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Privacy Policy

HARPER HORSEBOX HIRE - PRIVACY POLICY                                                                

Harper Equestrian Services Limited trading as Harper Horsebox Hire- Company number SC839707                                                                                                                                                                  . 

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.  

Contact detail 

We are Harper Equestrian Services Limited trading as Harper Horsebox Hire.  Our registered office address is 5 South Charlotte Street, Edinburgh, EH2 4AN. Please use our email address for all correspondence- [email protected] 

What information we collect, use, and why 

We collect or use the following information in order to provide our services (including conducting ID, health and Drivers licence checks to meet insurance requirements), operate our customer accounts, prevent and detect fraud, market our business and comply with any requests for data from regulatory authorities or statutory reporting requirements.  

  • Name and contact details, including address, email and telephone numbers 
  • Date of birth 
  • Health status regarding any conditions affecting your ability to drive 
  • Payment details (including card or bank information for transfers and direct debits) 
  • Account information including registration details 
  • Website user information (including user journeys and cookie tracking) 
  • Identification documents 
  • Financial transaction information 
  • Purchase history 
  • Correspondence 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.  
  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.  
  • Your right to erasure - You have the right to ask us to delete your personal information.  
  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. 
  • Your right to object to processing - You have the right to object to the processing of your personal data.  
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.  
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.  

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for collecting or using personal information are: 

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

How we collect your personal information 

  • Directly from you  
  • From a third party with your consent, e.g. DVLA, our insurance brokers or payment service providers 
  • Via our IT systems, e.g. our vehicle tracking software 
  • Publicly available sources 

How long we keep information 

We will not keep your personal information longer than is required. For company record keeping purposes  we are required by law to keep certain documents, like signed agreements and financial transaction information for up to 7 years.    

Who we share information with 

We share your information with our insurance company, rental software and payment service providers in order to be able to process your bookings. 

Others we share personal information with 

  • Professional or legal advisors 
  • Relevant regulatory or fraud and financial investigation authorities 
  • External auditors or inspectors 
  • Organisations we’re legally obliged to share personal information with 

Keeping your personal data secure 

We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address is:            

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

Last updated 

Policy last updated April 2025