Hireload · Privacy · Your data

Privacy Policy

How Hireload collects, uses and protects your personal data when you browse our website, hire equipment or contact our hire desk.

Last updated: 27 September 2026
Handled with careYour details help us look after your hire and support you along the way.
Safe and secureWe take sensible steps to keep your information protected.
Your data, your rightsQuestions or requests about your data are handled by our own hire desk.
01

Who we are

In this policy, “Hireload”, “we”, “us” and “our” mean Hireload, the equipment and tool hire business trading at hireload.co.uk.

We are responsible for the personal data described in this policy.

This policy explains how we collect and use personal data when you visit our website, request a quote, place an order, hire equipment from us, or contact us by phone, email or WhatsApp. It applies to both personal (consumer) and business customers.

Full company details are available on request by emailing info@hireload.co.uk.

02

Personal data we collect

  • Contact and identity details: your name, delivery and billing address, email address, phone number, and company name and job title if you hire on behalf of a business.
  • Identity verification documents: before releasing equipment we ask to see valid photo ID (such as a passport or photocard driving licence), and we may record limited details from it or keep a copy, as described in our Terms and Conditions.
  • Order and transaction details: the equipment you hire, hire dates, delivery and collection details, prices, deposits, invoices, refunds and any charges.
  • Payment details: card payments are handled by our secure payment provider. We do not see or store your full card number.
  • Records of the equipment: photos and notes about the condition of equipment at delivery and collection, and any damage, loss or incident reports.
  • Communications: emails, WhatsApp messages, messages sent through our website, and notes of phone calls.
  • Technical and usage data: your IP address, device and browser type, pages viewed and how you arrived at our website, collected through cookies and similar technologies. See our Cookie Policy for details.

We collect most of this data directly from you. We may also receive data from our payment provider (for example, to confirm a payment or flag a fraudulent transaction), from advertising and analytics providers, and, for business customers, from the person who places the order on the business’s behalf.

If you do not provide the details we need to process your order, such as valid photo ID, we may not be able to accept your hire.

Our services are for adults. We do not knowingly collect personal data from anyone under 18.

03

How we use your data and our legal basis

UK data protection law requires us to have a legal basis for each use of your personal data.

What we use it forLegal basis
Taking and managing your order, delivering and collecting equipment, taking payment and deposits, and customer servicePerformance of a contract with you, or steps you ask us to take before entering into one
Keeping accounting and tax recordsLegal obligation
Verifying your identity, preventing fraud and protecting our equipmentOur legitimate interests in preventing fraud and the loss of our equipment
Recording the condition of equipment, dealing with damage, loss or late returns, recovering money owed, and handling disputes and legal claimsOur legitimate interests in protecting our property and enforcing our contracts
Sending you service messages (order confirmations, delivery windows, collection reminders)Performance of a contract
Measuring and improving our website, and showing our adverts on other sites and social mediaYour consent (strictly necessary cookies do not need consent)
Keeping our website and systems secureOur legitimate interests in running a secure business

Where we rely on legitimate interests, we have considered your interests and rights and concluded that they do not override ours. You can ask us for more information about this assessment.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

04

Who we share your data with

We share personal data only where it is needed to provide our service or meet our legal obligations, with:

  • Payment providers that process card payments and deposits securely.
  • Website, hosting and email providers that run our website, online shop and business email.
  • Analytics and advertising providers that help us measure our website and show our adverts on search engines and social media, only where you have consented to these cookies.
  • Messaging providers, if you choose to contact us by messaging app such as WhatsApp.
  • Professional advisers: our accountants, insurers, solicitors and debt recovery agents, where needed.
  • Authorities: the police, courts, HMRC or other public bodies where the law requires it, or to report or prevent crime, including the theft of our equipment.
  • A buyer of our business, if we sell or restructure all or part of our business.

Our service providers act on our instructions and must keep your data secure.

05

International transfers

Some of our service providers may process data outside the UK, including in the United States. Where this happens, we make sure the transfer is protected by UK adequacy regulations or by approved safeguards such as the UK International Data Transfer Agreement or Addendum.

06

How long we keep your data

  • Order, invoice and payment records: 6 years from the end of the financial year they relate to, to meet tax and accounting requirements.
  • ID copies and details: 12 months after your hire ends, or until any related claim is resolved if that is later, and then securely deleted.
  • Equipment condition photos and incident records: 12 months after the hire ends, or until any related claim is resolved.
  • Customer communications: up to 2 years after our last contact, or longer if they form part of an order record.
  • Cookie data: for the periods set out in our Cookie Policy.
07

How we protect your data

We use appropriate technical and organisational measures to protect your data, including encrypted (HTTPS) connections on our website, access controls so that only staff who need your data can see it, and secure storage of ID documents.

08

Your rights

You have the right to:

  • ask for a copy of the personal data we hold about you;
  • ask us to correct data that is wrong or incomplete;
  • ask us to delete your data;
  • ask us to restrict how we use your data;
  • object to our use of your data where we rely on legitimate interests, and to stop direct marketing at any time;
  • ask us to transfer data you gave us to another organisation (data portability);
  • withdraw your consent at any time, where we rely on consent. This does not affect anything we did before you withdrew it.

Some rights have exceptions. For example, we must keep order records for tax purposes even if you ask us to delete them. Using your rights is free, and we will reply within one month. We may need to confirm your identity first.

Questions about your data? Contact our hire desk at info@hireload.co.uk or call 020 3375 4048.

Email us Call 020 3375 4048
09

Complaints

If you are unhappy with how we have handled your personal data, please contact us first at info@hireload.co.uk so we can try to put it right. We will acknowledge your complaint within 30 days.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

10

Cookies

We use cookies and similar technologies on our website. Non-essential cookies, including analytics and advertising cookies, are only set if you accept them. You can change your choice at any time. Full details are in our Cookie Policy.

11

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated. If we make significant changes, we will tell you where appropriate.