Introduction
This Privacy Policy explains how phantasia-warden collects, uses, stores, and protects your personal information when you use our portable charging station rental services. We are committed to protecting your privacy and handling your data responsibly in accordance with UK data protection legislation.
Information We Collect
Information You Provide Directly
- Name and contact details when making a rental booking
- Email address for booking confirmations and communication
- Delivery or collection address for equipment logistics
- Payment information processed through secure third-party payment providers
- Trip details and equipment preferences to match appropriate rental packages
- Communication content when you contact our support team
Information Collected Automatically
- Website usage data including pages visited and time spent
- Device information such as browser type and operating system
- IP address and approximate geographic location
- Cookie data as described in our Cookies Policy
How We Use Your Information
We use collected information for the following purposes:
- Processing and fulfilling your rental bookings
- Communicating booking confirmations, delivery schedules, and rental reminders
- Providing customer support and technical assistance
- Processing payments and managing refunds
- Maintaining equipment rental records for logistics and inventory management
- Improving our website functionality and service offerings
- Sending relevant service updates if you've opted in to communications
- Complying with legal obligations and resolving disputes
Legal Basis for Processing
We process your personal data based on:
- Contract Performance: Processing necessary to fulfill our rental service agreement with you
- Legitimate Interests: Improving our services, preventing fraud, and maintaining business operations
- Legal Obligations: Complying with UK taxation, accounting, and business regulations
- Consent: Marketing communications or optional data collection where you've provided explicit consent
Information Sharing and Disclosure
We do not sell your personal information to third parties. We may share your data with:
- Payment Processors: Secure third-party services that handle payment transactions
- Delivery Partners: Logistics providers requiring delivery address information
- Service Providers: Companies providing website hosting, email services, and business software
- Legal Authorities: When required by law or to protect our legal rights
- Business Transfers: In the event of a merger, acquisition, or sale of business assets
Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:
- Rental booking records: 7 years for accounting and tax compliance
- Communication records: 3 years from last contact
- Marketing consent records: Until you withdraw consent
- Website usage data: 26 months maximum
After retention periods expire, we securely delete or anonymize your data.
Your Rights
Under UK data protection law, you have the following rights:
- Access: Request a copy of the personal data we hold about you
- Rectification: Correct inaccurate or incomplete information
- Erasure: Request deletion of your data in certain circumstances
- Restriction: Limit how we process your data
- Portability: Receive your data in a structured, commonly used format
- Objection: Object to processing based on legitimate interests
- Withdraw Consent: Remove consent for marketing or optional data collection
To exercise these rights, contact us at [email protected] with your request.
Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Encrypted data transmission using SSL/TLS protocols
- Secure servers with restricted access controls
- Regular security assessments and updates
- Staff training on data protection practices
- Third-party service providers meeting security standards
While we take data security seriously, no internet transmission is completely secure. You share information at your own risk.
International Data Transfers
Your data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place through:
- Adequacy decisions recognizing equivalent data protection standards
- Standard contractual clauses approved by regulatory authorities
- Binding corporate rules for multinational service providers
Children's Privacy
Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware we've collected data from a child without parental consent, we will delete it promptly.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be communicated through prominent website notices or direct email. The "Last Updated" date indicates the most recent revision.
Contact Information
For questions, concerns, or requests regarding this Privacy Policy or your personal data:
Email: [email protected]
Address: 142 Riverside Industrial Estate, Meadow Lane, Nottingham, NG2 3HQ, United Kingdom
Regulatory Authority
If you believe we've mishandled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:
Website: www.ico.org.uk
Telephone: 0303 123 1113