GKL Leasing is committed to protecting customers’ privacy and their personal information. This privacy statement explains the processes around what data we collect about you, how it is obtained, what it will be used for and who will access it.
GKL Leasing as a data controller is committed to ensuring that all personal information is processed in line with the General Data Protection Regulations (GDPR), the information security requirements of ISO27001 and the Payment Card Industry Data Security Standards (PCI DSS) throughout the information lifecycle.
This privacy statement applies to the information we hold about you that can be used to identify you as an individual, known as personal information. Personal information includes, but is not limited to, your name, addresses, telephone number, email address, credit card or other billing information. By providing personal information to GKL Leasing, you acknowledge that you understand and agree to the terms of this privacy statement and the subsequent processing of your personal information in accordance with this statement.
Collection of your Personal Information
When entering into a contract hire agreement, booking car rental services or registering for an account, GKL Leasing will ask for your name, postal address, telephone number and email address. This allows GKL Leasing to process your order, to contact you if we have any problems with your request or to send you an electronic confirmation of any quotes obtained or confirmation of orders made. This information may be shared with our GKL Leasing site locations who may source and provide you with your vehicle. If your personal information is going to be shared with any 3rd party we will require your explicit consent.
We collect your IP address when you visit our website, this will only identify your internet service provider and does not contain any personal information about you as an individual. This information is solely used to allow us to understand where our site traffic originates to prevent any unauthorised access.
Cookies enable us to customise our website and offerings to your needs and provide you with a better online experience. In addition, cookies are used to measure usage of various pages on our website to help us make our information more pertinent to your needs and easy for you to access.
Our vehicles may be equipped with an infotainment system that if the customer chooses to use will store certain information. If the customer connects their mobile device via Bluetooth or cable then the infotainment system can store the Bluetooth device name, contacts list, text messages, emails, call logs and any routes or destinations i.e. home address.
If customers choose to use the infotainment system then GKL Leasing is not responsible for any data that is left in the vehicle as a result of the customers use. We cannot guarantee the privacy practices of GKL Leasing for such information and all customers are advised to reset the infotainment system back to its original factory settings before the vehicle is returned. If you require any assistance in this then please speak to a GKL Leasing representative.
How your Information is Collected and Stored
All customer personal data is collected directly from the customer in connection with a contract hire or rental vehicle or a service provided by GKL Leasing. The information is collected via but not limited to the following:
• GKL Leasing or Car Rental website;
• A phone call made to GKL Leasing
• In person to a GKL Leasing employee
• Infotainment systems (GKL Leasing does not request, require or process any information added to the infotainment system by the customer)
Customers can request copies of the personal information held about them at any time and to advise us of any amendments to keep the information up to date. We have strict procedures for storing and disclosure of personal information to prevent unauthorised access. Therefore, we will ask for proof of identity before we disclose any information to you. Please address requests to:
Customers can withdraw their consent at any time to stop GKL Leasing from processing or accessing their information in line with Article 7 of the General Data Protection Regulations – exemptions to certain information apply.
Please contact the above address if you wish to withdraw your consent.
How we use your information
Your personal information will only be used for the specific purpose that the information was collected for, if your information is to be used for any other purpose other than what it was originally intended, then GKL Leasing will always gain explicit consent from its customers beforehand. Your personal information will only be kept for the period that it is required, once that time has elapsed your information will be securely deleted/disposed of.
We use information collected for the following, but not limited to purposes:
• To create a registered customer account;
• To make your rental reservation;
• Assist in the transaction to secure your contract hire or rental vehicle;
• To confirm and verify your identity for fraud prevention;
• To provide customer service in relation to your contract hire or rental vehicle or to respond to an enquiry made;
• To contact you about a claim during your contract hire or rental period i.e. insurance or a penalty notice (parking fine, speeding ticket etc.);
• To bill and collect any amounts owed in connection with your contract hire or rental vehicle;
• If opted in, to provide you with marketing offers from GKL Leasing;
• If opted in, to help GKL Leasing improve its products or services by completing customer feedback on the service received from GKL Leasing;
• To protect the rights and property of GKL Leasing.
Control of your Personal Information
Customers are welcome to see the personal details records held about them at any time and to advise us of any amendments to keep the information up to date. We have strict procedures for storing and disclosure of personal information to prevent unauthorised access. Therefore we may ask for proof of identity before we disclose any information to you. Please address requests to:
Sharing information with service providers
GKL Leasing will only share your information where you have explicitly consented to the sharing or for the purpose of the transaction or process to take place that the information was provided for, i.e. to carry out the rental of a vehicle or contract hire agreement.
GKL Leasing may use other companies as our service providers to act on our behalf and assist us in the conducting of our business or performing services for us under our instruction i.e. third party hire providers. Any third party that has access to personal information will maintain appropriate security standards in line with that of GKL Leasing to protect your personal data and use the personal data we provide to them only for the purposes we specify and that you have consented to.
GKL Leasing will not transfer any customer data outside the EEA without the customer’s explicit written consent.
Sharing this information for protective or legal uses
We may share your personal information for legal reasons as we believe necessary or appropriate, including:
• When legally required to or in response to a legal process;
• For the detection or prevention of a serious crime;
• Under applicable law, including laws outside your country of residence;
• To process, handle or otherwise respond to claims for damages, including claims or demands for bodily injury or property damage;
• To respond to requests from public and government authorities including public and government authorities outside your country of residence;
• To recover our vehicles, equipment or any monies due;
• To enforce the terms of a contract hire or rental agreement;
• To protect our rights, privacy, safety or property, and/or that of you or others; and
• To allow us to pursue available remedies or limit the damages that we may sustain.
If we receive a notification from the Police, local authority or private parking company that a penalty, parking charge notice or any other offence has been committed whilst the vehicle was on hire/lease to you we will, where possible, provide your details to the authority/company issuing the penalty, notice or offence.
This privacy statement will be maintained and updated to reflect any changes in GKL Leasing’s processes or any changes to legislation or law that might impact how we manage your personal information. We encourage all users to regularly review this statement to ensure they are always fully aware of how GKL Leasing manages and protects their personal information.
GKL Leasing – Terms and Conditions
GKL Car Rental is a trading name of URA Ventures Limited, which is a limited company registered in England and Wales (number 3321083) whose registered office is: GKL Leasing, Centenary House, The Bridge Business Centre, Beresford Way, Chesterfield, Derbyshire, S41 9FG.
We are a member of the British Vehicle Rental and Leasing Association (BVRLA) and we subscribe to the BVRLA Code of Conduct which governs the leasing and rental of vehicles.
Terms and Conditions
Our terms and conditions can be subject to change from time to time without giving prior notice. You are advised to check the website to consider any changes which may apply to you.
You will be provided with a car by us either directly or as agent.
These terms apply to any booking that you, the renter, make with us on or through this website.
Your booking is conditional on you, the renter accepting our terms. If you, the renter, do not agree with any part of them, you must not proceed with your booking. If there is any part that you, the renter, do not understand please contact us.
Making a Booking
No booking request submitted by you is accepted by us until we confirm by email its acceptance or we supply you with a vehicle, whichever is the earlier. We reserve the right to refuse a booking if we suspect unauthorised persons are using or attempting to use your details.
When making a booking request, it is essential you take care to ensure all the information you provide us is correct. If you submit a booking request you may be liable for all costs incurred by us to amend your booking.
We reserve the right to refuse to hire a vehicle where the details submitted do not match the details provided when the vehicle is collected.
We do not offer any guarantee on the make or model of the vehicle you will receive. The vehicle that appears on the GKL Car Rental Website is for guidance only and may be substituted for an alternative or similar vehicle. If we cannot provide you with a vehicle within the vehicle group requested we reserve the right to upgrade the vehicle (at no extra cost to you) to another vehicle group. If we need to upgrade the vehicle group we will use our reasonable endeavours to contact you by telephone and/or e-mail before you collect the vehicle.
You and each named driver must have held a full driving licence for at least two years which entitles the driver to drive the vehicle. We reserve the right to refuse the rental of the vehicle if you (or any named driver) has received an endorsement for dangerous or reckless driving, driving whilst drunk or on drugs theft or unauthorised taking of vehicles or if you have been disqualified for 12 months or more or if you have more than six current points on your licence.
You must collect the vehicle on the start date.
At collection, you will be asked to sign an electronic or paper form to confirm the condition of the vehicle at the start date.
We will only allow the vehicle to be collected if the following documents are provided:
- A valid driver’s licence (photo card) for you and each named driver
- Two other forms of valid identification for you and each named driver which may be a bank statement, credit card statement or utility bill (which must be less than three months old) and includes the address of the relevant driver
We will only accept original hard copies of the documents listed above.
You will remain liable for any vehicle and be obliged to comply with these terms until the procedure for off hiring the vehicle set out below has been completed.
Unless otherwise agreed in advance by us in writing, you shall return the vehicle on the return date to such location as is agreed by us during normal business hours.
You shall return the vehicle in the same condition as was identified in the vehicle condition report as signed by you at the commencement of the rental period (except for fair wear and tear).
You will remain liable for the vehicle until the keys of the vehicle have been handed to a GKL Car Rental representative and the individual returning the vehicle signs off the “off hire form”.
To the extent that we have agreed to collect the vehicle, the Collection Agent/Driver is not qualified to fully inspect the vehicle, beyond a general visual, roadworthiness inspection.
We therefore reserve the right to have the vehicle valeted and fully appraised and re inspected within 48 hours of return. You are liable for and will pay us all reasonable costs of repair to return the vehicle to the same conditions as at the start of the hire e.g. additional valeting (driver misuse), repairs, materials, equipment and parts.
You will also be responsible for any costs we incur if you cancel the collection of the vehicle and where this is rescheduled for a later date.
You must bring the Vehicle back to the place we agreed, during the opening hours displayed at that place. One of our staff must see the vehicle to check that it is in good condition. If you return the Vehicle outside our business hours, you will remain responsible for the vehicle and its condition until it is re-inspected by a member of our staff. You will have to pay for reasonable costs of repair if: We have to pay extra costs to return the Vehicle to the same condition it was in when the pre-rental inspection was carried out if cost of repair exceeds deposit amount taken. Before you bring back the Vehicle You must check that you have not left any personal belongings in the Vehicle.
You shall return the vehicle with the same amount of fuel as when it was collected by you.
If you do not return the vehicle with the same amount of fuel, you shall pay the cost of putting any additional fuel into the vehicle (using the current AA average price) together with an administration charge of 20% of the additional fuel plus VAT.
If you fill the vehicle with the incorrect fuel, you shall be responsible for paying the cost of all repairs required to the vehicle as a result.
Your general obligations as renter
You must look after the Vehicle and the keys to the Vehicle. You must always lock the Vehicle when you are not using it, and use any security device fitted to or supplied with the Vehicle. You must make sure that you use the correct fuel (see above). You are responsible for any damage to the Vehicle which is deemed not to be fair wear and tear (as defined by The British Vehicle Rental and Leasing Association (BVRLA) Industry Fair Wear and Tear Standard – copy available on request). You must not sell, rent or dispose of the Vehicle or any of its parts. You must not give anyone any legal rights over the Vehicle. You must not let anyone work on the Vehicle without our permission. You must let us know as soon as you become aware of a fault in the Vehicle.
The Vehicle must only be driven by you and any other driver named overleaf, or by anyone else we authorise in writing. Anyone driving the Vehicle must have shown us a full valid driving licence.
You or any other authorised driver must not:
use the Vehicle for hire or reward; use the Vehicle for any illegal purpose; use the Vehicle for racing, pace making, testing the Vehicle’s reliability and speed or teaching someone to drive; use the Vehicle while under the influence of alcohol or drugs or any substance that impairs driving ability; drive the Vehicle outside England, Scotland and Wales, unless we have given you written permission; load the Vehicle beyond the manufacturer’s maximum weight recommendations and make sure that the load is secured safely; if the Vehicle is a commercial Vehicle, use it for a purpose for which you need an operator’s licence if you do not have one.
You agree to pay the following amounts;
The rental and any other charges we work out according to this agreement.
Any charge for loss or damage resulting from you not keeping to the various clauses in these Terms & Conditions. A refuelling service charge, if you have used, and not replaced, the quantity of fuel that was supplied at the start of the original rental.
Whilst on rent all fines and any other costs for parking, traffic or any other offences (including any costs which arise if the vehicle is clamped). You must pay the appropriate authority any fines and costs if and when the authority demands this payment. If you do not, you will be responsible to pay our reasonable administration charges which arise when we have to deal with these matters. The reasonable cost of repairing any extra damage which was not noted on our Vehicle check form at the start of the Agreement.
A reasonable loss-of-income charge if; We cannot rent out the Vehicle whilst off the road, it needs to be repaired, it is a write-off (can’t be repaired) or it has been stolen and We are waiting to receive full payment of the Vehicle’s value.
We will only charge you for loss of income if we can’t get back the loss of income from a Third party at fault. (We will charge you at the published daily rate and we will always do everything we can to make sure the Vehicle is repaired or we get payment as soon as possible). Value added tax and all other taxes on any of the charges listed above, as appropriate.
If an accident occurs
If you have an accident you must not admit responsibility. You should get the names and addresses of everyone involved, including witnesses. You should also make the vehicle secure, inform the police straight away if anyone is injured or there is a disagreement over who is responsible; and call the office, from which you rented the Vehicle from, straight away. You must then fill in our accident report form and send it to us as soon as possible.
If we agree to you using our insurance, we will give you information on any restrictions which may apply. By signing the agreement over the page you are accepting the conditions of this programme. The excess amount is your liability you would have to pay and is shown over the page. If the cost of repairing the damage is less than the excess noted we will prove to you the cost of repair and then refund you the difference.
Using your own insurance – Companies only
If we have agreed as indicated under “Own Insurance” over the page you may arrange your own insurance for the full duration of the rental as long as you can prove that this insurance is valid and have signed to confirm so over the page. We have to agree to the amount of cover you arrange, the type of policy and the insurer you have chosen. You undertake to insure and keep insured the Vehicle during the term of this Agreement under a fully comprehensive motor insurance policy (including windscreen damage) to its full replacement value, free from limitation or excess, with reputable insurers approved in writing by us. You shall procure that any money paid by your insurers under the said policy is paid directly to us, and you shall compensate us for any loss or damage suffered in excess of any monies received by us. We must be satisfied with the cover and policy conditions, and you must not change them. We may ask your insurers to record our name as owners of the Vehicle. If the Vehicle is damaged or stolen, you will let Us negotiate with the insurers about whether the Vehicle can be repaired or what compensation is due to us. You are financially responsible for settling the full claim and paying all costs if the policy you have arranged fails and the Vehicle is damaged, lost or stolen, or a claim is made by any other party.
If you commit any breach of this Agreement; or if any statement, representation or warranty made by the Renter or in these terms and conditions in respect of themselves or any Additional Driver is incorrect; or if a receiving order is made or a petition in bankruptcy is presented against the Renter (or, being a company, you go into liquidation, whether voluntarily or compulsorily or a receiver, administrator, administrative receiver or manager shall be appointed over the whole or part of the business or assets); or if the renter offers to make any arrangement with its creditors or if any distress or execution is levied against any of its goods: then in any such event we may terminate this Agreement forthwith but without prejudice to any Owner’s accrued rights and remedies against the Renter.
On the expiry or termination of this Agreement, howsoever occasioned, you shall no longer be in possession of vehicle with our consent and you shall forthwith return the vehicle in the same condition as when received as evidenced by the Renter’s signature on the Owner’s “Check-in slip” relating to vehicle (fair wear and tear only accepted) to the specified address, provided that under no circumstances shall you return the vehicle to us outside of our opening hours. If you return the vehicle outside our business hours, you will remain responsible for the vehicle and its condition until it is re-inspected by a member of our staff. If you commit any breach of this Agreement, we may, without notice, retake possession of the vehicle together with any other documents of the Owner and for such purpose may enter upon any premises belonging to or in the occupation or control of the Renter.
Limitation of Liability
We warrant that from the commencement of the period of hire:
To take all responsible steps to provide the Renter with a well maintained Vehicle.
When informed of a breakdown by the Renter to see that the necessary repairs are carried out promptly, if possible. If repairs cannot be carried out promptly, subject to availability, provide a substitute vehicle until repairs have been carried out or allow the Renter to terminate hire. We shall not be liable to the Renter for any indirect or consequential loss or damage (including loss of revenue), costs, expenses, liabilities or any other claims or demands arising out of or respect of: a) Any breakdown, malfunction, failure or defect of the Vehicle; b) Any property left, stored or transported by the Renter or by any other person in or upon the vehicle either before or after the return of the Vehicle to Us. (Provided always that nothing herein contained shall restrict or exclude the Owner’s liability for death or personal injury caused by the Owner’s negligence or any other liability of the Owner which cannot be excluded as a matter of law.)
The information that the Renter provides in connection with the hire of the vehicle will be used by the Owner to fulfil the Order/Contract that the Renter places and to speed up the electronic processing of any order placed in the future. If the Renter is taking out insurance for the vehicle through the Owner, the Renter acknowledges and agrees that their personal data may be passed to the Owner’s insurance, solely for the purposes of assessing the insurance risk of the Renter and establishing the terms on which insurance will be provided. In addition, you accept that we may transfer databases of information as a business asset to purchasers of their business. By ticking the on line consent box, the Renter agrees to the use of their personal data for these purposes.