Privacy Policy – EU Members

Effective Date: April 18, 2025

This Privacy Policy explains how Higher Concept Software Ltd T/A Point of Rental Software (“we,” “us,” or “our”) collects, uses, stores, and protects your personal data as defined under the General Data Protection Regulation (GDPR). This policy applies to residents of the European Union and aligns with GDPR obligations for lawful, fair, and transparent data processing.

1. Who We Are

Point of Rental Software is an international software company created for the hire industry. We serve thousands of customers in the UK, EU, and globally in industries such as tool hire, crane hire, event hire, and construction. We maintain support offices in the USA, Australia, and the United Kingdom, providing 24/7 support.

2. Data Controller

The data controller is: Higher Concept Software Ltd T/A Point of Rental Software
Registered in England and Wales (Company No. 10253119)
Registered Office: Ground Floor (Unit 1), Pennant House, Napier Court, Napier Road, Reading, Berkshire RG1 8BW

3. What Personal Data We Collect

We collect personal data when you:

• Visit our website
• Register, book a demo, or place an order
• Submit forms via WPForms, Calendly, or Chili Piper
• Engage with marketing campaigns (Google, Facebook, Bing, etc.)
• Interact with us via email, phone, or in person

We may collect:

• Name, email address, phone number
• Job title, company name, location
• Payment details (processed via third-party gateway)
• Request or support-related details
• Recruitment data (CV, cover letter, qualifications)

4. Legal Basis for Processing

We process your data based on:

• Consent – e.g., for email marketing
• Contractual obligation – to provide you with services and demos
• Legal obligation – for tax, accounting, and compliance
• Legitimate interests – e.g., improving our services, fraud prevention

5. Use of Personal Data

We use your data to:

• Deliver requested services or products
• Provide demos, invoices, and quotations
• Respond to your inquiries and feedback
• Send relevant updates and marketing content (with opt-out options)
• Recruit and evaluate job candidates
• Improve our website and user experience

6. Data Protection and Security

We maintain robust security measures:

• Encrypted data transfers (SSL)
• Controlled server access
• Secure environments for processing and storing data
• Industry-standard antivirus and firewall protection

Credit card information is encrypted and transmitted securely to our payment processor. We do not store credit card details on our servers.

7. Cookies and Tracking Technologies

We use cookies and tools such as:

• Google Analytics 4
• Microsoft Clarity
• Facebook Pixel, Google Ads, Bing Ads, Capterra
• Mida.so (optimization)
• Pardot (marketing automation)

These help us improve site performance and analyze visitor behavior. You can manage cookie consent through our website or browser settings.

8. Your Rights Under GDPR

You have the right to:

• Be informed about data collection (via this Privacy Policy)
• Access the data we hold about you
• Rectify incorrect or incomplete data
• Request erasure of your personal data
• Restrict or object to processing
• Data portability to another controller
• Object to automated decision-making or profiling

To exercise any of your rights, email: [email protected]. You may be asked to verify your identity.

If your request is denied, we will provide a reason and explain your right to challenge the decision.

9. Data Sharing

We do not sell or trade your personal data.

We may share data with:

• Affiliated offices in the USA and Australia (under Data Processing Agreements)
• Trusted service providers who support our website, marketing, analytics, or services
• Authorities, when required by law or to protect legal rights

All transfers are compliant with GDPR and our internal data processing policies.

10. International Data Transfers

We may transfer data to countries outside the EEA (e.g., USA or Australia) to support contract execution or improve service delivery. These transfers are made using:

• Standard Contractual Clauses (SCCs)
• Binding corporate rules
• Other appropriate safeguards as per GDPR requirements

11. Data Retention

We retain data only for as long as necessary for:

• Delivering services
• Meeting legal, contractual, or tax obligations (e.g., 6 years for financial records)

If you wish to view our data retention schedule, please email: [email protected]

12. Third-Party Links

Our site may link to third-party websites. These sites have independent privacy policies. We are not responsible for their content or privacy practices and recommend reviewing their policies before sharing personal data.

13. Changes to This Privacy Policy

We may update this policy to stay compliant with legal and operational standards. Material changes will be communicated via our website. We encourage periodic review of this page.

14. Complaints

If you wish to make a complaint about how we handle your personal data:

Contact:
General Manager
Point of Rental Software
Ground Floor (Unit 1), Pennant House, Napier Court, Napier Road, Reading, Berkshire RG1 8BW
Phone: +44 (0) 118 956 9577
Email: [email protected]

If unresolved, contact the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
Phone: +44 (0) 303 123 1113
Online: https://ico.org.uk/global/contact-us/email/