How we use your details.
This notice covers the van rental application form. Our full privacy policy is at leightonvans.co.uk/privacy-policy.
Who we are
Leighton Vans Limited (company number 06597500), 1 Dodds Close, Bradmarsh Industrial Estate, Rotherham S60 1BX, is the data controller. Contact: info@leightonvans.co.uk or 0114 283 8484. Our ICO registration number is [TO CONFIRM: ICO registration number].
What we collect and why
- Your name, phone number and email address, and the van, term, mileage and start date you want.
- Your business details: company or trading name, company number, and what the business does.
- Your date of birth and the addresses you have lived at over the last 3 years.
- The result of the checks we run, and the reason for it.
- A record of the consent you gave for the credit search, with the date and time.
- If you came from an advert, the advert click codes and campaign details in the link you used (for example a Meta, Google or TikTok click ID). We keep them so we know which adverts bring us enquiries.
- We use all of this to decide whether we can offer you a rental, and to contact you about it.
Our lawful basis
- Taking steps at your request before we enter a rental contract.
- Our legitimate interests in assessing whether a customer can afford a rental, and in preventing fraud. We have weighed these against your rights, and we only ask for what we need.
The credit check
We run a soft search with our credit reference partner (named on the consent screen). It does not affect your credit score and other lenders cannot see it. The agency keeps a record of the search. How credit reference agencies use your data is explained in the Credit Reference Agency Information Notice (CRAIN), which you can read on the agency’s website [TO CONFIRM: link to the CRAIN page of the credit reference agency named on the consent screen].
Companies House
If you apply for a limited company, we look up the company and its officers on Companies House. This is public information. We use it to check that the company is active and that you are connected to it.
Who we share it with
- Our credit reference partner and our identity check provider, who carry out the checks for us.
- Cloudflare, which hosts this form and stores your details in the EU, under contract.
- GoHighLevel, our customer system. It receives your contact details; your business name, number and type; the van, spec, term, mileage, number of vans and start date you chose; the result and a short reason; a link to your application on our staff screen; the email of the team member who sent you the link, if any; where you came from, including advert click IDs and campaign tags; your ID check link; your review link; and a short note summarising the application. It does not receive your date of birth, your addresses or your credit score or report.
- Cloudflare Turnstile, which checks that a person is filling in the form. It looks at your internet (IP) address briefly to do this. We do not store it.
- We do not sell your data and we do not use it for marketing unless you have agreed to that separately.
How we keep it safe
Your date of birth, addresses and credit results are encrypted when they are stored. Only named managers can see them, after signing in, and every time one of them looks at them it is recorded. Other staff see only your answers and the result. We do not store your internet (IP) address. This form keeps only a reference to your draft on your device. It does not use tracking cookies.
Automated decisions
Our system can approve, refer or decline an application without a person looking at it. It checks:
- with Companies House: that the company is active, is not in insolvency or being struck off, has no overdue accounts or confirmation statement, has been trading for at least the minimum time we set, and that you are a listed director or officer;
- with the credit check: your score band, county court judgments (CCJs) in recent years, and any insolvency;
- whether you have applied again within 30 days.
The result is one of three: approved in principle, referred to a person, or declined. We do this because it is necessary to decide whether to enter a rental contract with you (UK GDPR Article 22(2)(a)). You have the right to ask for a person to review any automated decision, to give your view, and to challenge it. The decline email has a link: tap it, add a message if you like, and one of our team will review the decision and get back to you. You can also call 0114 283 8484 or email info@leightonvans.co.uk.
How long we keep it
- Applications you start but don’t send: deleted from this form after 30 days. Your contact details and a note of your enquiry are sent to GoHighLevel, our customer system, as soon as you fill in the “About you” step, so that we can help you even if you don’t finish. GoHighLevel keeps them under the same 12-month rule as everything else (below): we have set it to clear out rental enquiries 12 months after the last contact.
- Date of birth, address history and credit check results: deleted 90 days after the latest decision (or after you send the application if no decision has been made). If you go on to rent with us, we keep them as part of your rental record.
- Everything else, here and in GoHighLevel (your contact details and enquiry notes): deleted 12 months after you send the application, or 12 months after you last contacted us if you didn’t send it, unless you go on to rent from us. If you do, we keep it as part of your rental record.
- Encrypted backups, stored in the EU, are overwritten or deleted within 30 days, so deleted data leaves our backups within 30 days too.
Your rights
You can ask for a copy of your data, ask us to correct it, ask us to erase it, ask us to restrict how we use it, object to how we use it, and ask for a copy of the data you gave us in a format you can reuse (data portability). You can ask for a person to review an automated decision. Contact us using the details above and we will reply within one month. You can also complain to the Information Commissioner’s Office at ico.org.uk.
Version 2026-11-10.