Legal

Privacy Policy

Last updated: April 2026

1. Who We Are

Bike Box Hire UK ("we", "us", "our") operates the bike box hire service at bikeboxhireuk.co.uk. We are the data controller for the personal data we collect through our website and services.

You can contact us at:

We may update this policy from time to time. Changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

2. What Data We Collect

We collect personal data in the following ways:

Information you provide directly:

  • Account information: Name, email address, and password (encrypted) when you create an account.
  • Booking information: Collection and return dates, hub location, box type, and any add-on services selected.
  • Payment information: Processed securely by Stripe. We do not store your card details. We retain your Stripe customer ID and payment references.
  • Contact information: Name, email, and message content when you contact us through our website or WhatsApp.
  • Community content: Trip reports, discussion posts, photos, and comments you submit to our community section.

Information collected automatically:

  • Pages visited, booking activity, and interaction patterns
  • Device and browser information
  • IP address and network connection details

3. How We Use Your Data

We use your personal data to:

  • Process and manage your bike box bookings
  • Send booking confirmations, reminders, and QR codes for collection
  • Process payments through Stripe
  • Communicate with you about your bookings or enquiries
  • Facilitate your use of community features (trip reports, discussions)
  • Detect and prevent fraudulent or illegal activity
  • Improve our service and website
  • Comply with legal obligations

4. Legal Basis for Processing

We process your data on the following legal bases under UK GDPR:

  • Contract: Processing necessary to fulfil your booking (Article 6(1)(b)).
  • Legitimate interests: Improving our service, preventing fraud, marketing, and managing our business (Article 6(1)(f)).
  • Legal obligation: Retaining financial records as required by law (Article 6(1)(c)).
  • Consent: Where you have opted in to marketing communications (Article 6(1)(a)).

5. Data Sharing

We share your data with the following third parties to provide our services:

We may also disclose your information where required by law, in connection with legal proceedings, or to protect our rights.

We do not sell your personal data to third parties.

6. Cookies

We use cookies and local storage to operate our website. For full details, see our Cookie Policy.

7. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations:

  • Account data: Until you request deletion of your account.
  • Booking records: 6 years after the booking end date (for tax and legal purposes).
  • Payment records: 6 years (HMRC requirement).
  • Contact messages: 2 years.
  • Community content: Until you request removal or we determine it is no longer needed.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Ask us to correct inaccurate data.
  • Erasure: Ask us to delete your data (subject to legal retention requirements).
  • Restriction: Ask us to restrict processing of your data.
  • Portability: Request your data in a machine-readable format.
  • Objection: Object to processing based on legitimate interests.
  • Withdraw consent: Where processing is based on consent, you can withdraw it at any time.
  • Opt out of marketing: Unsubscribe from promotional emails at any time.

To exercise any of these rights, email us at hello@bikeboxhireuk.co.uk. We will respond within 30 days. We may need to verify your identity before processing your request. We will not discriminate against you for exercising your rights.

9. Security

We take appropriate technical and organisational measures to protect your personal data, including encryption of data in transit (HTTPS), secure password hashing, row-level security on our database, and strict access controls for staff. However, no security measures are perfect or impenetrable, and we cannot guarantee absolute security.

10. User-Generated Content

Our community features allow you to post trip reports, photos, discussion threads, and comments. Content you choose to make public will be visible to other users of our website. We do not control who will access the information you choose to share publicly. All community content is moderated before publication.

11. Third-Party Websites

Our website may contain links to third-party websites, including hub partner websites, airline policy pages, and social media platforms. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any personal data.

12. Children's Data

Our services are not intended for children under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 16, we will take steps to delete it promptly.

13. International Data Transfers

Your personal information may be transferred to, stored, and processed in countries outside the United Kingdom by our service providers (including Supabase, Vercel, and Stripe). Where such transfers take place, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or equivalent mechanisms approved by the UK Information Commissioner's Office.

14. Contact & Complaints

If you have any questions or complaints about how we handle your data, contact us at hello@bikeboxhireuk.co.uk.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.