Privacy Policy

This Privacy Policy explains how Aqua Rentals Limited (“Aqua Rentals”, “we”, “us”, or “our”) collects, uses, discloses and protects your personal data when you use our website (www.aquarentals.co.uk), contact us, or receive our services. We are committed to handling personal data lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are (Data Controller)

Aqua Rentals Limited, registered in England & Wales (Company No. 09258361).

Registered office: Andrew Street, St Johns, Wakefield, WF1 3QH, United Kingdom.
Website: www.aquarentals.co.uk
Email: info@aquarentals.co.uk
Telephone: 01924 237440

If you have questions about this Policy or how we use your data, please contact us using the details above.

2. Scope

This Policy applies to personal data we process about:

• Website visitors and people who contact us by phone, email, social media or web forms;
• Prospective, current and former customers, suppliers and partners;
• Individuals whose data we receive when providing aquarium supply, installation and maintenance services at business premises (e.g. contact persons for access/servicing);
• Job applicants.

3. Personal data we collect

The personal data we collect depends on your interaction with us and may include:

• Identity and contact data – name, job title, business name, business address, email address, phone number.
• Communications – enquiries, emails, messages and call notes.
• Service and account data – site access instructions, preferred service times, service history, contracts and billing contact details.
• Transaction data – invoices, payments and payment status (we do not retain full card details if you pay by card; these are handled securely by our payment provider where used).
• Technical and usage data – IP address, device identifiers, browser type, pages viewed, time on site, referring/exit pages; cookie-related information (see Section 10).
• Recruitment data – CV, cover letter and interview notes (for applicants).

We collect data directly from you, from your organisation, from our service engineers (e.g. visit reports), and automatically via our website and communications systems.

4. Lawful bases for processing

We process personal data under one or more of the following lawful bases:

• Contract – to take steps at your request prior to entering into a contract and to perform our contract with you (e.g. provide quotations, install aquariums, schedule and deliver maintenance, administer your account).
• Legitimate interests – for our legitimate business purposes, such as managing relationships, improving services, ensuring site and equipment security, and promoting our services to business contacts, provided these interests are not overridden by your rights.
• Consent – where you have clearly agreed (e.g. to receive certain marketing communications). You can withdraw consent at any time.
• Legal obligation – to comply with laws (e.g. tax and accounting obligations, responding to lawful requests by authorities).

5. How we use personal data

We use personal data to:

1. Respond to enquiries and provide quotations;
2. Set up and manage customer accounts;
3. Deliver, install and maintain aquariums and related equipment;
4. Schedule visits and communicate access details with on-site contacts;
5. Issue invoices, take payments and manage credit control;
6. Provide customer service and handle complaints;
7. Operate and improve our website and online services (analytics, troubleshooting);
8. Send business-to-business marketing and service updates (you can opt out at any time);
9. Recruit and assess job applicants;
10. Protect our rights, security and property, and comply with legal obligations.

6. Sharing your personal data

We share personal data, where necessary, with:

• Trusted service providers acting on our instructions (e.g. IT/hosting providers, email and CRM platforms, analytics providers, payment processors, subcontracted engineers). They must keep your data secure and only process it as instructed by us.
• Professional advisers (e.g. accountants, auditors, insurers) and authorities where required by law.
• Business transfers – if we undergo a reorganisation, merger or asset sale, data may be transferred as part of that process in accordance with data protection law.

We do not sell your personal data.

7. International transfers

Some providers we use may process data outside the UK. Where this happens, we will ensure appropriate safeguards are in place (such as standard contractual clauses or an adequacy decision) or rely on another permitted transfer mechanism. You can contact us for details of specific safeguards relating to your data.

8. Data retention

We retain personal data only for as long as necessary for the purposes set out in this Policy:

• Customer and service records are typically kept for the duration of the relationship and for up to 7 years thereafter for tax, contract and legal purposes.
• Enquiry correspondence not leading to a contract is typically retained for up to 2 years.
• Recruitment data is typically kept for up to 6 months from the end of the process unless you ask us to keep it longer or we are required to keep it by law. We may retain information longer where needed to establish, exercise or defend legal claims.

9. Marketing communications

If you are a business contact, we may send you information about our products and services that we think will be relevant to your role. You can opt out at any time by clicking unsubscribe in our emails or contacting us. If you opt out, we may still send you non‑marketing messages (e.g. service or billing notices).

10. Cookies and analytics

Our website uses cookies and similar technologies to operate, remember your preferences and understand how visitors use our site. You can control cookies through your browser settings and, where provided, our cookie controls. Disabling certain cookies may affect site functionality.

11. Your rights

You have rights under the UK GDPR, which may include the right to:

• Access your personal data and receive a copy;
• Correct inaccurate or incomplete data;
• Erase your data in certain circumstances;
• Restrict or object to our processing;
• Data portability (receive your data in a structured, commonly used format to transmit to another controller);
• Withdraw consent where processing is based on consent;
• Lodge a complaint with the UK Information Commissioner’s Office (ICO). See Section 13.

To exercise your rights, please contact us using the details in Section 1. We may need to verify your identity before acting on your request.

12. Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. Access to personal data is limited to those who need it for their role. While we work hard to protect your data, no system can be guaranteed 100% secure.

13. Complaints

If you have concerns about how we use your personal data, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk or by calling 0303 123 1113.

14. Changes to this Policy

We may update this Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this Policy periodically.

Contact us
Aqua Rentals Limited
Andrew Street, St Johns, Wakefield, WF1 3QH, United Kingdom
Email: info@aquarentals.co.uk
Telephone: 01924 237440