PlanetRent Group Limited and Ringley Software Solutions Limited ("We") bring you PlanetRent.co.uk. We are committed to protecting and respecting your privacy.

This policy (together with our Terms & Conditions, Privacy Policity and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We keep certain basic information when you visit our website and recognise the importance of keeping that information secure and letting you know what we will do with it.

For the purpose of the Data Protection Act 2018  (the Act) and UK GDPR, the data controller is Ringley Software Solutions Limited and can be contacted at support@planetrent.co.uk or via our contact us page.

This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the policy of that website provider. We have no control over that policy or the terms of the website and you should check their policy before continuing to access the site.

Information we may collect from you

We may collect and process the following data about you:

Information that you provide by filling in forms on our site https://www.planetrent.co.uk  (our site). This includes information provided at the time of registering to use our site, subscribing to our service or requesting further services. We may also ask you for information when you report a problem with our site.

If you contact us, we may keep a record of that correspondence. We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

Details of your visits to our site including, but not limited to, traffic data, location data, weblogs, operating system, browser usage and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

Legal basis for processing personal Data

Under the UK GDPR, we rely on the following legal bases for processing personal data:

1. Consent: When you provide explicit consent (e.g., for marketing communications).
2. Contract Performance: To fulfill contractual obligations (e.g., tenancy agreements).
3. Legitimate Interests: For necessary business operations, provided they do not override your rights (e.g., service improvement).
4. Legal Obligations: To comply with laws or regulations (e.g., anti-fraud measures).

Your Rights under the UK GDPR

As a data subject, you have the following rights regarding your personal data:

1. Right to Access: Obtain confirmation of whether we process your data and access a copy.
2. Right to Rectification: Request corrections to inaccurate or incomplete data.
3. Right to Erasure: Ask for data deletion where legally permissible.
4. Right to Restrict Processing: Limit how we use your data in specific circumstances.
5. Right to Data Portability: Receive your data in a portable format.
6. Right to Object: Object to processing based on legitimate interests or direct marketing.

To exercise any of these rights, please contact us at support@planetrent.co.ukor via our contact us  page.

IP addresses and cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users' browsing actions and patterns, and does not identify any individual and we will not collect personal information in this way.

We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

• To estimate our audience size and usage pattern
• To store information about your preferences, and so allow us to customise our site according to your individual interests
• To speed up your searches
• To recognise you when you return to our site

We use the following types of cookies on our website:

1. Necessary Cookies: Required for website functionality (e.g., session management).
2. Performance Cookies: Used to analyse website performance and improve user experience.
3. Functional Cookies: Enable additional features such as language preferences.
4. Targeting Cookies: Track user behaviour for marketing purposes.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us. Such staff maybe engaged in, among other things, the provision of support services.

By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information 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; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Data Security Measures

We take the security of your personal data seriously and employ the following measures to protect it:

1. Encryption: Data is encrypted during transmission and storage where applicable.
2. Access Control: Only authorized personnel have access to your data, secured through strict access protocols.
3. Two-Factor Authentication: Used to enhance access security for systems containing sensitive data.
4. Regular Audits: Security practices are regularly reviewed and updated.
5. Secure Storage: Data is stored in facilities with robust physical and digital protections.

While we strive to protect your data, transmission over the internet may still carry risks.

Data Retention

We retain personal data for no longer than necessary to fulfil the purposes for which it was collected, including compliance with legal obligations. The retention period depends on the nature of the data and the following factors:

• Legal Requirements:Data retention may be required for a specific period under law (e.g., tax records).
• Business Purposes: Data may be kept for ongoing services or relationship management.

When data is no longer required, we will securely delete or anonymize it.

International Data Transfers

We may transfer your personal data outside the UK or the European Economic Area (EEA). When we do, we ensure appropriate safeguards are in place, such as:

1. Adequacy Decisions: Transfers are made to countries deemed by the UK to have adequate data protection standards.
2. Standard Contractual Clauses (SCCs):We use approved clauses to protect your data.
3. Additional Safeguards: Measures like encryption and secure transfer protocols.

For more information, contact us at support@planetrent.co.uk or via ou contact us page.

Uses made of the information

We use information held about you in the following ways:

• To ensure that content from our site is presented in the most effective manner for you and for your computer
• To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
• To carry out our obligations arising from any contracts entered into between you and us
• To allow you to participate in interactive features of our service, when you choose to do so
• To notify you about changes to our service

We may also use your data, to provide you with information about goods and services which may be of interest to you and we may contact you about these by email.

If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please contact us at support@planetrent.co.ukor via our contact uspage.

Disclosure of your information

We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, our customers, or others.

This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. types of third parties we share your personal data includes:

• Service Providers: Such as hosting companies, payment processors, or IT support.
• Legal Compliance: To meet legal obligations, such as fraud prevention or tax compliance.
• Marketing Partners: With your consent, for promotional purposes.

We ensure that any third-party processors comply with applicable data protection laws.

Consent for Marketing

We will only contact you with marketing information if you have explicitly opted in. Consent is obtained through clear opt-in forms during account registration or other interactions.

You have the right to withdraw your consent at any time by:

• Clicking the “unsubscribe” link in marketing emails.
• Adjusting your preferences in your account settings.
• Contacting us directly at support@planetrent.co.uk or via our contact uspage.

We ensure all marketing communications comply with UK GDPR requirements.

Your rights

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. However, we advise that you check this page regularly to keep up to date with any necessary changes.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and you can contact us at support@planetrent.co.ukor via our contact us page.