Privacy Policy

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ECRCS Privacy Policy

The European Car Rental Conciliation Service (“ECRCS”, “we”, “our”, or “us”) is committed to protecting and respecting your privacy.

The ECRCS complies with all relevant data protection laws including the EU General Data Protection Regulation (“GDPR”). This Privacy Policy describes the ECRCS's current practice with regard to personal data collected by the ECRCS from you directly and/or through the www.ecrcs.com website.

This Privacy Policy applies to personal data we collect from you as a user of our website www.ecrcs.com (“our site“); or if you otherwise interact with us.  

The data controller is European Car Rental Conciliation Service, River Lodge, Badminton Court, Amersham, HP7 0DD, United Kingdom. This means we are responsible for deciding how we use personal data about you. If you have any questions or concerns about the use of your personal data, please contact our data protection officer by emailing [email protected].

 

Our Commitment and Obligations to you

We take the collection, usage and security of your personal data seriously.

We can only use your personal data under law if we have a good reason for doing so. The law provides examples of those reasons and these include:

  • to perform or fulfil an agreement we have with you;
  • if we have a legal duty;
  • if it is within our legitimate business interest;
  • if there is a public interest reason for doing so; or
  • if you have given your consent.

 

A legitimate interest is when we have a business or commercial reason to use your information and using your personal data is necessary for this purpose.

 

Types of Personal Data we collect about you

“Basic Contact Information”: name and postal address, email address and phone number, signature.

“Professional Information”: name of company or organisation, role or position, business card information.

“Website Information”: user log-in details, passwords, security information, browser type and version, time zone setting, internet protocol address, browser plug-in types and versions, operating system and platform.  We may also collect information about your visit, including the full uniform resource locators clickstream to, through and from our site (including date and time); products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), cookies and methods used to browse the page, your online profile and social media information and activity based on your interaction with us and our websites and smart device and usage information.

 

“Usage Data”: includes information about how you use our website, products and services.

 

“Marketing and Communications Data”: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

 

THE INFORMATION WE MIGHT HOLD ABOUT YOU

Depending on the reason that you have contacted us or we have contacted you we will hold the following information about you:

Information you give us

  • When registering with us on our site, www.ecrcs.com, filling in forms or by corresponding with us by phone, e-mail or otherwise. You may also provide information when you submit a complaint about a ECRCS member. The information you give us may include Basic Contact Information, Professional Information and Website Information.

 

Information we collect about you

  • When you visit our website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the website, we collect information about the individual web pages that you view, what websites or search terms referred you to our website and information about how you interact with our website. We refer to this automatically-collected information as “Device Information.”
  • We collect Device Information using the following technologies:
    • “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
    • “Log files” track actions occurring on our website, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
    • “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse our website.
  • We use Google Analytics to help us understand how our customers use our website - you can read more about how Google uses your Personal Information here:  https://www.google.com/intl/en/policies/privacy/ .  You can also opt-out of Google Analytics here:  https://tools.google.com/dlpage/gaoptout.

 

Use of IP Addresses
5. An Internet Protocol (IP) Address is a set of numbers that is automatically assigned to your computer whenever you log onto your internet service provider or through your organisation’s local area network (LAN) or wide are network (WAN). Web servers automatically identify your computer by the IP address assigned to it during your session. We may collect IP addresses for the purposes of systems administration and to audit the use of our website. We do not ordinarily link a user’s IP address to personally identifiable information of that user. Each user’s session will be logged, but the user remains anonymous. However, we may use IP addresses to identify users of our website when we feel it is necessary to enforce compliance with our website’s terms of use, or to protect our service, website or other users.

 

 

 

HOW WE WILL USE YOUR INFORMATION

Depending on the reason for holding your data we will use the information we hold for the following purposes:

  • to enable our business and pursue our legitimate interests;
  • to provide you with the information, products and services you have requested and respond to any comments or complaints you may send us;
  • where relevant, to provide customer support and assistance services;
  • to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  • as part of our efforts to keep our website safe and secure.

 

HOW WE SHARE YOUR PERSONAL DATA

We take your privacy very seriously and we will only share your information where:

  • we need to for the purposes of providing you with products or services you have requested;
  • we have a public or legal duty to do so;
  • we have a legitimate reason for doing so e.g. to manage risk, or assess your suitability for services; or
  • we have asked you for your permission to share it, and you have agreed.

 

Third Parties

Where necessary or where we receive your explicit consent or where we have the right to do so, we will share your personal information with selected third parties including:

  • business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you for the provision of services that we agree to provide to you;
  • If we exchange emails with you our email system is provided by Microsoft Corporation on behalf of ECRCS.
  • We do not disclose information about identifiable individuals to our advertisers, but we will provide them with aggregate information about our users (for example, we may inform them that 500 users have clicked on their advertisement on any given day);

 

HOW LONG WILL WE RETAIN YOUR INFORMATION

We will keep your personal information for the purposes set out in this policy and in accordance with the law and relevant regulations. After this period it will be deleted or in some cases anonymised.

Where we sought your consent to process your personal information and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent we will delete your personal information.

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

Where you have registered a complaint against an ECRCS Member, we will store the data provided for this complaint for a maximum of one year from the date of the complaint.

HOW WE STORE YOUR INFORMATION

The data is stored within the EU in an encrypted form as part of Dynamics365 which is a cloud-based Microsoft product.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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.

CALL RECORDINGS

Incoming and outbound calls are recorded.

When a call is recorded, we collect:

  • a recording of the conversation.
  • your telephone number.

 

Occasionally ‘special category’ personal information may be recorded where an individual voluntarily discloses health, religious, ethnicity or criminal information to support their request for advice and/or services.

Call recordings will be used:

  • to assist in quality monitoring of staff.
  • to investigate and resolve a complaint.

 

We may be required or permitted, under Data Protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

 

Recordings are kept securely and confidentially, they will be kept for no longer than 24 hours unless required to be retained for an investigation, legal reasons or a potential safeguarding concern.

 

SECURITY

Unfortunately, the transmission of data via the internet is not completely secure. Although we will do our best to protect your personal data we cannot guarantee the security of your data transmitted to our site, and transmission is at your own risk. Once we have received your information we will use strict procedures and security features to prevent unauthorised access.

 

YOUR RIGHTS

You have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

 

CHANGES

We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

Any changes we may make to our privacy policy in the future will be published on this platform and, where appropriate, notified to you by e-mail.

 

THE INFORMATION COMMISSIONER’S OFFICE

The ICO is the government body responsible for enforcing Applicable Data Protection legislation in the UK. Their website is located at https://ico.org.uk/.

 

CONTACT US

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at [email protected] or by mail using the details provided below: ECRCS, River Lodge, Badminton Court, Amersham, HP7 0DD, United Kingdom.