Privacy Policy

Motorhome Hire Scotland — operated by MD Dale's Ltd. Last updated April 2026.

1. Who We Are

MD Dale's Ltd trading as Motorhome Hire Scotland is the data controller responsible for your personal data. We operate motorhome hire services from Dumfries & Galloway, South West Scotland.

If you have any questions about this privacy policy or how we handle your data, please contact us at enquiries@motorhomehirescotland.com.

2. What Data We Collect

We may collect and process the following personal data:

• Identity data: your full name and the names of any additional drivers.
• Contact data: email address, telephone number, and postal address.
• Booking data: hire dates, vehicle selected, number of guests, pet information, and any special requests.
• Payment data: payment card details (processed securely by our payment provider — we do not store full card numbers).
• Driving licence data: licence number and details, collected to verify driver eligibility.
• Enquiry data: any information you provide when contacting us via our website forms, email, or telephone.
• Usage data: anonymised information about how you use our website, collected via cookies and analytics tools.

3. How We Collect Your Data

We collect personal data through:

• Our website enquiry and booking forms (processed via Netlify Forms).
• Direct email or telephone communication with you.
• The vehicle handover and condition report process.
• Cookies and analytics tools when you browse our website.

4. Why We Use Your Data & Legal Basis

We process your personal data for the following purposes, each with a lawful basis under UK GDPR:

• To process and manage your booking — legal basis: performance of a contract (Article 6(1)(b)).
• To respond to your enquiries — legal basis: legitimate interests (Article 6(1)(f)) in providing customer service.
• To arrange vehicle insurance — legal basis: performance of a contract and legal obligation (Article 6(1)(b) and (c)).
• To comply with legal and tax obligations — legal basis: legal obligation (Article 6(1)(c)).
• To send marketing communications (e.g., seasonal offers or newsletters) — legal basis: consent (Article 6(1)(a)). You can withdraw consent at any time.
• To improve our website and services — legal basis: legitimate interests (Article 6(1)(f)).

5. Who We Share Your Data With

We do not sell your personal data to any third party. We may share your data with the following parties only where necessary:

• Insurance providers: to arrange and manage vehicle insurance cover for the hire period. This may include sharing driver names, licence details, and hire dates.
• Netlify: our website hosting and form processing provider. Enquiry and booking form submissions are processed through Netlify's servers. Netlify acts as a data processor on our behalf.
• Google Analytics: we use Google Analytics to collect anonymised usage data about website visitors. No personally identifiable information is shared with Google.
• HMRC and legal authorities: where required by law for tax reporting or legal proceedings.
• Professional advisors: such as accountants or solicitors, where necessary for business or legal purposes.

6. Data Retention

We retain your personal data only for as long as necessary:

• Booking and hire records: retained for 7 years from the end of the hire, as required for tax, accounting, and legal purposes.
• Enquiry data (where no booking was made): retained for 2 years from the date of your last contact, then securely deleted.
• Marketing consent records: retained for as long as you remain subscribed, plus 1 year after unsubscribing.
• Website analytics data: anonymised and retained in accordance with Google Analytics' data retention settings.

7. Cookies

Our website uses cookies — small text files stored on your device — to help the site function correctly and to understand how visitors use it.

Essential Cookies

These cookies are necessary for the website to function and cannot be switched off. They include:

• Session cookies: to maintain your browsing session while you navigate the site.
• Form state cookies: to preserve your progress when completing booking or enquiry forms.

Essential cookies do not collect personal information and are deleted when you close your browser or shortly after.

Analytics Cookies (Optional)

We use Google Analytics to understand how visitors interact with our website. These cookies collect anonymised data such as pages visited, time on site, and referring website. They help us improve the site experience.

• Analytics cookies are optional and are only set with your consent.
• IP addresses are anonymised before being stored by Google.
• No personally identifiable information is collected through analytics.

No Advertising or Tracking Cookies

We do not use any advertising cookies, remarketing pixels, or third-party tracking technologies on our website.

Managing Cookies

You can control and delete cookies through your browser settings. Most browsers allow you to:

• View what cookies are stored and delete them individually.
• Block third-party cookies.
• Block all cookies (note: this may affect site functionality).
• Delete all cookies when you close the browser.

For more information on managing cookies, visit aboutcookies.org.

8. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the following rights regarding your personal data:

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct any inaccurate or incomplete data.
• Right to erasure: you can request that we delete your personal data, subject to any legal obligations requiring us to retain it.
• Right to restriction of processing: you can ask us to limit how we use your data in certain circumstances.
• Right to data portability: you can request your data in a structured, commonly used, machine-readable format.
• Right to object: you can object to our processing of your data where we rely on legitimate interests as the legal basis.
• Right to withdraw consent: where we process your data based on consent (e.g., marketing), you can withdraw that consent at any time.

To exercise any of these rights, please contact us at enquiries@motorhomehirescotland.com. We will respond to your request within one month.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These measures include secure hosting, encrypted form submissions, and restricted access to personal data within our organisation.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of other sites. We encourage you to read the privacy policy of any website you visit.

11. Children's Privacy

Our services are not directed at children under 18. We do not knowingly collect personal data from children. Bookings must be made by an adult aged 18 or over.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the chance to address your concerns before you contact the ICO, so please reach out to us first at enquiries@motorhomehirescotland.com.

13. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "last updated" date. We encourage you to review this policy periodically.