Privacy Policy

1. Introduction

4D Plant Hire Limited ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Services.

2. Information We Collect

We collect information in the following ways:

2.1 Information You Provide Directly

• Contact information (name, email address, phone number, company name)
• Billing and delivery addresses
• Payment and credit card information
• Details about equipment inquiries and rental requests
• Communications you send us (emails, contact form submissions)
• Account registration information

2.2 Information Collected Automatically

• IP address and device identifiers
• Browser type, version, and pages visited
• Date and time of visits
• Referral source and exit pages
• Cookie data and similar tracking technologies
• Approximate location based on IP address

3. How We Use Your Information

We use the information we collect for the following purposes:

• To process and fulfill equipment rental requests and orders
• To process payments and send billing information
• To provide customer support and respond to inquiries
• To send transactional emails (order confirmations, delivery updates)
• To send marketing communications (with your consent)
• To improve and optimize our website and services
• To comply with legal obligations and enforce our Terms and Conditions
• To prevent fraud and enhance security
• To conduct analytics and market research

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on:

• Contract Performance: Processing necessary to fulfill your rental agreement and provide services
• Legal Obligation: Processing required by UK tax, employment, and data protection laws
• Legitimate Interest: Processing necessary for business operations, security, and fraud prevention
• Consent: Marketing communications and non-essential tracking (only with your explicit consent)

5. How We Share Your Information

We may share your information with:

• Payment processors and financial institutions
• Delivery and logistics partners
• Insurance providers (for rental agreements)
• Legal and accounting professionals
• Service providers who assist us (hosting, analytics, customer support)
• Law enforcement or regulatory authorities when required by law

We do not sell your personal data to third parties. All service providers are contractually bound to maintain confidentiality and use your data only as necessary to provide services.

6. Data Retention

We retain your personal data for the following periods:

• Customer account information: During the customer relationship and 6 years after for legal/tax purposes
• Payment information: Up to 6 years (tax compliance)
• Marketing communications data: Until you unsubscribe
• Website analytics: 12-26 months depending on the platform
• Cookies: As specified in our Cookie Policy

7. Your Rights (GDPR & UK Data Protection Act)

You have the following rights regarding your personal data:

• Right of Access: Request a copy of personal data we hold about you
• Right to Rectification: Request we correct inaccurate data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Request your data in a portable format
• Right to Object: Object to direct marketing and certain processing activities
• Right to Withdraw Consent: Withdraw consent for marketing communications at any time

To exercise any of these rights, contact us at the details provided in section 10 below. We will respond within 30 days.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction, including:

• SSL encryption for data transmission
• Secure password policies and access controls
• Regular security assessments and vulnerability testing
• Employee data protection training
• Secure data storage with limited access

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies. For detailed information about cookies we use, their purposes, and how to manage them, please see our Cookie Policy.

10. Children's Privacy

Our Services are not directed to children under 13 years of age, and we do not knowingly collect personal data from children under 13. If we become aware that a child under 13 has provided us with personal data, we will delete it promptly.

11. International Data Transfers

As a UK-based company, your data is primarily stored in the UK and EU. If any data is transferred outside these regions, we ensure appropriate legal safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes by posting an updated version on our website with an updated "Last updated" date. Your continued use of our Services indicates acceptance of the updated policy.