Privacy Policy

17th January 2023

About this policy

This Privacy Policy seeks to inform you of the ways in which All-Rates Ltd gather and process your personal data through our interactions with you and through your use of our website including, but not limited to, www.All-Rates.com. The All-Rates web site may contain links to websites operated by third parties. All-Rates is not responsible for the privacy practices or the content of such other websites. We encourage you to learn about such third parties’ privacy and security policies before providing them with personal information.

All-Rates Ltd is a business to business company providing BHR Reports and Basic Hire Rate Report information to our clients on behalf of insurance companies, their legal suppliers, credit hire companies and other legitimate third parties. We therefore process personal information for the purposes of providing lawful and negotiation evidence services. During the course of our legitimate business activities All-Rates Ltd process various types and categories of personal data, and do so in a fair and lawful basis.

We treat personal information seriously and for the purposes of the Data Protection Act 1998.

How to contact us

Should you have any questions regarding our privacy notice or the information we hold about you, you can contact us by:

Address: Office 11 Romney Marsh Business Hub, Mountfield Road, New Romney TN28 8LH

Email: contact@all-rates.com  

Should you have any queries relating to the content of this Privacy Policy then please contact our Data Protection Officer, Gavin Fry.

Email: contact@all-rates.com  

Information we collect

We collect information about you when our insurance, corporate clients or the solicitors acting on their behalf, instruct us to provide a basic hire report in relation to a credit hire claim.

This information can relate to:

• Personal data, such as your name, address, email address, telephone number and your age.
• Sensitive Personal data, such as your gender, your racial or ethnic origin, a     medical report or your medical records, your financial information, occupational information, driving history and criminal record, which is a matter of public record.

All-Rates Ltd use ‘Cookies’ , GoDaddy and Google Analytics to help us monitor how many people view each page of our website and how they found our site in the first instance. These cookies do not allow us to see who you are or any of your personal information other than your IP address. Cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any other information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may however prevent you from taking full advantage of the website.

For additional information about the technologies that we use and how they operate, please see our Cookie Policy below.

How we use the information we collect?

In the event that we collect and process your personal information, we will only use it for the purpose in which it was collected for in the first instance and when we have a necessary and lawful basis for doing so. We collect information about you in order that we may comply with the instructions we are given to provide our services. The information we use is relevant to the service/s we provide. These are made up of a number of All-Rates Ltd legitimate interests which include:

• Communicating directly with you following an initial enquiry or news enquiry that you prompted.
• Communicating information via direct marketing regarding products and services similar to those that were originally of interest to you. You can opt out of such communications at any time by emailing contact@all-rates.com.
• Conducting pre-employment reference and financial probity checks, if you have approached us relating to a vacancy.
• Preventing and detecting unlawful acts and offences such as fraud.
• Protecting the public against dishonesty.

Under no circumstances will All-Rates Ltd sell personal data to any third parties.

We may from time to time be required to share your data with third parties in order to progress the matter to conclusion. These parties include but are not limited to the following:

• Insurance companies 
• Solicitors      
• The Courts
• Barristers Chambers / Counsel
• Translation Services
• Auditors
• Archiving services

We will not share your data with any unauthorised parties or any party which does not comply with the data privacy regulations. All-Rates Ltd also retain the right under law to provide information to law enforcement agencies and other industry regulating organisations in the interests of preventing or detecting criminal offences.

On the All-Rates Website, we may use passively collected data to: (a) remember your information so that you will not have to re-enter it during your visit or the next time you visit the All-Rates Website; and (b) monitor aggregate website usage metrics such as total number of visitors and pages viewed.

Your Rights regarding your information?

Under data protection legislation, you have the right to request access to information about you that we hold. Before we can provide this, in order to protect your personal information we will need to verify your identity. Where the information we hold is insufficient for this purpose, it may be necessary for us to request further information and assurances in the form of original documentation.

You also have the right to:

• Request a copy of the information we hold about you
• Request that any information we hold about you be rectified, blocked, erased or destroyed, in certain circumstances
• Request that the processing of your data is restricted
• Request that your information is erased from our records
• Object to our processing of your personal data in certain circumstances
• Object to your personal information being used for the purposes of direct marketing
• Request that processing of your personal data is restricted when you perceive that processing to be unlawful, the information is inaccurate or you disagree with our processing of your information under our legitimate interests

On occasions where we collect your personal information from other sources other than directly from you, we may not be required to provide you with this information if:

• A necessary and lawful exemption from doing so exists
• Doing so would prejudice an ongoing legal dispute
• We are obligated to maintain confidentiality as part of our professional services and agreements with clients, and are legally entitled to do so under EU and UK law

If you wish to exercise your right in relation to any of those listed above, please submit a request in writing to All-Rates Ltd Data Protection Officer, Gavin Fry. Email: contact@all-rates.com  or in the “Contact Us” section marked clearly for Gavin Fry. The Data Protection Officer will respond to your request within 5 working days of receipt and conclude any investigation required within 30 days. However, All-Rates Ltd reserves the right to reject your request.

For further information and guidance on your personal information rights under current data protection regulations, please visit the following page of the Information Commissioner’s website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

How we securely store your personal information and how long for

All-Rates Ltd use appropriately secure physical and electronic safeguards in order to protect your personal information from any unauthorised access or unlawful processing.

Any personal information held or transferred electronically on computers and computer systems is:

Held with appropriate technical safeguards in place.

Subject to strict ‘Access Controls’ so that only relevant personnel have authorised access to stored personal data, necessary for the undertaking of their role.

All-Rates Ltd will only keep your personal information for as long as is necessary and where there exists a genuine business need. This duration may be determined by a number of factors, including:

The original purposes for which we processed the information in the first instance and whether it is necessary for meeting our legitimate interests.

Whether or not we have a lawful basis to continue to process the information.

Compliance with our legal obligations and relevant statutes (i.e. in relation to anti-money laundering regulations where we are required to keep information for a minimum period).

Due to the typical lifecycle of a claim and subsequent legal proceedings, All-Rates Ltd will retain data related to our core business activities for a period of 7 years where there remains a legitimate business need.

After this time, your personal information will be securely destroyed or deleted where appropriate.

Marketing and Communication

If you opted in to receive communications from us, including through, "Find out more" "Contact Us"  “News” or contact@All-Rates.com, we may send you emails and updates with reference to the All-Rates.com Website, and, where permitted by applicable law, information regarding our offer, products and Services, along with publicly available information regarding BHR law. If you no longer want to receive commercial email messages. Then you may contact us either by the “Contact Us” section of All-Rates.com or contact@All-Rates.com indicate your preferences regarding commercial email messages.

Analytics

All-Rates.com use Google Analytics to analyse our users’ use of the All-Rates Website. GoDaddy and Google Analytics provides us with aggregated data in order to help us make informed business decisions. Google, as a third party, controls information collected through Google Analytics and you should check and be comfortable with its privacy practices prior to using the All-Rates Website. You may review information about Google’s privacy practices with respect to Google Analytics at http://www.google.com/analytics/learn/privacy.html.

Data protection officer

In accordance with the General Data Protection Regulations we have nominated a Data Protection Officer to deal with our Data Protection Policies, our processes, our staff training and any data subject issues which may arise.

Changes and updates?

From time to time, All-Rates Ltd may make changes to this Privacy Notice as required. Any changes will be made on this page so please review it periodically. However, in the event that we decide to use your personal information for a different purpose to which it was originally obtained, we will provide further information about its usage before commencing the processing. We will also seek your consent beforehand if appropriate.

We last changed this notice in January 2023.

Your concerns

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance.

If, at the conclusion of our complaints procedure you do not feel that we have adequately dealt with your concern you may make a complaint directly to:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow Cheshire, SK9 5AF

Tel: 0303 123 1113

Or alternatively go online at https://ico.org.uk/concerns/