1.5 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, The Kit Room cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once The Kit Room has received your information, we will use strict procedures and security features to try to prevent unauthorised access.
1.7 The Kit Room complies with applicable data protection legislation which regulates and grants you certain rights in relation to your personal information and data. We are committed to providing you with equipment rental and support services in a way that safeguards privacy in a transparent, safe, confidential and secure environment.
1.9 In addition to the above uses, we may disclose, sell and/or transfer the Site, Services and/or all data we collect thereon either to a third party who acquires all or a substantial portion of The Kit Room Rental's and/ or DV Talent’s business, whether such acquisition is by way of merger, consolidation or purchase of all or a substantial portion of our assets, or as part of any insolvency where such a transaction has been approved by the court. We may also disclose your personal information to our related companies. In the event of a sale, transfer, reorganization or other disposal, in whole or in part, your details may form part of the transferred business assets and as such may be shared with our advisors and any prospective purchasers and their advisors.
2. What information do we collect, how is it stored and why?
The Kit Room will collect information from you when registering an account to undertake business with The Kit Room, submitting a website Kit Enquiry/Wishlist, subscribing to our mailing list or when you visit our offices.
These are detailed in 4 separate sections below:
2.1 Account Set-up:
In order to offer the level of service we endeavour to provide and to function as a Rental Company the following information will be collected and stored as part of the account set-up process with The Kit Room some or all of which may be classified as personal data:
• Contact Name
• Company Name
• Company Reg and VAT Reg Number
We may also collect: a. information about your computer hardware and software which we may use to help diagnose problems with our server and/or to administer our Site and which may include your IP address, browser type and version, domain names, operating system and platform, access times and referring website addresses, browser plug in types and versions, your location (if you are accessing the Services from a mobile device (note that most mobile devices will allow you to prevent location data being sent to us); b. other information about your use of our website, such as what areas you visit and what services you access, your requests or enquiries about our services, or any information which we may request from you to improve the website and/or the services.
As well as this when setting up a new credit account The Kit Room will also collect information on the name, address, email and phone number for two trade references. The two references will then be contacted to request the following information
• Length of business relations with you
• monthly credit limit
• payments made on time
For individuals/freelancers or start-up companies who cannot provide satisfactory trade references The Kit Room will require
• Photo ID – This will be kept for the duration of the first hire in a secure and locked cabinet within our offices the whole time. Following which, a scanned copy will remain with the rest of the account information.
• Copies of 2 x Utility bills as proof of address.
Once the account is set up and created this information will be stored as a hard copy within secure locked cabinets at our offices and a digital copy will be encrypted, password protected and stored within our server to allow us to access and check details when hires take place. These will be stored for up to 3 years after your last hire with The Kit Room, unless requested otherwise by the client. This is to ensure we have relevant information on clients, can actively avoid fraudulent hires and to ensure a smooth and efficient hire process for all clients.
The Kit Room will also store information regarding your account on their Bookings software (InspHire). This is a third-party software provider used by The Kit Room to provide Rental Services. The software is hosted on secure servers and only accessible to relevant Kit Room and InspHire support staff. This information includes
• Account name
• Account type (Cash/Credit)
• Account contacts and contact details (phone, email)
• Hire dates
• Number of Hires
• Equipment hired and its value
• Delivery and collection addresses
• Invoicing details and status
• Specific client instructions preferences where given
When you submit a wish list/kit enquiry through The Kit Room, website or set up a Website log-in, you will be required to enter your
• Email Address
• Phone Number
This information is emailed through to the bookings team at The Kit Room so that they can help process your request. This information is also stored on our password protected web server. This is only accessible by The Kit Room Staff and website hosting support staff.
2.3 Mailing List:
The Kit Room use Mailchimp for email marketing and newsletter purposes and all mailing lists information is stored on the Mailchimp servers and is password protected. When you register to receive Offers and News from The Kit Room via the website the following information will be automatically stored in the Kit Room mailing list.
• Email Address
• Phone Number
• Company name (where applicable)
The Kit Room will not input any client information into the mailing list unless requested by the client.
The Kit Room offices are fitted with CCTV cameras at all entrances to the building. This is for security purposes and to comply with insurance requirements. If you visit The Kit Room offices your images will be stored on their CCTV servers for up to 1 month before being automatically deleted.
3. Deletion Procedure:
The Kit Room is committed to storing information safely and implementing a deletion procedure that ensure your information is not stored without good reason. Our deletion procedure is stated below:
3.1 Account information:
Except if required otherwise by law, we retain your personal data for as long as necessary to fulfil the purposes for which we collect it and also where we have a legitimate interest in doing so, such as:
• To enable us to respond effectively to grievances that may arise after you cease to engage with us; or
• Where you sign up to receive e-mail marketing from us we will retain your e-mail address after you ‘opt-out’ of receiving e-mails in order to ensure that we continue to honour and respect that request.
This information will be kept for the duration a company/individual is an active customer, unless otherwise requested by the client. Once your account is no longer active all personal information, physical and digital, will be deleted from our systems three years after your last hire with the company. The information that will be kept for financial records within our bookings and accounting software is:
• Account Name and Number
• Previous Rental dates and equipment hired
• Invoices and total spend with The Kit Room
3.2 Website stored information:
Any information stored on our website (wish list details and account forms) will be retained for up to 12 months before deletion. Any Log-in accounts set up on our website will be deleted if not active for 12 months.
3.3 Mailing List:
Information on our mailing list will be kept indefinitely, securely stored on the cloud-based email marketing system. Anyone who has signed up to The Kit Room’s mailing list can update or remove their details at any point by updating their preferences via the links included in all marketing emails.
The Kit Room will not keep any personal information documentation within company emails however any contact information emailed to The Kit Room from a client may be stored. To help ensure your data safety The Kit Room will periodically delete emails that are over two years old.
4. Sharing Information:
We use others to help provide our services (e.g. maintenance, analysis, payments, fraud detection, marketing and development.) They will have access to your information as reasonably necessary to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes.
4.4 In some circumstances we may also anonymise your data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
5.1 We have implemented appropriate technical measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration or disclosure, including encryption, firewalls and secure socket layers. Notwithstanding such measures, the Internet is an open system and we cannot guarantee that unauthorized third parties will never be able to defeat those measures or use your personal information for improper purposes.
5.2 We will use the latest recommended security software to protect against the loss, misuse or alteration of the information you provide to us. We will constantly be evaluating and using the firewall, password protection and data security to protect any personal information contained within the Site. However, we cannot guarantee that all of your communications with The Kit Room and other personally identifiable information will never be disclosed in other ways, including for example, where third parties may unlawfully access the Site and intercept or access private communications, or other users may abuse or misuse your information that they collect from the Site. Therefore, although we use industry standard practices to protect your privacy, we cannot promise that your personally identifiable information or communications with The Kit Room will always remain private.
6. Access to/ Changing Personal Information
When we obtain personal information from you, you can choose not to receive information from us about other services such as marketing communications by checking an opt-out box on the screen. You may change your decision at any time by logging onto your www.thekitroom.co.uk account settings. Please be aware that even if you opt out of all settings you might still receive important occasional service emails about the Site and our Services. You shall have the right, in accordance with the GDPR, to obtain from Us the following:
6.1 Right of confirmation:
Confirmation as to whether or not personal data concerning you is being processed.
6.2 Right of access
Free information about the personal data We store about you at any time and to receive a copy of it.
6.3 Right to rectification
Rectification without undue delay of inaccurate personal data about you.
6.4 Right to erasure (Right to be forgotten)
The erasure of personal data concerning you without undue delay, subject to Our legal rights and obligations to retain the same.
6.5 Right of restriction of processing
Restriction of processing where:
• You contest the accuracy of the personal data, for a period while We verify its accuracy;
• The processing is unlawful and you oppose the erasure of your personal data and request that it be restricted instead;
• We no longer need your personal data for the purposes of the processing, but do require them for the establishment, exercise or defence of legal claims; and you do not agree with Our assessment that the processing is permitted for Our “legitimate interests”, for a period while verification is carried out as to whether those interests override your own interests.
6.6 Right to data portability
You shall have the right to have the personal data concerning you, which was provided to us, in a structured, commonly used and machine-readable format and to have it transmitted to another entity (to the extent that such data was processed by Us on the basis of consent or because it such processing was necessary for the performance of a contract).
Additionally, you will have the following rights:
6.7 Right to object:
• To object on grounds relating to your particular situation, at any time, to processing of personal data concerning you, which is based on Our legitimate interests. This also applies to profiling based on these provisions
• To object to Our processing of personal data for direct marketing purposes. This applies to profiling to the extent that it is related to such direct marketing
6.8 Automated individual decision-making, including profiling
Not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you, or similarly significantly affects you.
6.9 Your Right to stop receiving communications
For details on your rights to ask us to stop sending you various kinds of communications, please contact us.
6.11 You may access all your personal data stored and processed by The Kit Room Rental Ltd and may correct, update or delete such information by contacting us at email@example.com
6.12 The capture, storage and use of your data is governed by GDPR. We are registered with the Information Commissioner's Office as a Data Controller, with registration number Z1544107. Our registration can be confirmed by searching the Register of Data Controllers on the www.ico.gov.uk website.
6.13 When you write to us making a request to exercise your rights we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help us to verify your identity.
It will help us to process your request if you clearly state which right you wish to exercise and, where relevant, why it is that you are exercising it. The clearer and more specific you can be the faster and more efficiently we can deal with your request. If you do not provide us with sufficient information then we may delay actioning your request until you have provided us with additional information (and where this is the case we will tell you).
7.2 If you do not want us to deploy cookies in your browser, you can set your browser to reject cookies or to notify you when the Site tries to put a cookie on your computer. However, rejecting cookies may affect your ability to use some of the Services on our Site. For further information about cookies and how to disable them please visit: www.aboutcookies.org.
8.1 The Kit Room Rental Ltd is committed to fighting fraud within the equipment hire industry and may share information, including CCTV images, names, email address, phone number and copies of documentation, relating to suspicious behaviour with other equipment hire companies via the X-hire Anti-Fraud Network (http://www.xhire.org.uk/), of which we are a member.