Privacy Policy

1. Introduction

FA-IBI LTD is a company registered in England and Wales under company number 08844002, trading as Virtual Car Hire LTD ("we", "our", "us"). Our registered office is at The Vista Centre, 50 Salisbury Rd, Cranford, Hounslow TW4 6JQ. We are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data when you use our website or services.

2. Information We Collect

We may collect the following types of information:

• Personal identification information — name, email address, phone number, postal address
• Driving licence and PCO badge details — for hire purposes and platform verification
• Payment information — processed securely through our payment providers (we do not store full payment details)
• Usage data and cookies — from your interaction with our website
• Vehicle usage data — mileage, maintenance records, and hire history

3. Age Requirement

We only rent vehicles to customers aged 25 and over. By using our services, you confirm that you are at least 25 years old. We may require proof of age before completing any hire agreement.

4. How We Use Your Email and Personal Information

We collect and use your email address and personal information for the following purposes:

• To process your hire application — we need your contact details to set up your account and rental agreement
• To communicate with you — we will send you confirmation emails, reminders, and important updates about your hire
• To upload your documents to ride-hailing platforms — Uber, Bolt, and Ola require your information to approve you as a driver
• To respond to your enquiries — when you contact us via email or our contact form
• To send you service announcements — we may email you about maintenance, insurance renewal, or policy changes
• For marketing (with your consent) — we may send you promotions, new vehicle alerts, or special offers if you have opted in
• To improve our services — analysing how customers use our website and services helps us improve

We will never sell your email address or personal information to third parties.

5. Data Protection Act & Information Security

Under the Data Protection Act 2018 and UK GDPR, we are committed to keeping your personal information secure and private. We do not share, sell, or give your information to any external individuals or organisations. Your data is strictly confidential and is only accessible to authorised employees within FA-IBI LTD / Virtual Car Hire LTD who need it to perform their job duties (such as processing your hire application, managing your account, or providing customer support). All our employees are trained on data protection and understand their obligations to keep your information safe.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes secure servers, encrypted communications, and restricted access controls.

6. Legal Basis for Processing (GDPR Compliance)

Under UK GDPR, we process your personal data based on the following lawful bases:

• Contractual necessity — we need your information to fulfil our hire agreement with you
• Legal obligation — we are required to keep certain records for tax and regulatory purposes
• Legitimate interests — we use your data to improve our services and prevent fraud
• Consent — for marketing communications, we will always ask for your explicit consent first

7. Your Rights Under GDPR

Under UK GDPR, you have the following rights regarding your personal data:

• Right to access — you can request a copy of the personal data we hold about you
• Right to rectification — you can correct inaccurate or incomplete information
• Right to erasure — you can request that we delete your personal data ("right to be forgotten")
• Right to restrict processing — you can limit how we use your data
• Right to data portability — you can request your data in a machine-readable format
• Right to object — you can object to processing based on legitimate interests or direct marketing
• Rights related to automated decision-making — you can request human intervention for automated decisions

To exercise any of these rights, please contact us at info@fa-ibi.co.uk. We will respond within 30 days.

8. How Long We Keep Your Data

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy:

• Hire records — kept for 6 years after your last hire (for tax and legal purposes)
• Contact form enquiries — kept for 1 year
• Marketing data — kept until you unsubscribe or withdraw consent
• Cookie data — kept for 30 days to 2 years depending on cookie type

9. Data Sharing

We do not share your personal information with external individuals or organisations. The only exceptions are:

• Ride-hailing platforms (Uber, Bolt, Ola) — only to verify your driver status and upload required documents (with your consent)
• Insurance providers — only to provide your comprehensive cover
• Legal authorities — only if required by law or to prevent fraud

All third parties are required to respect your data and comply with data protection laws. Your information is never sold or shared for marketing purposes outside our company.

10. Cookies

Our website uses cookies to improve your browsing experience. For more information, please see our Cookie Policy.

11. International Data Transfers

Your information may be transferred to and processed in countries outside the UK. We ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner's Office (ICO).

12. How to Complain

If you are not satisfied with how we handle 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: https://ico.org.uk
• Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you contact the ICO. Please contact us first.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, and we will notify you of significant changes via email or a notice on our website.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

FA-IBI LTD (trading as Virtual Car Hire LTD)
The Vista Centre, 50 Salisbury Rd,
Cranford, Hounslow TW4 6JQ
United Kingdom
Email: info@fa-ibi.co.uk
Phone: +44 207 294 6756
WhatsApp: +44 7508 496940
Company Registration Number: 08844002 (England and Wales)
Trading Name: Virtual Car Hire LTD