This document sets out how V4B Ltd intends to use and protect any information given to us by any means of communication. It ensures that V4B Ltd does not breach your rights as laid out by the ICO.
Your Data Protection Rights
Our registered office is Ellkat House, Coed Aben Road, Wrexham Industrial Estate, Wrexham, LL13 9UH.
We are a member of the BVRLA (British Vehicle Rental & Leasing Agency) – Membership Number 895.
We are a member of a group which includes Fleetsauce Ltd, Ellkat Brokers Ltd, V4B Business Finance Ltd, R.A.D.S t/a The Car Shop, ACV Hire & Autolease Spain.
V4B Ltd has Introducer/Appointed Representatives/Agents/Sub-Franchises who act on behalf of V4B Ltd.
V4B LTD is registered with the Information Commissioners Office (ICO). Our registration number is ZA048218.
If you have any questions regarding Data please contact our Data Protection Officer Tracey Jones
Post :- V4B Ltd, Ellkat House, Coed Aben Road, Wrexham Ind Est, Wrexham. LL13 9UH.
Email :- [email protected]
We may collect and process the following categories of personal data, as necessary to provide our services and meet our legal, contractual, and security obligations:
We may collect personal data about you from:
To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs). We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.
The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.
Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices:
We require this information to understand your needs, provide you with a better service, and process data lawfully, fairly, and transparently.
The information will be used for:
When processing personal data, we ensure that:
Personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Depending on the activity, we rely on the following lawful bases:
Is the provision of personal data statutory or contractual?
The provision of certain personal data is primarily contractual and, in some circumstances, required to meet legal and regulatory obligations.
Personal data is required to:
What are the consequences of not providing personal data?
If you choose not to provide the personal data we request:
Where personal data is requested for optional purposes, such as marketing communications, providing this data is not mandatory, and you may withdraw your consent at any time without affecting your ability to receive goods or services from us.
We only share your data with third parties who will use it according to our instructions, in compliance with data protection laws. Organisations we may share your information with include:
We may transfer personal data to recipients or service providers located outside the UK and/or European Economic Area (EEA).
Where such transfers take place, we ensure appropriate safeguards are in place to protect personal data in accordance with applicable data protection laws. These safeguards may include the use of approved standard contractual clauses, international data transfer agreements, or transfers to countries that have been recognised as providing an adequate level of data protection.
V4B Ltd retains personal data only for as long as necessary to meet legal, regulatory, and business requirements. Data used for credit reference or affordability checks is retained only for as long as required and then securely deleted.
Retention periods are determined in line with FCA regulatory expectations, HMRC requirements, the Limitation Act 1980, BVRLA guidance, and contractual obligations.
Standard Retention Periods:
We have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect. When data is no longer required, it is securely and permanently disposed of so it cannot be recovered or reconstructed.
Electronic Data Destruction
Physical Records Destruction
We may use automated systems and tools to support certain business processes, such as risk assessment, fraud prevention, affordability checks, identity verification, or record management.
These tools may analyse personal data using predefined criteria or rules to generate indicators, scores, or recommendations. However, we do not make decisions that have a legal or similarly significant effect on individuals based solely on automated processing. Any such decisions are subject to meaningful human review. The use of these tools may influence the speed or level of review applied to an application, but individuals will not be subject to automatic rejection or adverse decisions without human involvement.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the cookie helps analyse web traffic and allows web applications to respond to you as an individual by gathering and remembering your preferences. We use traffic log cookies to identify which pages are being used. This information is used strictly for statistical analysis purposes, after which the data is removed. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share. You can modify your browser setting to decline cookies, though this may prevent full advantage of the website.
Our website may contain links to other websites of interest. Once you leave our site, note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information you provide while visiting such sites.
You may choose to restrict or control your personal information in the following ways:
If you believe that any information, we are holding on you is incorrect or incomplete, please write to Ellkat House, Coed Aben Road, Wrexham Industrial Estate, Wrexham. LL13 9UH or email [email protected] as soon as possible. We will promptly correct any information found to be incorrect.
You have the right to request access to the personal data that V4B Ltd holds about you. This is known as a Subject Access Request (SAR) under the UK General Data Protection Regulation (UK GDPR).
We will normally provide this information free of charge. However, in accordance with UK GDPR and guidance issued by the Information Commissioner’s Office (ICO), we may charge a reasonable administrative fee where a request is manifestly unfounded, excessive, or repetitive. Where a fee is applicable, it will be based on the actual administrative costs incurred in responding to the request. This may include, for example:
Time spent locating, retrieving, and reviewing information
Time required to redact third-party or sensitive information
Administrative preparation and secure delivery of the response
Any fee will be proportionate, fully justified, and communicated to you in advance, before we proceed with your request.
In all cases, we aim to ensure that charges do not create a barrier to individuals exercising their data protection rights.
Before releasing any personal data, we may require proof of identity to ensure information is only disclosed to the correct individual and to protect your data from unauthorised access.
We will respond to all valid requests without undue delay and within one calendar month of receipt, in line with UK GDPR requirements. Where a request is particularly complex or multiple requests are received, we may extend this period by up to a further two months, and we will inform you within the first month if this extension is required and explain the reason.
If we refuse to act on your request or apply a fee, we will clearly explain our decision and inform you of your right to complain to the Information Commissioner’s Office (ICO).
If you would like to submit a Subject Access Request, please email [email protected].
If at any time we become aware that your data has been compromised, or that a breach of our systems and controls has occurred, which has an impact on the security of your data, we will notify the Information Commissioner’s Office, and you, without undue delay.
If you have any concerns about our use of your personal data you can make a complaint to us
Post :- V4B Ltd, Ellkat House, Coed Aben Road, Wrexham Ind Est, Wrexham. LL13 9UH.
Email :- [email protected]
You can also complaint to the ICO if you are unhappy with how we have used your data.
Post :- Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Chesire. SK9 5AF
Telephone:- 0303 123 1113
Website:- www.ico.org.uk
To access this policy in another format please email [email protected]
Privacy and Data Policy (V4B) rev 2026-05
Created by Christine Roberts
Version 8