Who we are
Outbeing Ltd is registered in England and Wales. You can find us at outbeing.earth and reach us at support@outbeing.earth.
Outbeing Ltd is the data controller responsible for the personal data we collect through our website, booking platform and onboarding process.
What data we collect
We collect the following personal data:
Identity and contact details: your name, email address, phone number and address.
Booking information: trip dates, vehicle preferences, booking history and payment records.
Driving licence details: a copy of your photo card driving licence and your DVLA online licence check code.
Proof of address: two proofs of address dated within 90 days of your trip.
Insurance declarations: declarations about motoring convictions, claims history and relevant medical conditions, as required by our insurer, Allianz Insurance plc.
Communications: any messages you send us by email, WhatsApp or through our website.
Usage data: standard website analytics, including pages visited, time on site and device type.
Why we collect it
We need your contact and payment details to confirm and manage your booking.
Our insurer, Allianz, requires us to verify your licence, driving history and identity before we release the vehicle. If you don't provide this information, your cover may be invalid.
We use your contact details to send booking confirmations, pre-trip information, reminders and any updates relevant to your trip.
We are required to keep certain records for GDPR, insurance and legal compliance.
Anonymised usage data helps us understand how people use our website so we can improve the booking experience.
Legal basis for processing
We process your data on the following grounds:
Contract: to process your booking and manage your trip.
Legal obligation: to comply with insurance, tax and regulatory requirements.
Legitimate interests: to improve our service, prevent fraud and share relevant information with guests.
Consent: for marketing communications, where you have opted in.
Who we share your data with
We do not sell your data. We only share it where we need to:
Allianz Insurance plc: our insurer needs driver details to validate cover for each booking.
Lodgify: our booking platform, used to manage reservations and guest communications.
Tally: our onboarding form platform, used to collect pre-trip documents.
Payment processors: secure payment providers who handle card transactions on our behalf.
Legal or regulatory authorities: where the law requires it, or to protect the safety and rights of others.
How long we keep your data
Booking records: 7 years, in line with HMRC and insurance requirements.
Driving licence and proof of address documents: 12 months from the start of your trip, then securely deleted.
Insurance declarations: 7 years, as required by Allianz.
Marketing preferences: until you withdraw consent or ask us to delete them.
Website analytics: 26 months, in line with standard analytics retention.
Your rights
Under GDPR you have the right to:
Access a copy of the personal data we hold about you.
Ask us to correct any inaccurate or incomplete data.
Ask us to delete your data, where we are not legally required to keep it.
Ask us to limit how we process your data in certain circumstances.
Request your data in a structured, machine-readable format.
Object to processing based on legitimate interests or for direct marketing.
Withdraw your consent at any time, where processing is based on consent.
To use any of these rights, email us at support@outbeing.earth. We'll respond within 30 days.
Cookies
Our website uses cookies to understand how visitors use the site and to improve performance. You can manage your cookie preferences through your browser settings or our cookie banner. We do not use cookies for advertising.
Data security
We take the security of your data seriously. Documents collected through our onboarding process are stored securely, and only authorised team members can access them. If a data breach poses a risk to your rights, we will notify you and the ICO as required by law.
Complaints
If you have a concern about how we handle your data, please contact us first at support@outbeing.earth. If you're still not happy, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Changes to this policy
We may update this policy from time to time. The current version will always be available at outbeing.earth, and we'll let you know by email about any significant changes.
Any questions? Email us at support@outbeing.earth.
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