Privacy Policy
Last updated: date to be confirmed on publication
1. Who we are
RTC Claims & Hire Ltd ("RTC", "we", "us") provides private hire taxi rentals and accident claims management. We are the controller of the personal information described in this policy.
- Address: 225 Drews Lane, Birmingham, England, B8 2SJ
- Email: RTCclaimsandhire@gmail.com
- Phone: 07592 963295
- Company number: to be confirmed
- ICO registration number: to be confirmed
2. The information we collect
- Contact details: your name, phone number and email address.
- Enquiry and claim details: what you tell us about the vehicle you need, the accident, the date it happened and who was at fault.
- Messages: the content of messages you send through the chat on this website, our contact form, Facebook Messenger, Instagram, Telegram, email or phone.
- Hire records: the vehicle supplied, hire dates, deposit and payment status.
- Identity and driving documents: documents we check in person at our office before a hire is confirmed, such as your driving licence and private hire licence.
Please do not send card numbers, bank details or copies of identity documents through the chat or the contact form.
3. Our AI assistant
The chat on this website and our messaging channels are answered first by an automated AI assistant, so that you can get help at any time of day. The assistant can answer questions, take the details of your enquiry and reserve a vehicle for you.
The assistant cannot confirm a hire. Every hire is confirmed by a member of the RTC team, after a deposit has been paid and your documents have been checked in person. No decision with a legal or similarly significant effect on you is made by automated means alone. You can ask to deal with a person at any time by calling 07592 963295.
4. How we use your information and our legal basis
| Purpose | Legal basis |
|---|---|
| Answering your enquiry and arranging a hire vehicle | Steps taken at your request before entering into a contract, and performance of that contract |
| Managing an accident claim on your behalf | Performance of a contract, and our legitimate interest in recovering hire costs |
| Checking your documents and keeping hire and vehicle records | Legal obligation, and our legitimate interest in running a safe, properly insured fleet |
| Reminders about returns, appointments and follow-ups on your case | Performance of a contract and our legitimate interest in managing your case |
| Reviewing conversations to improve our service and resolve complaints | Our legitimate interest in providing a good service |
We do not sell your information and we do not use it for third-party advertising.
5. Who we share it with
- Our technology provider, Oscar Nova Solutions, which operates our enquiry and case management system on our behalf.
- AI language model providers, which process the text of your messages in order to generate replies.
- Messaging platforms you choose to contact us through, such as Meta (Facebook Messenger and Instagram) and Telegram.
- Our hosting provider, which stores the system's data: provider and location to be confirmed.
- Insurers, solicitors, repairers and other parties to a claim, where this is needed to progress your claim.
- Licensing authorities, the police or other bodies, where the law requires it.
Some of these providers may process information outside the UK. Where they do, we rely on safeguards recognised under UK data protection law, such as adequacy regulations or the International Data Transfer Agreement.
6. How long we keep it
- Enquiries that do not become a hire or a claim: period to be confirmed.
- Hire and claim records: period to be confirmed after the hire or claim ends, so that we can deal with any later dispute and meet our legal and insurance obligations.
7. Cookies
This website does not use advertising or analytics cookies and does not store anything on your device when you browse it or use the chat. Staff who sign in to our internal system receive a single cookie that keeps them signed in.
The site loads its fonts from Google Fonts, which means your browser contacts Google's servers when a page loads.
8. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct information that is wrong;
- ask us to delete your information, or to restrict how we use it, in certain circumstances;
- object to our use of your information where we rely on legitimate interests;
- ask for your information in a portable format.
To use any of these rights, email RTCclaimsandhire@gmail.com or write to us at the address above. We will reply within one month.
9. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
10. Changes to this policy
We will update this page if the way we handle your information changes. The date at the top shows when it was last revised.