Thanks for using Cool Motion or visiting one of our websites. This policy explains the what, how, and why of the information we collect when you visit one of our websites, or when you use our Services. It also explains the specific ways we use and disclose that information. We take your privacy extremely seriously, and we never sell lists or email addresses.
Controller of information
Any personal information provided to or gathered by this website and provided and gathered at any one of our franchise locations is controlled primarily by Cool Motion Refrigerated Vehicle Rental Limited, whose registered office is at Unit 1 Aspen Farm Sheep Lane, Woburn, Milton Keynes, England, MK17 9HD.
These definitions should help you understand this policy. When we say “we,” “us,” “our,” and “Cool Motion,” we are referring to Cool Motion Limited t/a Cool Motion Refrigerated Vehicle Rental Limited, a UK Registered Limited Company and/or any of our franchise network
We provide online platforms that you may use to make car rental reservations. We also provide you with the ability to rent cars (the “Services”).
When we say “Account,” We are referring to a customer account.
When we say “you,” we are referring to a person who visits any of our Websites or locations.
“Personal Information” means any information that identifies or can be used to identify you or a Subscriber, directly or indirectly, including, but not limited to, first and last name, date of birth, email address, gender, occupation or other demographic information.
If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact us using the details below.
postal mail or email at:
Attn. Privacy Officer firstname.lastname@example.org
Unit 1 Aspen Farm Sheep Lane, Woburn, Milton Keynes, England, MK17 9HD
(a) Information you voluntarily provide to us: When you make a booking on our website and/or rent a vehicle from one of our locations, consult with our customer service team, send us an email, or communicate with us in any way, you are voluntarily giving us information that we collect. That information may include but is not limited to:
By giving us this information, you consent to this information being collected, used, disclosed, transferred to the United Kingdom and stored by us.
(c) Information from your use of the Service: We may receive information about how and when you use the Services, store it in log files or other types of files associated with your account, and link it to other information we collect about you. This information may include, for example, your IP address, time, date, browser used, and actions you have taken within the application. This type of information helps us to improve our Services for both you and for all of our users.
(e) Web beacons: We use web beacons on our Websites and in our emails. When we send emails to you, we may track behaviour such as who opened the emails and who clicked the links. This allows us to measure the performance of our email campaigns. To do this, we include single pixel gifs, also called web beacons, in emails we send. Web beacons allow us to collect information about when you open the email, your IP address, your browser or email client type, and other similar details.
(f) Information from the use of our Mobile Apps: When you use our mobile apps, we may collect certain information in addition to information described elsewhere in this Policy. For example, we may collect information about the type of device and operating system you use. We may ask you if you want to receive push notifications about activity in your account. If you have opted in to these notifications and no longer want to receive them, you may turn them off through your operating system. We do not ask for, access or track any location-based information from your mobile device at any time while downloading or using our Mobile Apps or Services. We may use mobile analytics software (such as XYZ) to better understand how people use our application. We may collect information about how often you use the application and other performance data.
We may use and disclose Personal Information only for the following purposes:
(b) To send you informational and promotional content in accordance with your marketing preferences. You can stop receiving our promotional emails by following the unsubscribe instructions included in every email.
(c) To contact you about your rental This includes sending you emails asking you to rate the service you received. Based on your response, we may contact you to address this.
(d) To bill and collect money owed to us. This includes sending you emails, invoices, receipts, notices of delinquency, and alerting you if we need a different credit card number. We use third parties for secure credit card transaction processing, and we send billing information to those third parties to process your orders and credit card payments. We may need to verify who paid for a reservation and as the cardholder name and last 4 digits of the card may be printed on documentation used for verification. To learn more about the steps we take to safeguard that data, see Section 9 below.
(f) To communicate with our you about your account and provide customer support.
(g) To protect the rights and safety of you and third parties, as well as our own.
(h) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
(i) To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.
(j) To prosecute and defend a court, arbitration, or similar legal proceeding.
(k) To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.
(l) To provide, support, and improve the Services we offer. This includes our use of the data that you provide us in order to enable you to use the services. This also includes, for example, aggregating information from your use of the Services or visit to our Websites and sharing this information with third parties to improve our Services. When we do have to share Personal Information with third parties, we take steps to protect your information by requiring these third parties to enter into a contract with us that requires them to use the Personal Information we transfer to them in a manner that is consistent with this policy.
We may disclose Personal Information to the following types of third parties for the purposes described in this policy:
(a) Service Providers. Sometimes, we share your information with our third party Service Providers, who help us provide and support our Services. For example, if we send you an email or text message relating to our services then we may share your Personal Information with a Service Provider for that purpose. Just like with the other third parties we work with, these third party Service Providers enter into a contract that requires them to use your Personal Information only for the provision of services to us and in a manner that is consistent with this policy. Examples of Service Providers include payment processors, hosting services and content delivery services.
If a security breach causes an unauthorized intrusion into our system that materially affects you or people on your Distribution Lists, then Cool Motion will notify you as soon as possible and later report the action we took in response.
The security of your personal information is important to us. When you enter sensitive information (such as your payment card number) during any registration or booking process, we encrypt that information using secure socket layer technology (SSL).
We follow generally accepted industry standards to protect the personally identifiable information and personal data submitted to us, both during transmission and once we receive it. No method of transmission over the Internet or method of electronic storage is 100% secure; therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
With this in mind we would ask you not to enter any payment card number into fields on our websites, unless that the field is specifically marked for that purpose.
We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
Our credit card processing vendor uses security measures to protect your information both during the transaction and after it is complete. Our vendor is certified as compliant with card association security initiatives, including the Visa Cardholder Information Security and Compliance (CISP), MasterCard® (SDP), and Discovery Information Security and Compliance (DISC). We also perform annual SOC II audits. If you have any questions about the security of your Personal Information, you may contact us at email@example.com
Cool Motion accounts require a username and password to log in. You must keep your username and password secure, and never disclose it to a third party. Because the information in your account is so sensitive, account passwords are encrypted, which means we cannot see your passwords. We cannot resend forgotten passwords either. We will only reset them.
We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. Upon request, we will provide you with information about whether we hold, or process on behalf of a third party, any of your Personal Information. We will retain your information for as long as your account is active or as long as needed to provide you with our Services. We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our Agreements.
We will give you access to any Personal Information we hold about them within 30 days of any request for that information. You may request to access, correct, amend or delete information we hold about you by emailing – firstname.lastname@example.org, we may ask you to provide us with further data so we can confirm your identity. Unless it is prohibited by law, we will remove any Personal Information about an individual, either you or a Subscriber, from our servers at your or their request. There is no charge for an individual to access or update their Personal Information.