Privacy Policy
Privacy Policy
Last updated: 2 September 2026
Goldstone Plant Hire Ltd respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation or hire equipment from us.
1. Who we are
Goldstone Plant Hire Ltd is a UK limited company providing self-drive plant and equipment hire.
Company name: Goldstone Plant Hire Ltd
Company number: 17333235
Registered office: 106 Blanchard avenue, Gosport, PO13 8NR.
Email: enquiries@goldstoneplanthire.co.uk
Telephone: 07356 051629
For the purposes of UK data protection law, Goldstone Plant Hire Ltd is the data controller of personal information collected and used in connection with our business.
2. Personal information we collect
Depending on how you interact with us, we may collect:
your name;
home or business address;
email address;
telephone number;
delivery and collection address;
billing information;
company name and company details;
VAT number, where applicable;
copies or details of identification documents;
proof of address;
date of birth where shown on identification supplied to us;
information provided as part of a hire enquiry or booking;
signed hire agreements and booking documentation;
details relating to payments, deposits and refunds;
correspondence between you and Goldstone Plant Hire Ltd;
photographs, inspection records or other information concerning equipment at delivery, handover or collection;
details relating to damage, loss, theft, accidents, late returns, cleaning, fuel or other matters arising during a hire;
technical information collected when you use our website, such as IP address, browser information and cookie information where applicable.
We do not normally require or intentionally collect special category personal information.
3. Why we use your information
We may use your personal information to:
respond to enquiries and provide quotations;
verify the identity and address of prospective hirers;
assess and process hire requests;
prepare hire agreements, booking confirmations and invoices;
deliver and collect equipment;
communicate with you regarding a booking or hire;
take and record payments and security deposits;
issue refunds;
administer our accounts and financial records;
manage damage, loss, theft, insurance claims or disputes;
prevent or investigate fraud, theft or misuse of our equipment;
protect our equipment, business and legal interests;
comply with tax, accounting, insurance and other legal requirements;
maintain appropriate business records;
operate, maintain and secure our website; and
establish, exercise or defend legal claims.
4. Our lawful bases for using your information
Under UK data protection law, we must have a lawful basis for using personal information.
Depending on the circumstances, we rely on the following lawful bases.
Contract
We use personal information where it is necessary to take steps at your request before entering into a hire agreement or to perform a hire agreement with you.
This includes processing enquiries, quotations, bookings, identification checks, delivery arrangements, payments and refunds.
Legal obligation
We process certain information where necessary to meet legal obligations, including accounting, taxation and company record-keeping requirements.
Legitimate interests
We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
Our legitimate interests include:
protecting our plant and equipment;
verifying customers;
preventing fraud and theft;
maintaining records of hires;
dealing with complaints and disputes;
recovering money owed to us;
investigating damage or misuse;
establishing or defending legal claims;
maintaining the security of our website and systems; and
operating and improving our business.
Consent
Where we specifically rely upon your consent, for example for certain types of optional marketing or non-essential cookies, you can withdraw that consent at any time.
5. Identification and proof of address
As part of our hire process, we may require customers to provide suitable identification and proof of address.
This may include documents such as a driving licence, passport, utility bill or bank statement.
We use this information to verify the identity of the hirer, reduce the risk of fraud or theft, protect our equipment and establish appropriate records relating to the hire.
Customers should only provide the information and documents we request.
6. Business customers
Where equipment is hired by or on behalf of a company or other organisation, we may also obtain or verify information from publicly available sources, including Companies House.
This may include:
company name;
company registration number;
registered office;
trading address;
directors or officers; and
VAT registration information where applicable.
We may also collect the personal details of employees, directors or representatives dealing with us on behalf of the organisation.
7. Who we may share information with
We do not sell your personal information.
Where necessary, we may share relevant information with organisations that assist us in operating our business, including:
our accountants and professional advisers;
our solicitors or debt recovery advisers;
our insurers and insurance brokers;
banks and payment service providers;
accounting and bookkeeping providers, including Xero;
website, email, IT and hosting providers;
companies providing business administration or data storage services;
equipment finance providers where relevant;
law enforcement agencies;
courts, regulators or government authorities where required; and
other parties where necessary to establish, exercise or defend our legal rights.
We only disclose information that is reasonably necessary for the relevant purpose.
8. Payment information
Payments for hire are normally made by bank transfer.
We may retain transaction records, payment references, invoice details, security-deposit records and refund information.
We do not need or ask customers to provide online banking passwords, PINs or other banking security credentials.
9. Security deposits
Where a refundable security deposit is taken, we maintain records of:
the deposit received;
the hire to which it relates;
any permitted deductions;
the amount refunded; and
the date and method of refund.
These records may form part of our accounting and contractual records.
10. Equipment condition records and photographs
We may take photographs or create inspection records showing the condition of equipment before, during or after a hire.
These records may be linked to your booking and may therefore constitute personal information.
They may be used to establish the condition of equipment, investigate damage or loss, deal with disputes and support insurance or legal claims.
11. How long we keep your information
We do not keep personal information for longer than reasonably necessary.
Different information may be retained for different periods depending upon why we hold it.
As a general policy:
enquiry information that does not result in a hire will normally be deleted when it is no longer reasonably required;
identification and proof-of-address documents will normally be retained only for as long as reasonably necessary for verification, fraud prevention, dealing with the hire and any subsequent issue, and will then be securely deleted unless there is a specific reason to retain them longer;
hire agreements, invoices, payment records and relevant business records may normally be retained for up to six years or for any longer period required by law;
equipment condition records and photographs may be retained with the relevant hire records where reasonably necessary; and
information relating to an accident, loss, theft, dispute, outstanding debt, insurance matter or legal claim may be retained for as long as reasonably necessary to resolve the matter and protect our legal interests.
We periodically review information we hold and securely delete information that is no longer required.
12. How we protect your information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, disclosure, alteration or misuse.
Access to customer information is restricted to those who reasonably require it for legitimate business purposes.
Where third-party service providers process personal information on our behalf, we take reasonable steps to use reputable providers and appropriate safeguards.
13. International transfers
Some service providers used in operating our website, email, accounting or other business systems may process information outside the United Kingdom.
Where personal information is transferred internationally, we will rely on an appropriate lawful transfer mechanism or safeguards as required by applicable UK data protection law.
14. Website and cookies
Our website may use cookies and similar technologies necessary for the operation and security of the website.
It may also use optional analytics or other technologies depending upon the website features enabled.
Where consent is legally required for non-essential cookies, these should not be placed until the appropriate consent has been obtained.
Further information may be provided through our website cookie settings or Cookie Policy.
15. Links to other websites
Our website may contain links to websites operated by other organisations.
We are not responsible for the privacy practices of third-party websites. You should read the privacy information provided by those organisations when visiting their websites.
16. Your data protection rights
Depending upon the circumstances and the lawful basis on which we process your information, you may have rights including the right to:
ask us for access to personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to erase personal information in certain circumstances;
ask us to restrict the way we use your information in certain circumstances;
object to certain uses of your personal information;
request the transfer of certain information to you or another organisation where applicable; and
withdraw consent where our processing is based upon consent.
These rights are not absolute and certain exemptions may apply.
To exercise your rights, please contact:
Goldstone Plant Hire Ltd
Email: enquires@goldstoneplanthire.co.uk
We may need to verify your identity before responding to a request.
17. Your right to object
Where we process your personal information on the basis of our legitimate interests, you have the right to object to that processing in certain circumstances.
Please contact us using the details above if you wish to object.
18. Complaints
If you have concerns about how Goldstone Plant Hire Ltd uses your personal information, please contact us first so that we can try to resolve the matter.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information about making a complaint is available from the ICO at www.ico.org.uk.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, website, services or legal obligations.
The latest version will be published on our website and the date at the top of this policy will be updated accordingly.