Policies
Privacy Policy
PR Data Protection Policy
Effective Date: 20/04/2024
At Bike Box Hire UK, we are committed to protecting and respecting your privacy. This GDPR Data Protection Policy outlines how we collect, use, store, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. By using our services, you consent to the practices described in this policy.
1. Who We Are
Bike Box Hire UK is a Bike Box Rental service that provides Bike Box Alan(s) for people to take their bike to a destination of choice. Our registered business address is Kennetts Cottage, Cheriton, Alresford, SO24 0PX.
For the purposes of data protection, we are the data controller. This means we are responsible for deciding how we hold and use personal data.
2. Information We Collect
We collect and process the following types of personal data to provide our rental services and manage our relationship with you:
Personal Identification Information: Name, contact details (email, phone number), date of birth, gender and address.
Rental and Payment Information: Details of rental agreements, payment history, bank account information, and transaction records.
Communication Data: Any correspondence with us, including inquiries, feedback, and customer service interactions.
Identification Information: Passport number, driver's license, or other identification as required for rental services.
3. How We Use Your Data
We use your personal data for the following purposes:
To fulfil rental agreements: To provide the requested rental services and communicate with you regarding booking confirmations, cancellations, or modifications.
To process payments: To process payments and manage invoices, billing, and financial records.
To comply with legal obligations: To comply with applicable legal requirements (e.g., tax reporting, identity verification).
For customer support: To respond to your inquiries, complaints, or feedback.
For marketing and promotions: To send you updates, offers, and promotional materials if you have opted in to receive such communications (you can opt out at any time).
4. Legal Basis for Processing Personal Data
Under the GDPR, we rely on the following legal bases for processing your personal data:
Contractual necessity: To enter into or perform a contract with you (e.g., rental agreements, payment processing).
Legal obligation: To comply with laws or regulations (e.g., tax reporting, identity verification).
Legitimate interest: To ensure the efficient running of our business (e.g., customer support, marketing communications, fraud prevention).
Consent: Where necessary, we will ask for your explicit consent for specific processing activities (e.g., receiving marketing communications).
5. Data Sharing and Transfers
We may share your personal data with third parties in the following circumstances:
Service Providers: We may share data with third-party service providers who assist us in providing rental services (e.g., payment processors, IT support, marketing services, courier services).
Legal and Regulatory Bodies: We may disclose your personal data to government agencies, regulators, or law enforcement if required by law.
Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred to the new owner.
We do not share your personal data with any third party for marketing purposes without your explicit consent.
6. Data Retention
We will retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, including to comply with legal, accounting, or reporting requirements. The retention period depends on the nature of the data and the specific service provided. For example:
Rental agreements and related data: Retained for 1 year after the completion of the rental period.
Payment and financial records: Retained for a minimum of 1 years to comply with tax and financial regulations.
Marketing preferences: Retained until you withdraw your consent or opt-out.
7. Your Rights Under GDPR
You have the following rights regarding your personal data:
Right to Access: You have the right to request a copy of the personal data we hold about you.
Right to Rectification: You have the right to request correction of any inaccurate or incomplete data we hold.
Right to Erasure ("Right to be Forgotten"): You can request that we delete your personal data, subject to certain conditions.
Right to Restrict Processing: You can request the restriction of processing your personal data in certain circumstances.
Right to Data Portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.
Right to Object: You can object to the processing of your personal data for certain purposes, including direct marketing.
Right to Withdraw Consent: If we process your data based on consent, you have the right to withdraw your consent at any time.
To exercise any of these rights, please contact us at hello@bikeboxhireuk.co.uk.
8. Security of Your Data
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, and destruction. These measures include encryption, secure storage, and restricted access to personal data.
However, no system is completely secure, and we cannot guarantee the security of your data transmitted to us over the internet.
9. Changes to This Policy
We may update this policy from time to time. Any changes will be communicated via email or posted on our website, and the updated policy will be effective as of the date posted. Please review this policy periodically to stay informed about how we are protecting your data.
10. Contact Us
If you have any questions or concerns about this policy or how we handle your personal data, please contact us at:
Email: hello@bikeboxhireuk.co.uk
Phone: +44 7468 311681
Address: Kennetts Cottage, Cheriton, Alresford, Hampshire, SO24 0PX
Cancellation Policy
Bike Box Hire UK - Cancellation Policy
Effective Date: 20/04/2024
At Bike Box Hire UK we understand that plans can change. This cancellation policy explains how we handle cancellations for bookings made with us. By booking with us, you agree to abide by the terms set forth in this policy.
1. General Cancellation Terms
Our cancellation policy is designed to ensure fairness to both our customers and our business operations. Depending on the type of rental and the timing of the cancellation, different terms may apply.
Cancellation Requests: All cancellation requests must be submitted in writing via email at hello@bikeboxhireuk.co.uk or through our booking platform.
Cancellation Date: Cancellations are based on the date we receive your cancellation request, not the date you request to cancel.
2. Cancellation Periods and Fees
The following cancellation periods and fees apply to all rental bookings unless otherwise specified:
More than 14 days before the rental date: Full refund of any deposit or prepayment made.
Less than 14 days before the rental date: No refund available.
3. Modifications to Bookings
If you need to modify your booking (e.g., change the rental dates or the property), please contact us as soon as possible. We will do our best to accommodate your request, subject to availability. If a modification results in a reduced rental period or altered rates, the cancellation terms outlined above will apply.
Modification Fees: Depending on the nature of the change, additional fees may apply, and any rate differences will be calculated and communicated to you.
Date Changes: Changes made within 14 days of the rental start date may be subject to availability and may incur additional fees.
4. No-Show Policy
If you fail to show up for your booking without prior cancellation, you will not be entitled to any refund. Full payment will be charged, and you will forfeit any deposit or prepayment made.
5. Early Termination of Rental
If you need to end your rental period earlier than the agreed-upon dates, no refunds will be provided for unused days, and you will be responsible for the full rental amount. This includes circumstances such as early check-out or departure.
6. Force Majeure and Exceptional Circumstances
In the event of unforeseen circumstances such as natural disasters, government-imposed restrictions (e.g., travel bans), or other events beyond our control (force majeure), we may offer a partial or full refund or the option to reschedule your booking at no additional charge, at our discretion.
In these situations, we will do our best to accommodate your needs and ensure a fair outcome. However, please note that we are not liable for any expenses incurred as a result of cancellations caused by force majeure events.
7. Refund Process
Refunds, if applicable, will be processed back to the original payment method used at the time of booking. Refunds typically take 5-10 business days to appear on your account, depending on your payment provider.
8. Contact Information
For cancellations, modifications, or if you have any questions about this policy, please contact us at:
Email: hello@bikeboxhireuk.co.uk
Phone: +44 7468 311681
Business Address: Kennetts Cottage, Cheriton, Alresford, Hampshire, SO24 0PX
9. Agreement to Terms
By confirming your booking, you acknowledge that you have read, understood, and agree to abide by the terms of this cancellation policy.
Terms And Conditions
Bike Box Hire UK - Terms and Conditions
Effective Date: 20/04/2024
These terms and conditions ("Terms") govern the hire of bike boxes ("Bike Boxes") from Bike Box Hire UK. By making a booking, renting, or using our bike box services, you agree to abide by these Terms. Please read them carefully.
1. Booking and Rental Agreement
1.1 Eligibility
To rent a bike box from us, you must be at least 18 years old and capable of entering into a legally binding agreement.
1.2 Booking Process
To hire a bike box, you must complete our booking form on our website or through other booking channels provided by us. By submitting the booking, you confirm that you are entering into a rental agreement with [Your Business Name] and agree to these Terms.
1.3 Reservation Confirmation
Upon successful booking, you will receive a confirmation email with the details of your reservation, including the rental period, bike box type, and any applicable fees.
1.4 Booking Period
The rental period begins at the agreed-upon pickup date and ends at the agreed-upon return date. If you need to extend the rental period, you must notify us in advance. Extensions are subject to availability and may incur additional charges.
2. Payment and Pricing
2.1 Rental Charges
Rental charges are based on the period of hire, as specified in the booking confirmation. Charges will be as listed on our website at the time of booking, unless otherwise agreed. Additional charges may apply for late returns, damage, or other issues as specified below.
2.2 Payment Terms
Full payment for the rental must be made at the time of booking via the payment methods available on our website. We accept Shopify Pay, Apple Pay.
2.3 Late Fees
If the bike box is not returned by the end of the rental period, a late fee may be charged. Late fees will be calculated on a daily basis at £50 per day.
3. Use of Bike Box
3.1 Intended Use
The bike box is to be used solely for the purpose of transporting or storing a bicycle. It is the responsibility of the renter to ensure that their bicycle fits securely inside the bike box.
3.2 No Subletting or Transferring
The rental agreement is personal and non-transferable. The bike box cannot be sublet or transferred to any third party.
3.3 Proper Handling and Care
The renter agrees to take proper care of the bike box during the rental period and follow all instructions provided by us regarding its use, handling, and storage.
4. Collection and Return
4.1 Collection
Bike boxes must be collected from the designated location on the date specified in the booking confirmation. If the collection is delayed or missed, we may not be able to accommodate a late pickup, and no refunds will be issued.
4.2 Return
The bike box must be returned to the designated return location on or before the end of the rental period. If you need to extend the rental period, please contact us in advance to check availability.
4.3 Condition of Return
The bike box must be returned in the same condition as when it was rented. You are responsible for ensuring that the bike box is clean and free of debris upon return. Failure to return the bike box in good condition may result in cleaning or repair fees.
4.4 Late Return
If the bike box is returned late, additional charges will apply as per the late fees outlined above. If the bike box is not returned within 2 days of the rental period's end, we reserve the right to take further action, including reporting the rental as lost or stolen.
5. Liability and Responsibility
5.1 Damages and Loss
You are responsible for any loss, theft, or damage to the bike box during the rental period. If the bike box is lost, stolen, or significantly damaged, you will be liable for the full cost of repair or replacement. If you have opted for the “Packing Service” Bike Box Hire UK does not take responsibility for damage to the bike box or bike when being packed or transited to and from Bike Box Hire UK premises and Hub locations to your destination.
5.2 Indemnity
You agree to indemnify and hold Bike Box Hire UK harmless from any liability, claims, damages, or expenses arising from the use or misuse of the bike box, including any injury or damage caused during transport or use.
5.3 Limitations of Liability
Our liability is limited to the rental amount paid for the bike box, except in cases of gross negligence or wilful misconduct.
6. Cancellation and Modifications
6.1 Cancellation Policy
If you wish to cancel your booking, please notify us at least 14 days in advance. Cancellations made within 14 days of the rental start date may incur a cancellation fee of 10% of the total rental cost. If you cancel after the rental period has begun, no refunds will be issued.
6.2 Modifications
If you need to modify your booking (e.g., change dates or the type of bike box), please contact us as soon as possible. We will make reasonable efforts to accommodate changes, but availability cannot be guaranteed. Modifications made less than 14 days before the rental period may incur additional charges.
7. Force Majeure
7.1 Force Majeure Events
We are not responsible for any failure or delay in the performance of our obligations under this agreement if such failure or delay is caused by events beyond our reasonable control, including but not limited to natural disasters, strikes, transport disruptions, or other circumstances outside our control.
8. Privacy and Data Protection
8.1 Personal Data
We collect and process your personal data in accordance with our Privacy Policy. By booking a bike box, you consent to the collection and use of your personal data for the purposes of processing your booking and providing our services. For more information, please refer to our Privacy Policy.
9. Governing Law and Dispute Resolution
9.1 Governing Law
These Terms and Conditions are governed by the laws of [Insert Jurisdiction], and any disputes shall be resolved in the courts of [Insert Jurisdiction].
9.2 Dispute Resolution
In the event of a dispute, we encourage you to contact us first to resolve the matter amicably. If the dispute cannot be resolved informally, it may be referred to mediation or arbitration, as agreed by both parties.
10. Modifications to Terms
We may update or amend these Terms and Conditions from time to time. Any changes will be posted on our website, and the updated terms will apply to all bookings made after the date of posting.
11. Contact Information
If you have any questions or concerns about these Terms and Conditions, or if you need to contact us for any reason, please reach out to us at:
Email: hello@bikeboxhireuk.co.uk
Phone: +44 7468 311681
Address: hello@bikeboxhireukco.uk
By booking or using our services, you acknowledge that you have read, understood, and agree to these Terms and Conditions.