Privacy Policy

Last updated: 1 July 2026

This Privacy Policy explains how Portable Toilet Rentals ("we", "us", "our") collects, uses, stores and protects your personal data when you visit portabletoiletrentals.co.uk (the "Website") or submit a quote request to us. We are committed to handling your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We do not maintain a staffed office or a published telephone line. All enquiries, data requests and correspondence are handled by email at leads@portabletoiletrentals.co.uk.

1. Who We Are

Portable Toilet Rentals operates portabletoiletrentals.co.uk, a website that connects people needing portable toilet and welfare unit hire with suppliers and provides hire quotations for events and site use across the UK.

For the purposes of UK GDPR, we are the data controller of the personal data described in this policy.

Contact: leads@portabletoiletrentals.co.uk (email only — we do not publish a postal address or telephone number on this site).

2. What Personal Data We Collect

When you use our quote request form, we ask you to provide:

Name — required, so we can address you and identify your enquiry
Phone number — optional, only collected if you choose to provide it, so we (or a matched supplier) can call you about your quote
Postcode — required, to identify the delivery/site location and match you with a suitable supplier
Email address — required, so we can send your quote and follow up
Event or site type — required, so we can recommend the right equipment (e.g. wedding, construction site, festival, private event)
Hire duration — required, so we can calculate an accurate price

We do not ask for or knowingly collect any special category data (e.g. health, religious belief, ethnicity) through the form. Please do not include such information in any free-text fields or emails to us.

Data collected automatically

When you browse the Website, we (via Google Analytics 4) may automatically collect:

Pages viewed, time on site, referring website/search terms
Approximate location (derived from IP address, not precise/GPS location)
Device, browser type and general technical information
Cookie identifiers (see our separate Cookie Policy for full details)

This automatic collection only occurs to the extent permitted by your cookie consent choices, as described in Section 6 below.

3. How We Use Your Data and Our Lawful Basis

Purpose	What we do	Lawful basis (UK GDPR Art. 6)
Responding to your quote request	Reviewing your requirements and providing a price/quote by email or phone	Contract (Art. 6(1)(b)) — steps taken at your request prior to a contract, or Legitimate interests (Art. 6(1)(f)) where no contract results
Matching you with a portable toilet supplier	Passing your enquiry details to a relevant supplier in your area	Legitimate interests (Art. 6(1)(f)) — operating our quote-matching service, balanced against your right to only receive relevant, expected contact
Customer service / follow-up correspondence	Replying to your emails, clarifying requirements	Contract / Legitimate interests
Website analytics (GA4)	Understanding how visitors use the site, improving content and performance	Consent (Art. 6(1)(a)) — only where you have accepted analytics cookies via our consent banner
Legal and accounting records	Keeping records of enquiries/transactions where a booking is made	Legal obligation (Art. 6(1)(c))
Preventing fraud or misuse of the form	Basic spam/abuse checks on submissions	Legitimate interests (Art. 6(1)(f))

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects on you.

4. How Long We Keep Your Data

We keep personal data only as long as necessary for the purposes it was collected:

Quote enquiries that do not convert to a booking: retained for up to 12 months from the date of enquiry, then deleted or anonymised, so we can follow up on your enquiry and improve our matching service.
Enquiries that result in a confirmed hire booking: retained for 6 years after the end of the contract, in line with standard UK limitation periods and HMRC/accounting record-keeping requirements.
Analytics data (GA4): retained according to Google's configured retention window for this property (currently set to 14 months), after which it is automatically deleted by Google.
Emails: correspondence is retained in our mailbox for as long as reasonably necessary to service your enquiry and for our legitimate business records, and is periodically reviewed for deletion.

When data is no longer needed, we delete it or render it anonymous.

5. Who We Share Your Data With

We do not sell your personal data. We share data only with the following categories of third-party processors and recipients, each acting under contractual data protection terms:

Form handling / website infrastructure provider — the technical platform that receives and stores form submissions and hosts the Website (e.g. our hosting and form-processing infrastructure), used solely to operate the site and process your enquiry.
Email service provider — used to deliver quote responses and enquiry notifications to and from leads@portabletoiletrentals.co.uk.
Google Analytics 4 (Google Ireland Limited) — used for website analytics, only where you have given cookie consent. Google may process data outside the UK/EEA; Google Analytics relies on the EU-US Data Privacy Framework and/or the UK International Data Transfer Addendum to provide adequate safeguards for such transfers.
Matched portable toilet hire suppliers — where your enquiry is passed on for the purpose of providing you with a hire quote, we share the minimum information needed (typically name, contact details, postcode, event/site type and hire duration).

We may also disclose personal data where required by law, to protect our legal rights, or to investigate fraud or security issues.

We do not use any processor or recipient located outside the UK/EEA without ensuring an appropriate transfer mechanism (such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or an adequacy decision) is in place.

6. Cookies and Consent Mode

We use Google Analytics 4 with Google's Consent Mode. Non-essential (analytics) cookies are only set once you actively consent via our cookie banner. You can accept, reject, or change your cookie preferences at any time. Full details are in our separate Cookie Policy.

7. Your Rights Under UK GDPR

As a data subject, you have the right to:

Access — request a copy of the personal data we hold about you
Rectification — ask us to correct inaccurate or incomplete data
Erasure — ask us to delete your data ("right to be forgotten"), subject to legal retention requirements
Restriction — ask us to limit how we use your data in certain circumstances
Portability — request your data in a portable, machine-readable format, where technically feasible
Object — object to processing based on legitimate interests, including direct marketing
Withdraw consent — where processing is based on consent (e.g. analytics cookies), withdraw it at any time without affecting prior lawful processing

To exercise any of these rights, email leads@portabletoiletrentals.co.uk with "Data Request" in the subject line. We will respond within one calendar month as required by UK GDPR. We may need to verify your identity before actioning a request.

You also have the right to complain to the UK's supervisory authority, the Information Commissioner's Office (ICO), at ico.org.uk or by calling 0303 123 1113, if you believe your data has been mishandled. We would, however, appreciate the chance to resolve any concern directly first — please email us.

8. How We Protect Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure, including secure transmission (HTTPS/TLS), access controls on our systems, and using reputable, contractually-bound third-party processors.

9. Children

Our services are intended for adults arranging portable toilet hire for events or worksites. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page shows when it was last revised. Please check back periodically.

11. Contact Us

For any question about this Privacy Policy or how we handle your data, contact:

Portable Toilet Rentals Email: leads@portabletoiletrentals.co.uk

(We operate an email-only enquiry service and do not publish a postal address or telephone number on this website.)