Privacy Statement

How Minster Self Drive Limited handles your personal data and your rights under UK GDPR. Last updated April 2026.

Who We Are

Minster Self Drive Limited (company number 05538018) is the data controller for the personal data collected through this website. Our registered address is Minster Self Drive, Old Station Road, South Bank, Middlesbrough, TS6 6AD. You can reach us at any of our five branches, contact details are at the bottom of this page.

What Data We Collect

We only collect personal data that you voluntarily provide to us, plus a very small amount of technical data needed to serve the site. Specifically:

  1. Quote request form, when you request a quote on our website we collect your name, email address, phone number, pick-up location, hire dates and any additional notes you include. Your submission is stored securely in the UK and is also sent by email to our enquiries team so we can respond. Alongside the form fields we record basic request metadata (IP address, user agent, country) so we can investigate misuse or spam.
  2. Online booking search, when you use the search panel on our Book Online page to look up availability, we log the search itself (branch, vehicle type, pick-up and return dates, driver age and the same request metadata as above). This helps us understand demand across our branches. The search log does not contain your name, email or payment details.
  3. Online booking, our online booking system is operated by ProHire on our behalf. If you complete a booking there, the data you enter (driver details, payment information, hire dates) is collected and processed by ProHire under a written processor agreement. See the "Third Parties" section below.
  4. Telephone and email enquiries, if you call or email one of our branches we keep a record of the enquiry and any details needed to quote, service your hire or respond to you.
  5. Website technical data, our hosting provider records basic request metadata (IP address, user agent, request time, page requested) for a short period for security and reliability purposes. We do not use Google Analytics, Facebook Pixel, or any other advertising or behavioural tracking tools.

How We Use Your Data and Our Lawful Basis

  1. To respond to your quote or enquiry, lawful basis: your request (pre-contract steps under UK GDPR Article 6(1)(b)).
  2. To operate and fulfil a vehicle hire agreement, lawful basis: performance of a contract (Article 6(1)(b)).
  3. To meet our legal obligations, for example keeping accounting records or responding to lawful requests from the Police or DVLA. Lawful basis: legal obligation (Article 6(1)(c)).
  4. To keep our website, booking system and branches secure, lawful basis: legitimate interests (Article 6(1)(f)) in preventing fraud, misuse and abuse.

We do not use your data for marketing, profiling, automated decision-making or advertising.

Third Parties Who Process Your Data

We share data only with service providers who help us run the business. These are our current processors:

  1. ProHire, operates our online booking platform and handles booking data and card payments.
  2. Our website hosting provider, hosts the website, provides security and performance, and stores our quote submissions and booking search logs in the UK.
  3. Our email provider, enquiries sent via the quote form are delivered to the relevant branch mailbox at minsterselfdrive.co.uk. Email is stored on our provider's servers for the period set out below.
  4. Our insurer and the DVLA, when you hire a vehicle we verify driving licence details with the DVLA and share information with our motor insurer as required.
  5. Law enforcement and regulators, where required by law (for example traffic offences or fraud investigations).

We do not sell your data and we do not transfer it outside the UK other than incidental routing by our hosting provider, which is covered by appropriate safeguards.

How Long We Keep Your Data

  1. Quote enquiries that do not turn into a booking are kept for up to 12 months and then deleted.
  2. Booking search logs (branch, vehicle type, dates, request metadata) are kept for up to 12 months for demand analysis and then deleted.
  3. Completed hire agreements and related records are kept for 7 years to meet HMRC and accounting requirements.
  4. Accident, damage or insurance records are kept for as long as required by our insurer and, where relevant, the limitation period for any claim.
  5. Website server logs are retained by our hosting provider for a short period (typically days to weeks) and then deleted.

Your Rights

Under UK GDPR you have the right to:

  1. Ask for a copy of the personal data we hold about you (right of access).
  2. Ask us to correct any inaccurate or incomplete data (right to rectification).
  3. Ask us to delete your data where there is no continuing lawful reason for us to keep it (right to erasure).
  4. Ask us to restrict or object to our processing.
  5. Ask for your data to be provided to you or another controller in a machine-readable format (right to data portability), where technically feasible.
  6. Withdraw consent at any time, where we are relying on consent.

To exercise any of these rights please contact any of our branches using the details below.

Complaints

If you are unhappy with how we have handled your personal data you can complain to the UK Information Commissioner's Office (ICO) at ico.org.uk, by phone on 0303 123 1113, or by post at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. We would of course appreciate the chance to put things right first.

Cookies

This site uses a small number of cookies. Details are in our separate Cookies Policy.

Changes to This Statement

We may update this statement from time to time. The "last updated" date at the top of this page will change when we do.

Contact Us

You can contact any of our branches to exercise your rights, ask a question about this statement, or raise a concern:

York: 01904 644 333

Middlesbrough: 01642 468 554

Newcastle: 0191 488 8700

Sunderland: 0191 565 5544

Wakefield: 01924 366 366

Minster Self Drive Limited, Old Station Road, South Bank, Middlesbrough, TS6 6AD. Company No. 05538018.