Privacy Policy

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Somerset Roof Tent Hire - Privacy Policy

Last updated: July 2026

Somerset Roof Tent Hire  ("we", "us", "our"), are the data controller for the personal data described in this policy.

This policy explains what personal data we collect when you use our website and booking platform, why we collect it, and how we look after it.

1. What Data We Collect

When you make a booking or enquiry through our website (powered by our equirental booking platform), we may collect:

  • Contact details: name, email address and phone number.
  • Booking details: hire dates, equipment selected, vehicle details (e.g. make/model, roof bar type) where relevant to fitting the Equipment.
  • Payment information: processed securely via our payment provider, Stripe. We do not store full card details ourselves.
  • Communications: any messages, enquiries, or correspondence you send us via the website, email, or phone.
  • Technical data: limited data via a single session cookie (see Section 5, Cookies) used to operate the booking system.

2. How We Use Your Data

We use your personal data to:

  • Process and manage your booking, including identity verification and payment.
  • Communicate with you about your booking (confirmations, collection arrangements, reminders).
  • Meet our legal and accounting obligations (e.g. record-keeping for tax purposes).
  • Handle any enquiries, complaints, or disputes.
  • Improve our service, where you've agreed to this (e.g. optional feedback requests).

3. Our Legal Basis for Processing

We process your data on the following bases under UK GDPR:

  • Contract: to fulfil a booking you've made with us.
  • Legal obligation: to meet accounting, tax, and record-keeping requirements.
  • Legitimate interests: to run and improve our business, prevent fraud, and handle disputes, in a way that doesn't override your rights.
  • Consent: where we ask separately, e.g. for optional marketing communications (you can withdraw this at any time).

4. Who We Share Your Data With

We may share your data with:

  • equirental, our booking platform provider, who process booking and account data on our behalf.
  • Payment processors, to handle secure payment for your hire.
  • Professional advisors (e.g. accountants), where necessary for our legal obligations.
  • Law enforcement or regulators, where we are legally required to do so.

We do not sell your personal data to third parties.

5. Cookies

Our website uses one cookie, equirentalpro-session, which is essential to the operation of the booking system. This cookie allows the platform to keep track of your session while you browse and complete a booking (e.g. remembering your selections as you move through the booking process). It does not track you across other websites and is not used for advertising or analytics purposes.

Because this cookie is strictly necessary for the website to function, it does not require separate cookie consent under UK rules - but we're letting you know it's there for transparency.

6. How Long We Keep Your Data

We retain booking and customer data for as long as necessary to fulfil the purposes set out in this policy, and to meet our legal obligations - typically 6 years for financial/accounting records, in line with HMRC requirements. Enquiry data not resulting in a booking is retained for a shorter period, typically 12 months, unless you ask us to delete it sooner.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Ask us to correct inaccurate data.
  • Ask us to delete your data, where applicable.
  • Object to or restrict certain processing.
  • Request a copy of your data in a portable format.
  • Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, contact us at [email protected]

8. Data Security

We take reasonable technical and organisational measures to protect your personal data, including relying on our booking platform provider's security measures for data stored within equirental. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Complaints

If you have concerns about how we handle your personal data, please contact us first at [email protected] so we can try to resolve the issue. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk.

10. Changes to This Policy

We may update this policy from time to time, for example to reflect changes in our booking platform or legal requirements. The "last updated" date at the top of this page shows when it was last revised.

11. Contact Us

If you have any questions about this policy or how we handle your data, please contact us at:

Somerset Roof Tent Hire [email protected] | 07853 242 138


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