Privacy Policy

Purposes of the processing

Legal basis of the processing

The creation and management of your customer account

This processing activity is based on the acceptance of the terms and conditions of use of our website or our mobile applications, cf. the General Data Protection Regulation art. 6(1), point a.

>The management of your reservation and rental contract, in particular for :

• confirming, modifying or cancelling your reservation;
• to communicate with you regarding your reservation and rental (for example, to provide you with information about your reservation and rental, to send you reminder notifications before you return your vehicle, to answer your questions or suggestions);
• manage your rental;
• manage your payment and invoices;
• manage the collection of amounts due (including subsequent costs such as fines for traffic violations, and/or compensation for damage to the vehicle);
• managing claims; and/or
• purchase and manage insurance for your Vehicle;

These processing activities are necessary for the execution of the rental services contract that you enter into with us, cf. the General Data Protection Regulation art. 6(1), point b.

You can choose to register your credit card for your future bookings.

The management of commercial documents (customer invoices, purchase orders, certain electronically concluded contracts etc.)

These processing activities are necessary for the performance of the rental services contract that you entered into with us, cf. the General Data Protection Regulation art. 6(1) point b, and our legal obligation to process, cf. the General Data Protection Regulation art. 6(1) point c.

The checking of your driver's license

This validation can be carried out (i) manually by our customer service department or (ii) using a facial recognition device.

(i) This processing is necessary for the performance of the rental services contract that you enter into with us, cf. the General Data Protection Regulation art. 6(1) point b.

(ii) The use of the facial recognition solution is based on your consent, cf. the General Data Protection Regulation art. 6(1) point a.

Fight against credit card fraud

This processing is based on our legitimate interest in protecting ourselves against credit card fraud, cf. the General Data Protection Regulation art. 6 (1) point f and the Danish law “databeskyttelsesloven” § 8, 3, section 2.

Verifying that you are not recorded on a Sanction List (namely any list of designated individuals as issued and amended from time to time by: (a) the U.S. government, including OFAC’s list of Specially Designated Nationals and Blocked Persons (or “SDNs”) and lists maintained by the U.S. Department of State; (b) the United Nations Security Council, (c) the European Union and any Member State (including the EU’s consolidated list of persons subject to EU financial sanctions); and (d) the United Kingdom (including the consolidated list of financial sanctions targets issued by the UK’s Office of Financial Sanctions Implementation (“OFSI”))

This processing is based on our legal obligation cf. the Data Protection Regulation art. 6(1), point c and our “legitimate interest” in ensuring that we are compliant with the International sanction regimes, cf. the Data Protection Regulation art. 6(1), point f and the Danish law “databeskyttelsesloven” § 8, 3 section 2.

Conducting satisfaction surveys to improve your experience with our products / services

This processing is based on our legitimate interest to have a better knowledge of customers' needs and to improve its services and customer service, cf. the General Data Protection Regulation art. 6(1), point f.

Chatting in real time on our website

This processing is based on our legitimate interest in answering the users' questions about our products and services, cf. the General Data Protection Regulation art. 6(1), point f.

Conducting business development and marketing activities, including:

1. i- sending newsletters, emails and SMS notifications about special offers and promotions;´
2. ii- recording your rental history to suggest our products and services to you when you search for new bookings or to send you special offers and benefits;
3. iii- managing your loyalty program and membership card;
4. iv- organizing contests and prize draws;
5. v - sending emails about a booking we have not completed or about the status of your booking requests;
6. vi - the management and updating of the prospect database.

Our commercial and marketing activities, i.e. the sending of commercial messages to promote our products and services (i to iv) are subject to your consent, cf. the General Data Protection Regulation art. 6(1), point a and the Danish Law “markedsføringsloven” § 10, 1.

In the event that you are already our customer, you may receive commercial messages for products and services similar to those we have already provided to you, cf. the General Data Protection Regulation art. 6(1), point f and the dansih law “markedsføringsloven” § 10, 2.

The sending of these messages will be based on our legitimate interest in communicating about our products and services.

Processing activities included in category (v) are based on our legitimate interest to simplify and speed up the reservation process for our customers, cf. the General Data Protection Regulation art. 6(1), point f.

Processing activities included in category (vi) are based on our legitimate interest to manage our prospect database, cf. the General Data Protection Regulation art. 6(1), point f.

The management of fines for traffic offences, in particular for:

• transfer to the Danish Road Traffic Authority the identity of the main driver mentioned on the rental agreement
• In case of parking fees information’s can be disclosed to the company responsible for handling the collection of the fee in the area concerned.

This processing activity is based on our legal obligations, and the possibility to pursue legal claims, cf. the General Data Protection Regulation art. 6(1), point c and f as ant art. 9(2), point f comprising pursuant to the Danish laws: “færdselsloven” and “bekendtgørrelse om udlejning af motorkøretøjer uden fører.

The management and maintenance of a list of clients with certain contractual risks, with regard to:

• payment incidents resulting in legal proceedings;
• traffic accidents or repeated damage;
• indelicate or threatening behaviour towards our employees or other customers and/or
• the use of our vehicles in violation of the general rental conditions

This processing activity is based on our legitimate interest, in particular our interest in asserting our rights, to prevent risks and fraud related to the execution of your lease contract, cf. The General Data Protection Regulation art. 6(1), point f.

In this respect, we seek to maintain a fair balance between the need to process your Personal Data and respect for your rights and freedoms, in particular the protection of privacy. If you appear on this list of at-risk clients, your reservation request will be rejected. You may challenge this decision by sending an email to the following address: dpo@europcar.com.

Video surveillance on our premises

This processing activity is based on our legitimate interest in ensuring the safety of property and persons in our stations, by a deterrent effect or in such a way as to be able to identify the perpetrators of damage, theft or aggression, cf. The General Data Protection Regulation art. 6(1), point f and the Danish law: “databeskyttelsesloven” § 8, 3, section 2.

Analysis of navigation data on our website and mobile applications

This processing is based on our legitimate interest in improving our products and services, cf. The General Data Protection Regulation art. 6(1), point f.

Purposes of the processing

Data retention periods

The creation and management of your customer account

For the duration of the business relationship and 5 years after the end of the business relationship.

The processing of your reservation and rental contract, in particular for:

• Confirming, modifying or cancelling your reservation;
• Communication with you regarding your reservation and rental (for example, to provide you with information about your reservation and rental, to send you reminder notifications before you return your vehicle, to answer your questions or suggestions);
• manage your rental;
• manage your payment and invoices;
• manage the collection of sums due (including subsequent costs such as fines for traffic violations, and/or compensation for damage to the vehicle);
• managing claims; and/or
• managing your vehicle insurance

For 5 years after the end of the reservation in accordance with the storage obligation in the Danish law: “Bogføringsloven”.

The management of commercial documents (customer invoices, purchase orders, certain electronically concluded contracts etc.)

Storage of accounting data is 5 years from the end of the current financial year.

The checking of your driver's license

This validation can be carried out (i) manually by our customer service department or (ii) using a facial recognition device.

Data is stored in a period of 12 months. In case of damages to property or violations of the law, investigation of damages and accidents caused by the vehicle, the personal data can be stored until the case is solved (meaning until the end of any dispute or trial)

Prevention of credit card fraud

13 months from the last effective payment and storage of accounting data for 5 years from the end of the current financial year.

Verifying that you are not recorded on a Sanction List (namely any list of designated individuals as issued and amended from time to time by: (a) the U.S. government, including OFAC’s list of Specially Designated Nationals and Blocked Persons (or “SDNs”) and lists maintained by the U.S. Department of State; (b) the United Nations Security Council, (c) the European Union and any Member State (including the EU’s consolidated list of persons subject to EU financial sanctions); and (d) the United Kingdom (including the consolidated list of financial sanctions targets issued by the UK’s Office of Financial Sanctions Implementation (“OFSI”))

For 5 years from collection of your data

The improvement of our products and services according to your preferences by carrying out satisfaction surveys

3 years from our last contact

Chatting in real time on our website

3 years from our last commercial contact

Conducting business development and marketing activities, including:

1. Sending emails and SMS notifications about special offers and promotions;
2. Recording your rental history to suggest products/services to you when searching for new bookings or to send you special offers and benefits;
3. sending emails relating to a booking that we have not completed or reporting the status of your booking requests;
4. managing your loyalty program and membership card;
5. organizing contests and prize draws;
6. the management and updating of the prospect database.

- if you are a Europcar customer, 3 years from the end of the business relationship with Europcar.

- If you are not a Europcar customer, 3 years from the collection of your personal data OR from the last time you requested information from us.

The management of fines for traffic offences, in particular for:

- transfer to the Danish Road Traffic Authority the identity of the main driver mentioned on the rental agreement.

In case of parking fees information’s can be disclosed to the company responsible for handling the collection of the fee in the area concerned.

For the time necessary to identify the driver responsible for committing the offence giving rise to the contravention. However, relevant information may be retained for a longer period of time.

Management and updating of a list of clients with certain contractual risks, with regard to:

• payment incidents resulting in legal proceedings;
• traffic accidents or repeated damage;
• indelicate or threatening behavior towards our employees or others customers and/or
• the use of our vehicles in violation of the general rental conditions.

3 or 5 years from the date of creation or modification of the last rental and depending on the nature of the event

Video surveillance on our premises

A few days up to maximum 30 dayes in accordance with the Danish law: “tv-overvågningsloven”.

Analysis of navigation data on our website and mobile applications

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