Privacy Policy

Introduction

Welcome to LeaseLoco's privacy notice.

LeaseLoco respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data, tell you about your privacy rights and how the law protects you when:

• you visit our website at www.leaseloco.com (regardless of where you visit it from) (“Site”);
• you access our platform through our Site (“Platform”);
• we provide to you with our vehicle leasing data services through the Platform (the “Services”); and
• when you otherwise deal with us as a third party provider or supplier.

The following are categories of individuals to whom this privacy policy applies to:

• Customer: means any individual, business or organisation, including their employees, agents or contractors, who is using the Services.
• User: means any person accessing our Site or Platform.
• Provider: means any of our third party suppliers or providers of vehicle leasing data.

We reserve the right to change this privacy policy from time to time by changing it on the Site and by emailing you.

1. Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data through your use of the Services, including any data you may provide through the Site or Platform when you are using our Services, and when you otherwise have dealings with us as a Provider.

The Site and Platform are not intended for children, and we do not knowingly collect data relating to children.

Controller

In relation to the provision of the Services, LeaseLoco is the controller and responsible for your personal data (collectively referred to as “LeaseLoco”, “we”, “us” or “our” in this privacy notice).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights set out below, you can contact the data privacy manager by using the contact details set out below.

Contact details

Our full details are:

LeaseLoco Limited (UK Company Number: SC582183)

Email addresses: privacy@leaseloco.com

Postal address: 33 Arx Technology Centre, James Watt Avenue, Glasgow, G75 0QD

We are registered with the Information Commissioner's Office in the UK, registration reference ZA336288

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on July 2024.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Our Site may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Site, we encourage you to read the privacy notice of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may check the details you provide with fraud prevention agencies and share your information with them if we suspect fraud. It is important that you don't provide false, inaccurate information or impersonate another individual.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, last name and title.
• Contact Data includes billing address, residential or registered company address, email address and telephone numbers.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the Site and the Platform.
• Profile Data includes your unique account reference number, actions or transactions made by you on the Platform, preferences, feedback, survey responses and other correspondence.
• Usage Data includes information about how you use our Site, Platform and Services.
• Marketing and Communications Data includes your preferences in receiving marketing from us, and your communication preferences.
• Provider Data includes any business discussions, correspondence and contract history with have with you as a Provider.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Site feature or the number of Service types that are purchased. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with the Services). In this case, we may have to cancel delivery of the Service you have with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity and Contact Data by filling in forms, providing documentation or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • purchase or use our Site, Platform and Services;
  • create an account for our Platform or otherwise;
  • contact us to report a problem with the Site, Platform or Services, or for other purposes;
  • request marketing to be sent to you;
  • give us some feedback; or
  • enter into a contract with, or provide services to, us as a Provider.
• Automated technologies or interactions. As you interact with our Site, we may automatically collect Usage Data and Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy for further information.
• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from the following parties:
    • analytics providers based outside the EU, including Google Analytics; and
    • search information providers.
  • Identity and Contact Data from publicly available sources, such as the electoral roll or Companies House.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which Services and offers may be relevant for you and send to you through our marketing messages.

We will only send marketing information to you where you have specifically requested such information or otherwise given informed consented to receive marketing from us.

Opting out / withdrawing consent

You can ask us to stop sending you marketing messages at any time by contacting us or unsubscribing from our marketing list. Where you unsubscribe from our marketing list, we will treat this as you withdrawing consent and will no longer sent you marketing messages.

Where you opt out of receiving these marketing messages or otherwise withdraw your consent, this will not apply to personal data provided to us as a result of a Service purchase, warranty registration, Service experience or other transactions.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

• Our Providers in order to provide Customers and Users with vehicle leasing options and to verify the purchase of a vehicle lease to provide certain benefits to our Customers and Users.
• Service providers who provide payment, marketing, IT and system administration services.
• Regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances, especially in the prevention of money laundering and fraud.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data security

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.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Below we have set out our key retention times:

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 as this is no longer personal information.

8. International transfers

We process personal data within the UK or European Economic Area only. Any international transfer out of the UK is based on adequacy and is monitored on a regular basis to ensure that the adequacy decision remains in place. We do not carry out any restricted transfers of personal data.

If any processing of personal data by us or any of our service providers resulted in a restricted transfer, we would ensure a similar degree of protection is afforded to it by ensuring that appropriate safeguards are in place, either through an adequacy decision, confirming the recipient country has an adequate level of protection for personal data, or by using specific standard contractual terms approved for use in the UK.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

• Access to information: You have the right to request a copy of the information LeaseLoco holds about you.
• Ensuring accuracy of information: LeaseLoco wants to make sure that your personal information is accurate and up-to-date. You may ask LeaseLoco to correct or complete information that is inaccurate or incomplete.
• Right to erasure: You have the right to ask LeaseLoco to delete your data, which is sometimes known as the 'right to be forgotten'. This means in certain circumstances you can require LeaseLoco to delete personal information held about you, like if the data is no longer needed for the purpose LeaseLoco collected it or where you consented to LeaseLoco using your data but have withdrawn your consent. This right also applies where you have objected to direct marketing (see below) or where LeaseLoco has collected your data unlawfully.
• Ability to restrict processing: You may also have the right to require LeaseLoco to restrict LeaseLoco's use of your personal information in certain circumstances. This may apply, for example, where you have notified LeaseLoco that the information LeaseLoco holds about you is incorrect and you would like LeaseLoco to stop using such information until LeaseLoco has verified that it is accurate.
• Right to data portability: You may have the right to receive personal data LeaseLoco holds about you in a format that enables you to transfer such information to another data controller (e.g. such as another service provider).
• Review by an independent authority: You will always have the right to lodge a complaint with a supervisory body, including ICO as listed above.
• Preventing direct marketing: LeaseLoco does not sell your personal data. From time to time, LeaseLoco may send emails containing information about new features and other news about us. This is considered direct marketing. LeaseLoco will always inform you if LeaseLoco intends to use your personal data or if LeaseLoco intends to disclose your information to any third party for such purposes.
• Objecting to other uses of your information: You may also have the right to object to LeaseLoco's use of your information in other circumstances. In particular, where you have consented to LeaseLoco's use of your personal data, you have the right to withdraw such consent at any time.

Exercising these rights

If you would like further information on how you can exercise these rights, please email us at privacy@leaseloco.com.

To exercise any of these rights (including accessing your data or requesting LeaseLoco delete your data), please contact us and let us know. You do not need to follow any specific format or use any set method to exercise there rights, although the quickest way to exercise these rights is to contact us by email at privacy@leaseloco.com.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. OpenAI

Compliance with OpenAI APIs

LeaseLoco uses OpenAI's APIs to provide certain AI-powered functionalities within its services. Users are advised not to input sensitive, personal, or confidential information into AI-powered features. OpenAI processes data solely for generating requested outputs and does not use it for profiling or other purposes. For more details, please refer to OpenAI's Privacy Policy at https://openai.com/privacy.

Data Minimisation

LeaseLoco minimises the data submitted to OpenAI's APIs. While inputs are not guaranteed to be fully sanitised, users are strongly advised to avoid including sensitive or personal data in their submissions.

Security and Retention

Data submitted to OpenAI's APIs is encrypted during transmission. OpenAI may temporarily retain data to improve its services; however, LeaseLoco does not have control over this retention.

Liability Disclaimer

LeaseLoco disclaims liability for errors in AI-generated outputs or any consequences arising from reliance on these outputs. AI-generated responses should not be treated as professional advice.

Transparency with Third Parties

LeaseLoco identifies OpenAI as a third-party data processor for AI-powered features. Details about the types of data processed and purposes are disclosed in this privacy policy. For more information about OpenAI's data practices, users can review their privacy policy.