions. For the purposes of UK GDPR and the Data Protection Act 2018, Utility Rentals is the Data Controller for personal data collected through this website and our business operations. Our Data Protection contact: privacy@utility-rentals.co.uk

We collect personal data in the following ways: Contact form enquiries: When you submit an enquiry via our website, we collect your name, email address, job title, school or organisation name, phone number (if provided), and the content of your message. Email correspondence: When you contact us by email, we retain that correspondence. Website analytics: We may collect anonymised usage data about how visitors use our website. This does not include personally identifiable information. We do not collect sensitive personal data and we do not use cookies for advertising or tracking purposes beyond basic analytics.

We use the personal data you provide for the following purposes: Responding to enquiries: To respond to your contact form submission or email enquiry about our leasing services. Providing our services: Where we enter into a leasing arrangement with your institution, we process the personal data of authorised signatories and contacts as necessary to perform that contract. Legitimate interests: We may contact you with information about our services where we have a legitimate interest in doing so and you have not objected to receiving such communications. We do not sell your personal data to third parties. We do not use your personal data for automated decision-making.

We process personal data on the following legal bases under UK GDPR: Contract performance: Processing necessary to take steps at your request before entering into a contract, or to perform a contract you are party to. Legitimate interests: Where processing is necessary for our legitimate interests (responding to business enquiries, developing our services) and those interests are not overridden by your rights. Consent: Where you have given clear consent for a specific processing activity (for example, subscribing to our newsletter if we introduce one in future). Legal obligation: Where we are required to process data to comply with our legal obligations.

We retain personal data for as long as necessary to fulfil the purposes for which it was collected: Enquiry data: Retained for 2 years from the date of enquiry, unless a leasing relationship is established. Contract data: Retained for 7 years from the end of the contract, in line with standard accounting and legal retention requirements. Email correspondence: Retained for 3 years from last contact unless a longer retention period applies. You can request deletion of your personal data at any time where we no longer have a legal or contractual reason to retain it.

Under UK GDPR, you have the following rights regarding your personal data: Right of access: You can request a copy of the personal data we hold about you. Right to rectification: You can ask us to correct inaccurate data. Right to erasure: In certain circumstances, you can ask us to delete your data. Right to restrict processing: You can ask us to restrict how we use your data in certain circumstances. Right to data portability: You can ask for your data in a portable format. Right to object: You can object to processing based on legitimate interests. To exercise any of these rights, please contact: privacy@utility-rentals.co.uk You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

We use the following trusted third-party services to operate our website and business: Supabase: Our database and authentication provider. Data is stored on servers within the EU. See supabase.com/privacy. Resend: Our email delivery service for sending notifications. See resend.com/privacy. Vercel: Our website hosting provider. See vercel.com/legal/privacy-policy. These providers are engaged as data processors and are contractually required to process data only on our instructions and in compliance with data protection law.

If you have any questions about this privacy policy or how we handle your personal data, please contact: Email: privacy@utility-rentals.co.uk Post: Data Protection, Utility Rentals, [Address] If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk | 0303 123 1113. This policy was last updated: January 2025.