Yorkshire Mobility Hire Limited
Privacy Policy
Effective date: 1 October 2026 Last reviewed: 6 October 2026
Yorkshire Mobility Hire Limited respects your privacy and is committed to protecting your personal information. This policy explains what information we collect, why we use it, who we share it with, how long we keep it and the rights available to you.
1. Who we are
Yorkshire Mobility Hire Limited is the controller responsible for the personal information described in this policy.
Company number: 17493044 Registered office: Suite 26 The Plex, 15 Margaret Street, Wakefield, West Yorkshire, United Kingdom, WF1 2DQ Telephone: 0113 460 1236 Email: hello@yorkshiremobilityhire.co.uk Website: https://yorkshiremobilityhire.co.uk
The registered office is a correspondence address and is not necessarily a customer showroom or equipment collection point.
2. When this policy applies
This policy applies when you:
- visit or use our website;
- ask for information, a quotation or advice;
- request or make an equipment-hire booking;
- contact us by telephone, email, social media or a website form;
- book through a third-party marketplace or referral partner;
- receive delivery, setup, servicing or collection;
- provide identification or proof of address;
- enter a promotion, complete a survey or provide feedback; or
- otherwise deal with us as a customer, user, representative, accommodation provider or business contact.
A third-party booking platform, payment provider or social network may also act as a separate controller under its own privacy policy.
3. Information we may collect
Depending on how you interact with us, we may collect:
3.1 Identity and contact information
- name;
- home, delivery and collection addresses;
- email address and telephone number;
- booking reference;
- date of birth or confirmation that the hirer is at least 18, where required;
- photographic identification details; and
- proof-of-address information.
3.2 Booking and transaction information
- equipment requested or hired;
- hire dates and agreed delivery or collection times;
- delivery instructions, access details and accommodation information;
- prices, deposits, payment status and refund information;
- booking source, including our website, Motion4Rent, Facebook, a returning customer or a recommendation;
- signed agreements, condition reports and handover records;
- communications, complaints and customer-service records; and
- information about loss, damage, accidents, breakdowns or insurance matters.
We do not normally receive or store your complete payment-card number. Card payments are handled by the payment provider used at checkout or when a payment link is issued.
3.3 Suitability and health-related information
To recommend or safely provide mobility equipment, we may ask for limited information such as:
- approximate user weight and height;
- mobility limitations relevant to equipment selection;
- ability to operate controls or transfer safely;
- whether the equipment is required for recovery, disability or another mobility need;
- information about steps, terrain, charging, storage or assistance; and
- accessibility adjustments needed for delivery, demonstration or use.
Some of this may constitute health information and special category data. We will request only what is reasonably necessary to assess suitability and safety. We do not require a full medical history or diagnosis unless there is a clear and lawful reason.
3.4 Website and device information
- IP address;
- device and browser information;
- pages viewed, links selected and time spent on the website;
- referring website or advertising campaign;
- approximate location derived from technical data;
- cookie choices and consent records; and
- enquiry, booking and purchase-conversion events.
3.5 Marketing and preference information
- whether you have agreed to receive marketing;
- communication preferences;
- interaction with our emails, adverts or social-media content; and
- responses to surveys, competitions or promotions.
3.6 Information about other people
You may give us information about an equipment user, carer, relative, accommodation contact or another person. You must have authority to provide this information and should make this policy available to them.
4. How we collect information
We collect information:
- directly from you or the equipment user;
- from a person booking or enquiring on the user’s behalf;
- through our website, forms, telephone calls, emails and social-media messages;
- from booking marketplaces, referral partners or accommodation providers;
- from payment providers when they confirm a payment, refund or payment failure;
- during delivery, setup, servicing and collection;
- from cookies, pixels, analytics services and similar technologies where permitted; and
- from public or official sources where necessary to verify business or contact information.
5. Why we use information and our lawful bases
We use personal information only where we have a lawful basis.
| Purpose | Information commonly used | Lawful basis |
|---|---|---|
| Responding to enquiries and preparing quotations | Identity, contact, requested equipment, dates and delivery information | Taking steps at your request before entering a contract; legitimate interests in responding to enquiries |
| Assessing equipment suitability and arranging a safe hire | Booking information, user measurements, relevant mobility information and access details | Contract or steps before contract; legitimate interests in safety and providing suitable equipment; explicit consent where information constitutes special category health data |
| Confirming and administering hires | Identity, contact, booking, delivery, payment and communication information | Performance of a contract |
| Verifying identity or address and protecting equipment | Identification and proof-of-address information | Performance of a contract; legitimate interests in preventing fraud, loss and theft and protecting our property |
| Processing payments, deposits and refunds | Transaction and limited payment information | Performance of a contract; legal obligations relating to financial records |
| Delivering, demonstrating, maintaining and collecting equipment | Contact, addresses, access information, booking and suitability information | Performance of a contract; legitimate interests in safe and efficient operations |
| Handling breakdowns, accidents, complaints, damage and legal claims | Booking, communications, condition records, incident details and relevant health information | Performance of a contract; legal obligations; legitimate interests in resolving disputes and establishing, exercising or defending legal claims |
| Keeping accounting, tax and company records | Transaction, invoice and customer information | Compliance with legal obligations |
| Operating, securing and improving our website | Device, usage, security and cookie information | Legitimate interests for necessary security and service improvement; consent where required for non-essential storage or access technologies |
| Measuring advertising and website performance | Cookie identifiers, device data, page activity and conversion events | Consent where required |
| Sending promotional email or text messages | Contact and preference information | Consent, or the permitted existing-customer marketing rules where applicable; legitimate interests for limited business-to-business communications where lawful |
| Preventing misuse and enforcing our terms | Identity, booking, payment, device and communication information | Legitimate interests in protecting customers, our business and our legal rights |
Where we rely on legitimate interests, we consider whether our interests are necessary and balanced against your rights and reasonable expectations.
6. Health and other special category information
Information about disability, medical conditions, recovery or mobility limitations may be special category data under UK data-protection law.
Where we need this information to assess suitability or safety, we will normally rely on your explicit consent as the additional condition for processing it. We will ask for this separately and clearly.
You can withdraw that consent at any time by contacting us. Withdrawal does not make earlier lawful processing unlawful. If essential suitability information is withdrawn or cannot be processed, we may be unable to recommend or continue supplying particular equipment safely.
We may also process relevant information where necessary to establish, exercise or defend legal claims, or in an emergency where the law provides another condition. We do not use health information for advertising profiles or permit Meta Pixel, Google Analytics or similar tools to receive information entered into suitability or booking free-text fields.
7. Proof of address and identification
We may request proof of address for non-powered equipment and, as an alternative to a £100 refundable security deposit, for powered equipment, in accordance with our Hire Terms and Conditions.
Where possible, we will verify the document and record only that the check was completed rather than keeping a full copy. If we need to retain a copy because of fraud prevention, an incident or another justified reason, access will be restricted and the copy will be deleted when it is no longer required.
Do not send unnecessary information. You may redact account balances, transaction entries and unrelated reference numbers from a bank statement, provided your name, address, document issuer and date remain visible.
8. Cookies, Google Analytics and Meta Pixel
Our website may use cookies, pixels, local storage and similar technologies.
8.1 Necessary technologies
Some technologies are needed for core functions such as security, remembering privacy choices, processing forms, maintaining a booking session and preventing fraud. Where the law permits, these operate without optional consent.
8.2 Analytics and advertising technologies
Subject to your consent choices, we may use:
- Google Analytics to understand website visits, page performance and how customers find and use the site; and
- Meta Pixel to measure advertising results, build audiences and understand actions taken after viewing advertisements on Meta services such as Facebook or Instagram.
These providers may receive online identifiers, device information, approximate location and website-event data. We will not intentionally send them health information, proof-of-address documents, full booking-form contents or payment-card information.
Non-essential analytics and advertising technologies should not be activated until you have made an appropriate choice through our cookie controls. You should be able to reject non-essential technologies as easily as accepting them and change your preference later.
Further details, including specific technologies, providers, purposes and durations, should be maintained in our Cookie Policy or cookie-preference tool.
9. Marketing
We may send marketing only where permitted by law. You can unsubscribe at any time by:
- using an unsubscribe option in the message;
- emailing hello@yorkshiremobilityhire.co.uk; or
- contacting us on 0113 460 1236.
Stopping marketing does not prevent service communications about an enquiry, booking, delivery, collection, safety issue, payment or contract.
We may retain limited suppression information so that we can respect an opt-out.
10. Who we share information with
Where necessary and lawful, we may share information with:
- website, hosting, email and information-technology providers;
- booking and rental-management platforms;
- payment processors, banks and fraud-prevention providers;
- delivery, collection, repair and servicing contractors;
- Motion4Rent or another marketplace where the booking originated;
- accommodation providers or carers where required to coordinate safe delivery or collection;
- insurers, insurance administrators and professional advisers;
- accountants, auditors and tax advisers;
- analytics, advertising and social-media providers where you have given any required consent;
- debt-recovery or legal-service providers where reasonably necessary;
- police, courts, regulators, HM Revenue & Customs and other public authorities where required or permitted by law; and
- a purchaser, investor or adviser in connection with a genuine sale, restructuring or transfer of all or part of the business, subject to appropriate confidentiality safeguards.
We do not sell personal information. We require service providers acting on our behalf to protect information and use it only for authorised purposes.
11. International transfers
Some technology, analytics, advertising, booking or payment providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will use a lawful transfer mechanism where required, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another legally permitted safeguard.
You may contact us for more information about the safeguards relevant to your information.
12. How long we keep information
We retain information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safety, fraud-prevention and claims requirements.
Our usual starting points are:
| Record | Usual retention period |
|---|---|
| General enquiries that do not result in a booking | Up to 12 months after the last meaningful contact |
| Quotations that do not become bookings | Up to 12 months after expiry or last contact |
| Booking contracts, invoices and core transaction records | Generally six years after the end of the relevant financial year or transaction, where required for legal, tax or accounting purposes |
| Routine suitability information, including user weight and relevant mobility needs | For the hire and ordinarily up to 12 months afterwards; longer only where justified by an incident, complaint, repeat-customer request or legal claim |
| Proof-of-address or identification copies | Verification only where possible; otherwise normally deleted within 30 days after return, inspection and deposit resolution, unless needed for an incident, fraud concern or legal claim |
| Equipment condition, delivery and collection records | Normally six years where required to evidence the contract, condition or a claim |
| Incident, accident, damage, insurance or complaint records | For as long as reasonably required to resolve the matter and meet applicable limitation, insurance or legal periods |
| Marketing contact information | Until you opt out, consent is withdrawn or the information is no longer useful, subject to periodic review |
| Marketing suppression records | As long as necessary to ensure we continue respecting the opt-out |
| Cookie and analytics information | According to the periods shown in the cookie-preference tool and provider settings |
We may securely delete or anonymise information earlier where it is no longer needed. Anonymised information that cannot identify anyone may be retained for statistics and business planning.
13. Security
We use proportionate technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or destruction. These may include access controls, strong authentication, restricted administrative access, secure service providers, backups and staff or contractor confidentiality requirements.
No internet transmission or storage system can be guaranteed completely secure. If a personal-data breach occurs, we will investigate and notify affected people and the Information Commissioner’s Office where required by law.
14. Your rights
Depending on the circumstances, you may have the right to:
- be informed about how we use your information;
- request access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information;
- ask us to restrict its use;
- object to processing based on legitimate interests or to direct marketing;
- receive certain information in a portable format;
- withdraw consent at any time where processing relies on consent; and
- ask for human review of certain significant decisions made solely by automated means.
These rights are not absolute and legal exceptions may apply. We may need to confirm your identity before responding. We will normally respond within one month, unless the law allows an extension.
To exercise a right, email hello@yorkshiremobilityhire.co.uk or write to the registered office shown above.
15. Automated decision-making
We do not currently make decisions producing legal or similarly significant effects solely by automated means. Availability, suitability and exceptional-risk decisions may use system information but are subject to human review.
16. Children
The person entering the hire agreement must be at least 18. Equipment may be used by someone under 18 only where agreed in advance and arranged by a parent, guardian or another responsible adult with authority to provide the necessary information.
We will collect only the minimum information needed to assess suitability and safety for a younger user.
17. Links and third-party services
Our website may link to third-party websites, booking services, maps, payment pages or social networks. Those organisations control their own privacy practices. You should review their privacy information before providing personal information directly to them.
18. Complaints
Please contact us first if you have a question or concern:
Email: hello@yorkshiremobilityhire.co.uk Telephone: 0113 460 1236 Post: Yorkshire Mobility Hire Limited, Suite 26 The Plex, 15 Margaret Street, Wakefield, West Yorkshire, United Kingdom, WF1 2DQ
You also have the right to complain to the Information Commissioner’s Office:
Website: https://ico.org.uk/make-a-complaint/ Telephone: 0303 123 1113
19. Changes to this policy
We may update this policy to reflect changes in our services, suppliers, technology or legal obligations. The current version will be published on our website with its effective or review date. We will highlight material changes where appropriate.