Personal Data Privacy Policy
We Respect Your Privacy
At «Theofanidis Rentals IKE» from now on, the company, we, our or us, we respect your privacy. We have implemented this privacy policy and cookie policy to explain our data collection and use practices. You can learn more in the sections below.
Information Collected About You
You may provide us with certain information in connection with a transaction or in your interactions with our websites and at our locations. We collect the following types of personal information from you:
- Your name, contact information, date of birth, driving licence number and expiration date and emergency contact information.
- Vehicle rental information, including the location of where the vehicle is rented, date of rental, type of rental and your preferences.
- Your credit card details, the company rewards information, online user account details, membership/corporate ID numbers, passport information and frequent flyer or travel partner affiliations.
- Information you provide regarding your marketing preferences or in the course of participating in surveys or promotional offers.
- Photographs you submit of you and your driving licence or your receipts through camera features available on some of our mobile applications and websites.
- Information about relevant health conditions you have that assist us in providing you with adaptive driving devices and vehicles.
- Financial information needed to facilitate the purchase or rental of a vehicle.
Third parties provide us with additional information about you, including:
- Referral Sources, such as third party online booking sites (who provide us general contact information and a booking confirmation number to facilitate the rental), your employer (general contact information) and your insurance provider (general contact and policy information).
- Hotel, airline and membership clubs, who provide us your general contact information and booking information.
- Credit reporting agencies, who, for fraud prevention purposes, provide us with identity-related information.
- Franchisees, who provide us information regarding your rental transactions.
- Service Providers, such as customer support (customer service-related information and enquiries made by you), customer survey providers (your response to our customer service surveys) and marketing providers (information to assist us to better communicate our products and services).
Vehicle Operation and Location Data
Our vehicles may be equipped with a vehicle telematics system / GPS (Telematics System). Some or all Telematics System functionality will be active during rental periods.
Telematics Systems provide us with use of, disclosure of or access to
1. location information,
2. crash notification and related crash data,
3. operational condition, mileage, diagnostic and performance reporting of vehicles and
4. driver behavioural information (Telematics Data), as permitted by law.
Use of the Telematics System is subject to the terms and conditions and privacy policy posted by the applicable Telematics Systems provider and/or vehicle manufacturer , which may include system and service limitations, warranty exclusions, limitations of liability, wireless service provider terms, privacy practices, descriptions of use and sharing of information and user responsibilities.
We are not responsible for any data that is left in the vehicle as a result of your use. We cannot guarantee the privacy or confidentiality of such information and you must wipe it before you return the vehicle to us.
We do not use this information to specifically locate you for any reason other than to provide you the service.
Telematics Data will be shared with emergency service providers, others who assist in responding to an accident, telematics service operators or those with whom we have a legal or contractual obligation to provide such data.
Childrens Privacy
Our websites and online marketing are not directed to, and the company does not knowingly collect personal information from, children under the age of 18 or your countrys age of minority. However, if you believe your child has given us personal information and want to notify us to delete them, please contact us using the information at the bottom of this page.
COOKIE POLICY
This policy was last updated on May 25, 2018.
Cookies allow a website to remember your preferences, improve the user experience and tailor the adverts you see to those that are most relevant to you. Cookies are sent back to the originating site on each subsequent visit or to another site that recognises the cookie.
We also use other forms of technology which serve a similar purpose to cookies and which allow us to monitor and improve our sites and apps. We use these in connection with cookies to help operate our websites and emails and collect information about online activity. When we talk about cookies in this Policy, this term includes these similar technologies.
Why do we use cookies?
We use cookies for three purposes:
1. To provide you with the service you requested with a more personalized approach.
2. Analyze and improve your browsing experience in general by solving any problems.
3. To show ads related to your interests.
For more information on cookies and how to manage them from your browser please advise your browser’s help files.
How We Use Information About You
We use the information we collect from you or about you to provide you with our services and for the following purposes:
- Where it is necessary for us to enter into a contract with you and provide services to you for the duration of the contract, including
- To assist the transactions that you request, such as reserving, renting, purchasing or leasing motor vehicles.
- To provide customer service related to your interactions with us or to respond to your enquiry.
- To enrol you in our loyalty programmes and send non-promotional information relating to your ongoing membership of these programmes.
- Where necessary for us to comply with a legal obligation, including
- To share information about your vehicles location with emergency services in the event that you are involved in a road accident.
- To share information with government and regulatory authorities when required by law or in response to legal process, obligation or request.
- Where it is necessary for our legitimate interests, as listed below, and where our interests are not overridden by your data protection rights, including
- To communicate important information about your rental, such as arrival and return alerts. These communications, which are transactional in nature, will be sent to you via email or SMS.
- To assist us in providing better products and services: for example, to evaluate the performance of our staff, to assess the quality of products and services received and to help us improve our websites, facilities and services.
- To compile statistics and analysis about our customers use of our websites, products and services. These statistics are used only to enable us to provide better customer service, products, features and functionality to you and other customers in the future.
- To develop a profile of you and your interactions with us so that we can provide tailored offers, opportunities and services that may be of interest to you.
- To protect our legal rights and manage the security of our networks and property. For example, we will use CCTV to ensure the security of our premises and we maintain Do Not Rent lists of customers that are non-payment or safety risks.
- To share your information with third parties in order to prevent fraud and protect our business interests and rights, privacy, safety and property or that of the public. We will do this to collect unpaid bills, to avoid liability for penalties you incur (e.g. fixed penalty notices for driving offences) and for claims processing purposes.
- To share your information with third parties in order to permit us to pursue available remedies or limit damage that we may sustain and to enforce the terms of any rental agreement or our websites terms and conditions. We will also disclose your information to third parties if the rights of another individual may be violated.
- To enable us to use telematics (e.g. for the purposes of tracking mileage and location in the event of theft and to alert us if the telematics systems has been removed or tampered with).
- Where you have given consent, including
- To assist us in providing you with the most appropriate vehicles, such as those with adaptive driving devices. In some cases, this will require us to infer or explicitly collect information about your health or physical condition.
- To send you certain promotional or targeted marketing communications, opportunities and services that may be of interest to you. These will include invitations to join our loyalty programmes, upgrade announcements, electronic newsletters and communications regarding an incomplete online membership form or reservation. Some of these offers will be received in advertising on non- company sites, including on social media.
- To send you text messages in order to provide you with time sensitive communications related to your transaction (e.g., construction delay at airport branch), extended rental opportunities, customer experience surveys, marketing promotions such as coupons, discounts, last-minute specials or loyalty and rewards information.
Retention of Your Personal Information
We retain your personal information for as long as we need to fulfil our business purposes, as set out below:
- Marketing purposes: We keep data linked to cookies and other online identifiers for up to three years. We keep other marketing information, such as email subscription and loyalty enrolment data for up to 7 years after your last interaction with us.
- Rental transactions: We keep the data associated with your rental agreement for up to 7 years from the date of the rental, subject to other local legal requirements. We keep records of payments you have made for 2 years from the date of the transaction (depending on the location of the rental).
- Customer service related queries: We keep general queries for 3 years, unless you make a complaint, in which case, we keep complaints data for 7 years.
- Disputes & law enforcement: If we are involved in litigation or a governmental or regulatory investigation, then we keep data throughout the period of litigation or investigation and for 5 years after that. If a settlement means that we have to keep data for longer, then we keep data for the period required to administer the settlement. If we provide data to law enforcement agencies, then we keep a record of this for one year beyond the end of the investigation.
Who We Share Information With
- Our Service Providers And Business Partners
We will share your information with third parties, such as :
1. payment, administrative and technical support providers or our insurance replacement, corporate rental or other customers or partners to facilitate the rental transaction and rewards programs with company group members,
2. companies who conduct customer research or satisfaction surveys on our behalf,
3. communication providers that send email and other marketing and service-related communications to you on our behalf,
4. customer support providers, such as the provider of our live chat feature, in order to provide customer service to you,
5. debt collection providers,
6. claims processors, and
7. our advertising and marketing partners and third-party media properties, including social media sites, with whom we share aggregated or de-identified information about our customers, to allow them to send targeted advertising messages on our behalf, to analyse, enhance and manage our data, conduct mobile analytics services and to maintain and improve our services (subject to confidentiality agreements as appropriate).
- Government Authorities
Your personal information may also be shared with government authorities as outlined above.
- Sale, Merger or Change in Control
Your information may also be transferred to another company in the event of a transfer, change of ownership, reorganisation or assignment of all or part of the company businesses or assets. This will occur if the parties have entered into an agreement under which the collection, use and disclosure of the information is limited to those purposes of the business transaction, including a determination whether or not to proceed with the business transaction. You will be notified via email or prominent notice on our websites for thirty (30) days of any such change in ownership or control of your personal information or as otherwise may be required or permitted by law.
- Testimonials
We may post customer testimonials on our websites which may contain personal information. We use a third-party provider to manage this process. This provider is responsible for obtaining your consent as necessary, removing content upon your request and answering any questions you may have.
Your Rights
Other rights you have may include:
1) asking for a copy of your personal information,
2) to correct it,
3) to erase certain categories or types of information,
4) to restrict certain processing,
5) to obtain the information you provide in a structured, machine readable format and
6) to transfer some of this information to other organisations.
You have the right to object to the processing of personal information on the basis of our legitimate interests. Where we have asked for your consent to process information, you have the right to withdraw this consent at any time.
You can exercise these rights by requesting via email at customercare@hellenicrentals.gr using the form provided. We will respond to your request within 30 days or as required by local law.
You have the right to lodge a complaint with a supervisory authority regarding our processing of your personal information and/or how we have responded to or handled any concern you have raised with us.
We reserve the right not to allow access to your information or to limit your rights (e.g. if such disclosure is prohibited by law or if the rights of another individual might be violated). In some instances, this may mean that we are able to retain your personal information even if you withdraw your consent.
Marketing Preferences
You have the right to object to direct marketing as well as profiling we perform for the purposes of direct marketing. You will be able to opt out of direct marketing communications from the company and our subsidiaries, affiliate and Franchisees by following the instructions in each communication you receive.
You may also contact us directly using the information at the bottom of this page.
You can opt out of display ads you see on non-company sites by clicking on ad choices icon in the ad or through the privacy settings on the site.
Changes To These Policies
As necessary, we will update our Privacy Policy and Cookie Policy to reflect changes in our privacy practices.
If we make any material changes, we will notify you by email (sent to the email address specified in your account) or by means of a notice on this site or as otherwise may be required or permitted by law, prior to the change becoming effective.
We encourage you to periodically review this site for the latest information on our privacy practices.
Contacting Us
If you have any questions or comments, or if you would like to update, delete or change any personal information we hold or have any concerns about how we have dealt with any privacy issue, please contact us using the information below.
Post to:
Hellenic Rentals
Privacy Officer
Theofanidis Iordanis, K28, Port Market, Volos, 38334 , Hellas.“
Or email to:
customercare @hellenicrentals.gr
