Privacy Policy
Effective Date: August 2026
1. Introduction & Who We Are
This Privacy Policy (“Policy”) describes how Open Road Access (ORA) Ltd trading as Open Road Access
(“ORA,” “we,” “us,” or “our”) collects, uses, shares, and protects your personal information when you visit
or interact with our website,
www.openroadaccess.co.uk
(“Website”), and when you apply for or use our vehicle hire services.
We are the “data controller” for the personal data described in this Policy. Our details are:
- Registered company name: Open Road Access (ORA) Ltd
- Company registration number: 16151425
- Registered address:201 Borough High Street, London, England, SE1 1JA
- ICO registration number: ZB933632
- Data protection contact:
info@openroadaccess.co.uk
We are committed to safeguarding your privacy and processing your personal data in a transparent,
lawful, and secure manner. This Policy tells you what we collect and why; it is provided for your
information and does not, by itself, ask for your agreement. Where we rely on your consent for a
specific activity, such as marketing or non-essential cookies, we ask for that consent separately.
2. Information We Collect
2.1 Information You Provide to Us Directly
- Name
- Email address
- Phone number
- Payment details processed via our third-party payment processor
- Driver licence information
- Other information provided through web forms, emails, or calls
2.2 Information Obtained to Assess Eligibility
To assess your eligibility to drive a hire vehicle, driving licence information — including
endorsements, entitlements, and restrictions — is obtained from the DVLA through our provider,
Licence Check Ltd, with your authorisation.
This data is held by Licence Check Ltd on its checking platform. We access it to make an eligibility
decision and do not store it in our own systems. Please see
Section 7: Data Retention.
2.3 Information Collected Automatically
- IP address
- Browser and device type
- Operating system
- Pages visited and browsing behaviour
- Referring site
- Cookies and tracking pixels. Please see
Section 6: Cookies and Tracking Technologies.
2.4 Driving Endorsements and Offence Data
Information about driving licence endorsements, penalty points, disqualifications, or motoring
convictions is treated as “criminal offence data” under Article 10 of the UK GDPR and the Data
Protection Act 2018, which carries additional protection.
We only collect and use this data where it is necessary to assess your eligibility to drive a hire
vehicle and to meet insurance and safety requirements.
We rely on the substantial public interest or statutory condition set out in Schedule 1 of the Data
Protection Act 2018 for this processing, and we maintain an appropriate policy document and
additional safeguards as required.
This data is subject to strict access controls and is retained only for as long as needed for the
purpose described.
3. Legal Basis for Processing Under the UK GDPR
We process your personal data on one or more of the following legal bases:
- Contract:
To take steps at your request before entering into a hire agreement, including verifying eligibility
to drive, and to fulfil bookings and provide the services you request. - Legal obligation:
To comply with legal and regulatory requirements, including insurance validation and record-keeping. - Legitimate interests:
To operate and improve our services, prevent fraud, ensure driver and vehicle safety, and manage our
business, provided your rights do not override these interests. - Consent:
For marketing communications and non-essential cookies. You may withdraw consent at any time without
affecting the lawfulness of processing carried out before withdrawal.
For driving endorsement and offence data specifically, we additionally rely on a condition in Schedule 1
of the Data Protection Act 2018, as described in
Section 2.4.
4. How We Use Your Information
Your information may be used to:
- Operate and maintain our Website and services
- Respond to enquiries or customer support requests
- Assess eligibility to drive and process hire applications
- Process bookings and payments
- Track and manage vehicle hire agreements
- Improve our services and customer experience
- Conduct marketing and performance analysis with your consent
- Comply with legal and regulatory obligations
7. Data Retention
We only retain personal data for as long as necessary to fulfil the purposes set out in this Policy, or
to comply with legal, insurance, accounting, or regulatory obligations.
When determining retention periods, we consider the nature of the data, the purpose for which it is
held, and any legal requirement to retain it.
Driving Licence and Eligibility Data
We do not store your driving licence, endorsement, or offence data in our own systems. This information
is obtained from the DVLA through our provider, Licence Check Ltd, and is held by Licence Check Ltd on
its checking platform.
We will have access to the licence details as originally collected for up to three months following
the end of your hire. After this time, they will also be deleted from Licence Check Ltd’s platform,
unless we are required to retain access for longer to deal with an insurance claim, dispute, or legal
or regulatory matter.
Where longer access is required, the data will be kept only for as long as that matter requires.
Your authorisation for us to obtain updated licence information from the DVLA through Licence Check Ltd
applies only while you have an active agreement with us and ends when that agreement ends. We will not
request new licence data afterwards.
Other Retention Periods
- Eligibility check records:
We retain a minimal record confirming that a valid eligibility check was carried out, and its outcome,
for seven years for insurance and audit purposes. This record does not include the underlying
endorsement or offence details. - Hire agreement and payment records:
Seven years. - Enquiry and marketing data:
For example, until you unsubscribe or after a defined period of inactivity.
After the applicable retention period, data is securely deleted or anonymised.
8. Your Rights Under UK Data Protection Law
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request deletion of your personal data, also known as the “right to be forgotten”
- Object to or request restriction of certain processing activities
- Withdraw consent at any time where processing is based on consent
- Request a copy of your data in a portable format
- Lodge a complaint with the Information Commissioner’s Office
To exercise any of these rights, please contact us at
info@openroadaccess.co.uk.
You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how
we have handled your personal data. You can visit the
Information Commissioner’s Office website
We encourage you to contact us first so that we can try to resolve the matter.
9. Data Security
We use appropriate technical and organisational measures to protect your personal data against
unauthorised access, disclosure, loss, or misuse.
These measures include:
- Access controls
- Encryption in transit
- Contractual safeguards with our processors
However, no method of transmission over the internet is completely secure, and we cannot guarantee
absolute security.
10. Children’s Privacy
Our services are not directed to children under 13, and we do not knowingly collect personal information
from children under 13.
Our vehicle hire services are only available to licensed adult drivers.
11. Third-Party Links
Our Website may contain links to third-party websites. We are not responsible for the content or privacy
practices of those sites.
Please review the privacy policies of those websites before providing any personal data.
12. Changes to This Privacy Policy
We may update this Policy from time to time. Any changes will be published on this page with an updated
effective date.
Where changes are significant, we will take reasonable steps to bring them to your attention.
13. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
Email:
info@openroadaccess.co.uk
Postal address:
Open Road Access (ORA) Ltd
201 Borough High Street
London
England
SE1 1JA