Privacy Policy

The British Vehicle Rental and Leasing Association is committed to protecting and respecting your privacy. This policy sets out how we will use any personal data that we hold about you.

The data controller is British Vehicle Rental & Leasing Association Ltd, River Lodge, Badminton Court, Amersham, Bucks, HP7 0DD.

Should you have any queries or concerns about the use of your personal data, please contact our communications team by writing to the address above, calling 01494 434747

or emailing .

The BVRLA is keen to ensure that it complies with its obligations under applicable Data Protection legislation and that the privacy of visitors to its website is respected. This policy describes the BVRLA’s current practice with regard to personal data collected by the BVRLA from you directly and/or through the website.

1. ‘BVRLA’, ‘we’ or ‘us’ means the British Vehicle Rental & Leasing Association Limited.

Information you give us
2. Depending on the reason that you have contacted us or we have contacted you we will hold the following information about you:

Information we collect about you
3. When you visit our website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the website, we collect information about the individual web pages that you view, what websites or search terms referred you to our website and information about how you interact with our  website. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:

4. We use Google Analytics to help us understand how our customers use our webs–you can read more about how Google uses your Personal Information here: .  You can also opt-out of Google Analytics here: .

Use of IP Addresses
5. An Internet Protocol (IP) Address is a set of numbers that is automatically assigned to your computer whenever you log onto your internet service provider or through your organisation’s local area network (LAN) or wide are network (WAN). Web servers automatically identify your computer by the IP address assigned to it during your session. We may collect IP addresses for the purposes of systems administration and to audit the use of our website. We do not ordinarily link a user’s IP address to personally identifiable information of that user. Each user’s session will be logged, but the user remains anonymous. However, we may use IP addresses to identify users of our website when we feel it is necessary to enforce compliance with our webssite’s terms of use, or to protect our service, website or other users.

Registration on the website
6. Registration on the website is only available to BVRLA members. If you have registered on our website we will collect personal data including: email address, telephone number, first name, last name and company name to complete the registration process. As part of the registration process we will add you to the BVRLA membership database.  The data is stored within the EU in an encrypted form as part of Dynamics365 which is a cloud-based Microsoft product.
7. You have a right to ask for a copy of your information and to correct any inaccuracies. Please email if you would like to know what if any personal information we hold about you.
8. This information is processed on the basis that it is in your legitimate interest as you have requested registration on our website.
9. We will retain your personal data until we are advised that you no longer wish to be registered on our website.

10. Depending on the reason for holding your data we will use the information we hold for the following purposes:

11. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  1. Your consent. You are able to remove your consent at any time. You can do this by contacting
  2. We have a contractual obligation.
  3. We have a legal obligation.
  4. We have a vital interest.
  5. We need it to perform a public task.
  6. We have a legitimate interest.


12. We will keep your personal information for the purposes set out in this policy and in accordance with the law and relevant regulations. After this period it will be deleted or in some cases anonymised.

13. Where we sought your consent to process your personal information and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent we will delete your personal information.

14. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

15. Where you have registered a complaint against a BVRLA Member, we will store the data provided for this complaint for a maximum of one year from the date of the complaint.


16. The data is stored within the EU in an encrypted form as part of Dynamics365 which is a cloud-based Microsoft product.

17. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

18. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


19. Incoming and outbound calls are recorded.

When a call is recorded, we collect:

20. Occasionally ‘special category’ personal information may be recorded where an individual voluntarily discloses health, religious, ethnicity or criminal information to support their request for advice and/or services.

Call recordings will be used:

21. We may be required or permitted, under Data Protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

22. Recordings are kept securely and confidentially, they will be kept for no longer than 24 hours unless required to be retained for an investigation, legal reasons or a potential safeguarding concern.

23. Where necessary or where we receive your explicit consent or where we have the right to do so, we will share your personal information with selected third parties including:

24. The BVRLA may disclose your personal data if it believes such action is necessary to conform with a legal requirement or comply with legal processes including civil and criminal proceedings, to protect and defend the rights or property of the BVRLA, enforce agreements relating to services we agreed to provide to you, or to protect the interests of our website users.

25. Unfortunately, the transmission of data via the internet is not completely secure. Although we will do our best to protect your personal data we cannot guarantee the security of your data transmitted to our site, and transmission is at your own risk. Once we have received your information we will use strict procedures and security features to prevent unauthorised access.

26. You have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

27. We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

28. Any changes we may make to our privacy policy in the future will be published on this platform and, where appropriate, notified to you by e-mail.

29. The ICO is the government body responsible for enforcing Applicable Data Protection legislation in the UK. Their website is located at

30. For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at or by mail using the details provided below: BVRLA, River Lodge, Badminton Court, Amersham, HP7 0DD, United Kingdom