Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to the Data Protection Officer, Simplysnap Ltd, Unit 5, Wellbrook Farm, Berkeley Road, Mayfield, East Sussex, TN20 6EH.
Our Privacy Promise
Transparency – We will always tell you what data we are collecting about you and how we use it. We only share your data with trusted partners and will never sell your data.
Secure – We are committed to always follow industry best practices to ensure your data is stored safely and securely. We protect the confidentiality, accuracy and availability of the information we collect about you.
Control – We will always give you control over the marketing you receive from us. You can choose the types of messages you receive and whether you want to stop receiving marketing communications.
Who are we?
Hireacamera.com is one of the leading photographic and video rental houses in the UK. Our registered address is Unit 5, Wellbrook Farm, Berkeley Road, Mayfield, East Sussex, TN20 6EH and our registered company details are Simplysnap Ltd (no. 4243709).
What Data do we collect?
When you register on our website, sign up to our newsletter or place an order with us, we receive personal information about you. Depending on your interaction with us, we may collect and process all or some of the following information –
Company (if Applicable)
Landline and mobile telephone numbers
Date of Birth
ID (stored either physically or digitally)
In order to set up your account, we will require Photo ID and Proof of Address. This information will be either be photocopied upon collection of goods or, where received electronically, shall be printed out and stored in secure filing cabinets until such time as the account is closed.
If you wish to use our Click and Collect service, our Click and Collect partner will ask you for photo identification on collection of the goods. This will be copied and stored securely until the equipment is returned, whereby it will be destroyed.
In addition to the above information, we may require further details relevant to the hire of the equipment, such as the location and timing of your shoot to ensure that the equipment reaches you on time and a back up plan is in place.
If you place an order, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
Data we collect through your use of our website
We may collect information about how you use our website online and the device(s) you use to access the service. This includes collecting unique online identifiers such as IP addresses, which are numbers that can uniquely identify a specific computer or other network device on the internet. Anonymous data will be recorded for the purpose of reporting web traffic statistics.
How we use your data
We will use the details you have shared with us to send you the newsletter to which you have subscribed. We will not add them to any marketing lists, unless you have consented to this. We will provide a way for you to unsubscribe on every newsletter we send to you. Details you share with us for the purpose of newsletter subscription will never be shared with a third party.
In order to fulfill your order, we will be required to share part of your personal data with our agents (such as delivery companies, credit card processing, credit reference agencies, outside suppliers and our Click and Collect partners).
We will use the information you provide to deliver customer services related to your hire order and to respond to enquiries or requests that you direct to us. Your data will not be added to any marketing lists unless you have consented to this, and will only be shared with third parties where we have appointed them to manage specific aspects of your customer care (such as delivery companies, credit card processing, credit reference agencies, outside suppliers or the Click and Collect retailer, should you have chosen to use our Click and Collect service).
Please be reassured that we will not release your information to any other third parties unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
When you use the secure online payment pages, this is managed by our payment provider, Ingenico, who specialise in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.
We may use the information you provide to invite you to participate in a survey about our service. Participation is always voluntary and aggregated to support our learnings and inform changes we can make to improve our service. Your data will not be added to any marketing lists unless you have consented to this and were informed at the point of capture and will only be shared with third parties where we have appointed them to manage research activity on our behalf.
Occasionally we work with manufacturers to carry out research on their behalf. In this situation, the data we share with them will be anonymous.
Hireacamera uses Google Analytics as its primary solution for tracking website visits, interactions and events. We use website analytics data to help improve the way we delivery content and online experiences to visitors.
For full details on how Google processes your data please visit: https://support.google.com/analytics/topic/2919631?hl=en&ref_topic=1008008
Cookies and how we use them
Strictly Necessary Cookies – These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in, remembering hire dates or adding equipment to your basket. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information
Performance Cookies – These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
Links to third party websites
Using our websites from outside the UK
We use servers located in the EEA to store data. When you submit your details and in whichever country you are situated you agree to the data being transferred to the EEA and processed under the terms of Regulation (EU) 2016/679 (GDPR) including any implementing data protection legislation in the UK. If you are not in agreement please do not add your personal details on the website. Hireacamera.com makes no representation or warranty that the content and materials on the Website are appropriate or available for use in locations outside of the United Kingdom. Those who choose to access the Website or use the services from other locations do so on their own initiative and at their own risk, and are responsible for compliance with local laws, if and to the extent applicable.
How we keep your personal data secure
Our security policies, rules and technical measures have been implemented to protect your personal information from unauthorised or improper use and from accidental loss.
All our employees and data processors that have access to, and are associated with, the processing of your personal information are legally obliged to respect the confidentiality of your data and are bound by contract to do so.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Our website and ordering system are fully encrypted and password access to it is regularly reviewed and changed.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
All Hireacamera premises have CCTV systems which record footage that is destroyed after 2 months. If you are using our Click and Collect network, please bear in mind that they will have their own Privacy Policies that will outline their own procedures.
We will never e-mail you to request personal account information over the Internet or by any other means. Help protect yourself against online fraud – if you suspect that an unsolicited e-mail is fraudulent, please contact us.
How long we keep your personal data for
We will hold your personal information on our systems only for as long as you require your account to remain active.
Where you sign up to receive email marketing from us we will retain your e-mail address after you ‘opt-out’ of receiving emails in order to ensure that we continue to honour and respect that request. To unsubscribe from marketing emails at any time, please click on the unsubscribe link at the bottom of any marketing email and update your account preferences. You may also contact us to inform us if you do not wish to receive any marketing materials from us.
In some circumstances you can ask us to delete your data: see ‘Your rights’ below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Personal Data – Your rights
Under the GDPR legislation in the UK you have the rights shown below:-
- Your right to be informed
- Your right of access
- Your right to rectification
- Your right to erasure
- Your right to restrict processing
- Your right to data portability
- Your right to object
- Your rights in relation to automated decision making and profiling.
Right of Access
You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a “subject access request”).
Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.
You can exercise this right at any time by writing to us using the contact details set out below and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request.
Your Right to Rectification and Erasure
You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the “right to be forgotten”).
Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is right. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.
You can exercise this right at any time by writing to us using the contact details set out below and telling us that you are making a request to have your personal data rectified or erased and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request.
Your Right to Restrict Processing
Where we process your personal data on the basis of a legitimate interest (see the How we use your data section of this Policy which explains why we use your personal data) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.
You may also ask us to stop processing your personal data (a) if you dispute the accuracy of that personal data and want us to verify that data’s accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.
Please note that if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it.
You can exercise this right at any time by writing to us using the contact details set out below and telling us that you are making a request to have us stop processing the relevant aspect of your personal data and describing which of the above conditions you believe is relevant to that request. You do not have to fill in a specific form to make this kind of request.
Your Right to Portability
Where you wish to transfer certain personal data that we hold about you, which is processed by automated means, to a third party you may write to us and ask us to provide it to you in a commonly used machine-readable format.
Because of the kind of work that we do and the systems that we use, we do not envisage this right being particularly relevant to the majority of individuals with whom we interact. However, if you wish to transfer your data from us to a third party we are happy to consider such requests.
Your Right to stop receiving communications
For details on your rights to ask us to stop sending you various kinds of communications, please contact us.
Your Right to object to automated decision making and profiling
You have the right to be informed about the existence of any automated decision making and profiling of your personal data, and where appropriate, be provided with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing that affects you.
Exercising your rights
If you wish to exercise any of these rights or simply wish to find out what information, if any, we hold that relates to you, you must make your request in writing by sending an email to href="mailto:email@example.com@hireacamera.com">">firstname.lastname@example.org or a letter to Data Protection Officer, Simplysnap Ltd, Unit 5, Wellbrook Farm, Berkeley Road, Mayfield, East Sussex, TN20 6EH.
You can help us to process your request quickly by providing us with information that will help us identify records we hold that relate to you. For example your name, address, email address, telephone number or in the case of information captured via cookies, the IP address of the device you have used.
Contact our Data Privacy Team
If you are not satisfied with our response to your enquiry or concern, you may wish to contact the Information Commissioner via their website
If we decide to change our Privacy Notice we will post these changes on this page so that you are always aware of what information we collect, how we use it and in what circumstances we disclose it.
Last updated – 21st May 2018