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Privacy Policy

Last updated: 29 October 2026. This Privacy Policy explains how Portable Toilet Rentals ("we", "us", "our") collects, uses, stores and protects your personal data. It applies when you visit portabletoiletrentals.co.uk (the "Website"). It also applies when you send us a quote request. We follow the UK General Data Protection Regulation (UK GDPR). We also follow the Data Protection Act 2018.

We do not keep a staffed office or a published telephone line. Because of this, we handle all enquiries, data requests and correspondence through our online quote form.

1. Who We Are

Portable Toilet Rentals operates portabletoiletrentals.co.uk. The website links people with suppliers. They need portable toilet and welfare unit hire. It also gives hire quotes for events and site use across the UK. We are the data controller of the personal data in this policy.

Contact: our online quote form (online form 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 We do not publish a postal address or telephone number on this site.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 for the details below. Each one has a reason, because we only ask for what we need.

  • 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 through the form, because we do not need it. Examples are health, religious belief and ethnicity. Please do not put such information in any free-text field or email to us.

Data collected automatically

When you browse the Website, we may collect some data automatically. Google Analytics 4 does this for us. The list below shows what it collects, although it holds no precise location.

  • 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)

Section 6 below covers this. However, you can stop it, as our Cookie Policy explains.

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 giving you 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)) — understanding how the site is used and improving it; analytics runs only if you accept the cookie banner, and you can change your choice via the footer Cookie settings link
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. Nothing we do has a legal or similar major effect on you.

4. How Long We Keep Your Data

We keep personal data only as long as we need it. Here are the retention periods, since each type of data differs.

  • Quote enquiries that do not convert to a booking: we keep them for up to 12 months from the date of enquiry. Then we delete or anonymise them. This lets us follow up on your enquiry and improve our matching service.
  • Enquiries that result in a confirmed hire booking: we keep them for 6 years after the end of the contract. This is in line with standard UK limitation periods and HMRC/accounting record-keeping requirements.
  • Analytics data (GA4): Google keeps it according to the retention window configured for this property (currently set to 14 months). Google then deletes it automatically.
  • Emails: we keep correspondence in our mailbox for as long as reasonably necessary to service your enquiry and for our legitimate business records. We review it periodically for deletion.

When we no longer need data, we delete it or make it anonymous. We do this because we keep only what we need.

5. Who We Share Your Data With

We do not sell your personal data. We share data only with the groups below, and only what each one needs. Each one acts 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). We use it solely to operate the site and process your enquiry.
  • Email service provider — we use it to deliver quote responses and enquiry notifications to and from you via our online quote form.
  • Google Analytics 4 (Google Ireland Limited) — we use it for website analytics. 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 — we pass on your enquiry so they can give you a hire quote. We share the minimum information needed (typically name, contact details, postcode, event/site type and hire duration).

We may also share personal data where the law requires it. We may do so to protect our legal rights. We may also do so to look into fraud or security issues. We never use a processor or recipient outside the UK/EEA without a proper transfer mechanism. Two examples are the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, and an adequacy decision.

6. Cookies and Consent Mode

We use Google Analytics 4 with Google's Consent Mode. Until you click Accept in our cookie banner, analytics storage is denied. Advertising storage, advertising user data and ad personalisation are always denied. We set analytics cookies (_ga, _ga_*) only after you accept. If you reject or ignore the banner, we store nothing.

You can change your choice at any time. Use the Cookie settings link in the footer. You can also block cookies in your browser settings. You can also install Google's opt-out add-on at tools.google.com/dlpage/gaoptout. Our separate Cookie Policy has full details.

7. Your Rights Under UK GDPR

As a data subject, you have several rights under UK GDPR. They are listed below, although some have limits.

  • 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, withdraw it at any time without affecting prior lawful processing

To use any of these rights, use our online quote form with "Data Request" in the subject line. We will respond within one calendar month, as UK GDPR requires. However, we may need to check your identity before we act on a request.

You may also complain to the UK's supervisory authority. This is the Information Commissioner's Office (ICO). Visit ico.org.uk or call 0303 123 1113 if you think we mishandled your data. However, we would like to fix any concern ourselves first. So please contact us.

8. How We Protect Your Data

We take suitable technical and organisational steps to protect personal data. They guard against misuse, loss, change or leaks. These include secure transmission (HTTPS/TLS) and access controls on our systems. We also use reputable processors, because a contract binds them.

9. Children

Our services are for adults. They arrange portable toilet hire for events or worksites. Therefore we do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes may reflect our practices or legal requirements. The "Last updated" date at the top of this page shows when we last revised it. Please check back from time to time, since it may change.

11. Contact Us

For any question about this Privacy Policy or how we handle your data, contact Portable Toilet Rentals through our online quote form. We operate an email-only enquiry service. We do not publish a postal address or telephone number on this website.