Privacy Policy

Last updated: 28 July 2026

Granite City Trailer Hire Limited respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, how and why we use it, who we may share it with, how long we keep it and the rights available to you.

1. Who We Are

Granite City Trailer Hire Limited is the data controller responsible for the personal information described in this policy.

Company name: Granite City Trailer Hire Limited
Company number: SC887714
Registered office: Tipperty Industrial Centre, Tipperty, Ellon, Scotland, AB41 8LZ
Website: www.granitecitytrailerhire.co.uk
Email: info@granitecitytrailerhire.co.uk
Telephone: 01358 747 685

Granite City Trailer Hire Limited is an active private limited company registered in Scotland.

2. Information We Collect

The personal information we collect depends on how you interact with us.

2.1 Enquiries and hire requests

When you contact us or submit a hire request, we may collect:

• Your name
• Email address
• Telephone number
• Company name, where applicable
• The trailer you are interested in hiring
• Requested collection and return dates
• The purpose of the hire
• Vehicle make, model and registration number
• Information about your vehicle’s towing suitability
• Any additional information included in your enquiry
• Your acknowledgement of relevant hire requirements and terms

2.2 Identity and hire verification

When arranging or collecting a trailer, we may request:

• A copy of your driving licence
• Proof of your identity
• Proof of your address
• Information required to confirm your eligibility to hire and tow the trailer
• Your signature on a hire agreement or related documentation

Driving licence copies are normally retained only for the duration of the hire. They may be kept for longer where necessary to deal with an accident, damage, an unpaid balance, a dispute, suspected fraud, an insurance matter or a legal requirement.

2.3 Booking and transaction information

Where a hire proceeds, we may also collect and retain:

• Booking and hire agreement details
• Collection and return records
• Deposit and payment records
• Invoice and transaction information
• Records of trailer condition, damage or loss
• Accident, incident, insurance or recovery information
• Correspondence connected with the hire

We do not collect or store full payment-card details through the website.

2.4 Newsletter information

Where you choose to join our mailing list, we collect your email address and a record of your marketing preference.

2.5 Website and technical information

When you use our website, we may collect technical information such as:

• IP address
• Browser and device type
• Approximate location derived from your IP address
• Pages visited and interactions with the website
• Referring website or campaign
• Cookie preferences and consent records
• Information used to detect spam, fraud or automated form submissions

Non-essential analytics or marketing technologies are used only where the required consent has been provided.

3. How We Collect Information

We collect personal information:

• Directly from you through website forms, email, telephone or in-person communication
• When you enter into a hire agreement with us
• When you provide identification or other documentation
• Automatically through cookies and similar website technologies
• From another person or business acting on your behalf
• From insurers, recovery providers, authorities or other relevant parties where an accident, claim or dispute occurs

4. How We Use Your Information

We may use your personal information to:

• Respond to enquiries
• Check trailer availability
• Provide quotes and arrange bookings
• Confirm your identity and eligibility to hire
• Administer the collection, use and return of trailers
• Contact you about your enquiry or hire
• Take and record payments and deposits
• Maintain hire, transaction and accounting records
• Deal with damage, accidents, claims, disputes or unpaid balances
• Prevent fraud, spam, misuse and other security threats
• Maintain and improve our website and services
• Understand website usage where analytics consent has been provided
• Send newsletters or promotional communications where you have opted in
• Comply with legal, tax, accounting, insurance and regulatory obligations
• Establish, exercise or defend legal claims

5. Our Lawful Bases

UK data protection law requires us to have a lawful basis for processing personal information.

We rely on the following lawful bases:

Contract and steps before entering a contract

We process information where necessary to:

• Respond to a hire request
• Provide a quotation
• Arrange and administer a booking
• Verify the hirer’s identity and eligibility
• Perform and manage the hire agreement

Legal obligation

We may process and retain information where required to comply with:

• Tax and accounting requirements
• Company record-keeping obligations
• Requests from courts, regulators or public authorities
• Other applicable legal obligations

Legitimate interests

We may process information where reasonably necessary for our legitimate business interests, including:

• Operating and administering the business
• Keeping appropriate internal records
• Protecting trailers and other business property
• Preventing fraud, spam and misuse
• Maintaining website and information security
• Recovering unpaid amounts
• Handling complaints, accidents, damage and insurance claims
• Establishing, exercising or defending legal rights

Where we rely on legitimate interests, we consider whether our interests are outweighed by your rights and freedoms.

Consent

We rely on consent for:

• Newsletter and promotional email subscriptions
• Non-essential analytics cookies
• Marketing and advertising cookies, where used

You may withdraw your consent at any time. Withdrawing consent does not affect processing that took place before it was withdrawn.

6. Email Marketing

We will only send you newsletters or promotional emails where we have an appropriate lawful basis to do so.

Where you have subscribed using the website, we rely on your consent. You can unsubscribe at any time using the unsubscribe option included in the message or by contacting us.

Unsubscribing from marketing will not prevent us from sending necessary communications about an existing enquiry, booking, payment or hire.

We do not sell or rent marketing lists.

7. Cookies and Website Analytics

Our website uses cookies and similar technologies.

Necessary technologies may be used to:

• Operate the website
• Remember your cookie preferences
• Maintain security
• Protect forms from spam and abuse

With your permission, we also use Google Analytics 4 to understand how visitors find and use the website. Analytics information may include pages visited, general device information, interactions and the source of a visit.

Google Analytics is controlled through our cookie-consent system and does not set analytics cookies unless you accept the relevant category.

We use Cookiebot to display the consent banner, record cookie preferences and provide details of the cookies and trackers detected on the website. Google Tag Manager is used to manage approved website tags.

You can accept, reject or change your cookie choices using the Cookie Settings link in the website footer.

Further details, including the names, purposes, providers and duration of individual cookies, are available in our Cookie Policy.

Non-essential storage and tracking technologies generally require prior consent unless a specific legal exception applies.

8. Google reCAPTCHA

We use Google reCAPTCHA on website forms to help distinguish genuine users from automated submissions and protect the website from spam, fraud and abuse.

reCAPTCHA may process technical and usage information needed to assess whether a submission is genuine. This processing is carried out for website security and fraud prevention.

Google describes reCAPTCHA as a service designed to protect websites from spam and abuse using risk-analysis techniques.

9. Who We Share Information With

We do not sell or rent your personal information.

Where necessary, information may be processed by or shared with:

• Webflow, which hosts the website and processes website form submissions
• Microsoft, which provides our business email and communication services
• Google, where reCAPTCHA or consented Google Analytics services are used
• Cookiebot/Usercentrics, which manages cookie consent and consent records
• Website developers, IT support providers and system administrators
• Banks and payment-service providers
• Accountants, insurers, solicitors and other professional advisers
• Breakdown, recovery, repair or claims-management providers
• Debt-recovery providers where amounts remain unpaid
• Law-enforcement agencies, courts, regulators, HMRC or other authorities where required
• A purchaser, successor or adviser involved in a genuine sale, restructuring or transfer of the business

These organisations may act as data processors acting on our instructions or as separate data controllers, depending on the service and circumstances.

Webflow describes its website customer as the controller and Webflow as the processor of personal information collected through the customer’s website. Microsoft business services are also subject to Microsoft’s data-processing terms.

10. International Data Transfers

Some of our technology and service providers operate internationally. This means personal information may be processed or accessed outside the United Kingdom.

Where required, we take steps to ensure that an appropriate transfer mechanism is in place. This may include:

• UK adequacy regulations
• The UK International Data Transfer Agreement
• The UK Addendum to the EU Standard Contractual Clauses
• An approved data-privacy framework
• Another transfer safeguard permitted under UK data protection law

11. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

Our normal retention periods are:

Enquiries that do not become bookings

Normally retained for up to 12 months after the last communication.

Driving licence copies

Normally retained for the duration of the hire and securely deleted once the trailer has been returned and the hire has been completed.

A copy may be retained for longer where required in connection with damage, an accident, an unpaid balance, a dispute, suspected fraud, an insurance claim or a legal obligation.

Hire agreements, invoices and transaction records

Normally retained for up to six years or for any longer period required by tax, accounting, legal or insurance obligations.

UK companies generally need to keep relevant accounting records for six years from the end of the financial year to which they relate.

Accident, damage, complaint and legal records

Retained for as long as reasonably required to investigate and resolve the matter and to establish, exercise or defend legal claims.

Newsletter records

Retained until you unsubscribe or withdraw consent. We may retain a limited suppression record to ensure that further marketing is not sent to you.

Cookie and analytics information

Retained according to the periods stated in our Cookie Policy and the settings of the relevant service.

We may securely delete or anonymise information earlier where it is no longer required. Data protection law requires personal information not to be retained for longer than necessary.

12. How We Protect Information

We use reasonable technical and organisational measures designed to protect personal information against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Disclosure
• Destruction

These measures include HTTPS encryption, access controls, password-protected systems, appropriate staff access restrictions and the use of reputable service providers.

No website, email service or method of electronic storage can be guaranteed to be completely secure. However, we regularly consider the measures appropriate to the nature of the information we hold.

13. Your Data Protection Rights

Depending on the circumstances and lawful basis being used, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate or incomplete information
• Request deletion of your information
• Request restriction of processing
• Object to processing based on legitimate interests
• Receive certain information in a portable format
• Withdraw consent at any time
• Complain about how your personal information has been handled

Some rights are not absolute and may not apply in every situation. For example, we may need to retain certain booking and transaction records to meet legal obligations or deal with a legal claim.

We may request information to confirm your identity before responding to a request.

To exercise your rights, contact:

Email: info@granitecitytrailerhire.co.uk
Telephone: 01358 747 685

14. Data Protection Complaints

You may complain directly to us if you believe we have not handled your personal information correctly.

Please send your complaint to:

Email: info@granitecitytrailerhire.co.uk

We will acknowledge receipt of a data protection complaint within 30 days. We will investigate it appropriately, keep you informed where necessary and communicate the outcome without undue delay.

Since 19 June 2026, UK organisations have been required to provide a clear way to make data-protection complaints, acknowledge them within 30 days and investigate and respond without undue delay.

You also have the right to raise a concern with the Information Commissioner’s Office, the UK regulator for data protection.

ICO helpline: 0303 123 1113

The ICO will commonly expect you to have raised the matter with us first so that we have an opportunity to address it.

15. Automated Decision-Making

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects concerning you.

Automated systems such as reCAPTCHA may be used to identify likely spam or automated website submissions, but hire decisions are not made solely through that process.

16. External Links

Our website may contain links to third-party websites, including social-media platforms.

We do not control those websites and are not responsible for their privacy practices. You should review the privacy information provided by the relevant third party before submitting personal information to them.

17. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to:

• Our services
• The information we collect
• The providers we use
• Website tracking technologies
• Legal or regulatory requirements

The current version will always be published on our website, with the date of the latest update shown at the top.

18. Contact Us

For questions, rights requests or complaints concerning this Privacy Policy or the handling of personal information, contact:

Granite City Trailer Hire Limited
Tipperty Industrial Centre
Tipperty
Ellon
Scotland
AB41 8LZ

Email: info@granitecitytrailerhire.co.uk
Telephone: 01358 747 685

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