1. Who we are

Donsole Ltd (Company No. 13641114) is the data controller for personal data collected through this website and our hire booking system. We are based at 45 Market Street, Hoylake, Wirral, CH47 2BQ.

Contact us about privacy: hello@donsole.co.uk

2. What data we collect and why

Data	Where from	Why	Legal basis
Name, email, phone number	Hire enquiry form, quote requests	To communicate with you and manage your booking	Contract / Legitimate interests
Address	Booking process	For delivery, invoicing, and contract	Contract
Event / venue details	Hire enquiry	To quote and supply the right equipment	Contract
IP address	Quote acceptance, system logs	Security, fraud prevention, and audit trail when you confirm a booking	Legitimate interests
Quote open / click tracking	Unique quote links	To know when you've viewed a quote so we can follow up appropriately	Legitimate interests
Payment details	Invoice payment	We do not store card details — payments processed by our payment provider	Contract
Community partner details	Partner onboarding	To manage the community hire programme and pay remittances	Contract

3. How we use your data

We use your personal data to:

• Process and manage hire bookings from enquiry through to return
• Send you quotes, booking confirmations, and invoices
• Communicate about your booking (logistics, changes, reminders)
• Manage our hire asset tracking and scan-in/out records
• Comply with our legal and financial obligations (invoicing, VAT records)
• Improve our service through internal reporting

We do not use your data for marketing without your consent, and we do not sell your data to third parties.

4. Quote links and tracking

When we send you a quote by email, it includes a unique link. This link allows us to:

• Know when the quote has been viewed, and how many times
• Record when and by whom a quote is confirmed (including your name and IP address at the time of confirmation)
• Provide you with a secure, personalised view of your quote

This data forms part of your booking record and is retained for the duration of our relationship and for 7 years thereafter for accounting purposes. Quote links expire after 30 days.

We do not use quote tracking for advertising or share this data with third parties.

5. Who we share data with

We share your data only where necessary:

• Kitdesk — our hire management software provider (data processor). Your data is stored on UK-based servers.
• Community hire partners — where your job includes community-supplied equipment, we share relevant logistics details (name, venue, dates) with the partner supplying that equipment.
• Payment processors — for invoice payment. We do not store card details.
• Legal obligation — we may disclose data where required by law or to protect our legal rights.

We do not transfer your data outside the UK or EEA.

6. How long we keep your data

• Booking and financial records: 7 years from the end of the financial year (HMRC requirement)
• Enquiries that didn't become bookings: 12 months
• Quote tokens and tracking data: 7 years (part of booking record) or deleted after 30 days if the quote was never accepted
• Community partner records: Duration of the partnership plus 7 years

7. 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 our legal retention obligations)
• Restriction — ask us to restrict processing in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests

To exercise any of these rights, contact us at hello@donsole.co.uk. We will respond within 30 days.

Cookies

For full details of the cookies we use, please see our Cookie Policy.

9. Contact and complaints

For privacy queries: hello@donsole.co.uk · 01244 722001

If you are not satisfied with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.