Privacy Policy

This policy explains what personal data CamperBook collects, why, and what your rights are. We've written it in plain English. If anything is unclear, email support@camperbook.co.uk.

1. Who we are

CamperBook provides booking and customer-management software for campervan and motorhome hire businesses in the UK.

• Company number: [COMPANY NUMBER — TO BE ADDED]
• Registered address: [REGISTERED ADDRESS — TO BE ADDED]
• Contact: support@camperbook.co.uk

For hire business owners who sign up to CamperBook, we are the data controller for your account details.

For your customers (people who hire a van from a business that uses CamperBook), the hire business is the data controller. CamperBook acts as their data processor: we store and handle that data on the business's behalf and on its instructions. If you hired a van, please contact the hire business first about your data.

2. What we collect

Hire business owners and their staff

• Name, email address and a securely hashed password (we never see or store the password itself).
• Business details: business name, contact email, phone, address, VAT number and currency.
• Subscription and billing details: your plan and payment status. Card details are taken and held by Stripe, not by us.
• Everything you add to CamperBook: vehicles, bookings, contacts, invoices, payments, documents, messages and settings.

Customers of hire businesses

• Name, email address and phone number given when booking.
• Booking details: vehicle, dates, extras, prices and payments.
• Anything the hire business records about the hire, such as driving licence number and expiry, notes or documents.

Technical data

• IP address, used briefly to stop spam and abuse (for example, limiting how many booking requests one visitor can send).
• Server logs kept by our hosting provider, used to keep the service secure and working.

3. Why we use it, and our lawful basis

• To provide the service you signed up for: running your account, taking and managing bookings, sending booking emails. Lawful basis: contract.
• To take subscription payments and keep financial records. Lawful basis: contract and legal obligation (UK tax and accounting rules).
• To keep CamperBook secure: preventing spam, fraud and unauthorised access. Lawful basis: legitimate interests.
• To send service messages, such as password resets and important account changes. Lawful basis: contract.
• Customer data is handled only to provide the service to the hire business, under our agreement with them. The hire business decides its own lawful basis.

We do not sell personal data, and we do not use it for advertising.

4. Who we share it with

We use a small number of trusted service providers (sub-processors) to run CamperBook:

• Vercel: hosts the CamperBook website and app.
• Neon: hosts our database, where account and booking data is stored.
• Stripe: takes and stores card payments for subscriptions.
• Our email provider (an SMTP email service): sends booking confirmations, alerts and password-reset emails.

Some of these providers may process data outside the UK (for example in the USA or the EU). When they do, the transfer is protected by safeguards recognised under UK law, such as the UK International Data Transfer Addendum or the UK–US data bridge.

We may also share data if the law requires it, for example with HMRC or the police when we receive a valid legal request.

5. Cookies

We only use cookies that are needed for CamperBook to work: one keeps you signed in, and one remembers which business you're working in if you have more than one. We don't use advertising or tracking cookies.

6. How long we keep it

• Account and business data: for as long as your account is open. When you close it, we delete or anonymise it within 90 days, unless we must keep something for legal reasons.
• Billing and invoice records: 6 years, as UK tax law requires.
• Customer booking data: for as long as the hire business keeps its account, or until it deletes the data or asks us to.
• Anti-spam records (IP addresses): a short time only, usually less than a day.

7. How we protect it

Data is sent over encrypted connections (HTTPS), passwords are hashed, and every business can only see its own data. Access to production systems is limited to the people who need it.

8. Your rights

Under UK GDPR you have the right to:

• ask for a copy of the personal data we hold about you;
• ask us to correct data that is wrong;
• ask us to delete your data;
• object to, or ask us to limit, how we use it;
• ask for your data in a portable format.

To use any of these rights, email support@camperbook.co.uk. We'll reply within one month. If your request is about a booking you made with a hire business, we'll pass it to that business and help them respond.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to sort it out first, so please contact us.

9. Changes to this policy

We'll update this page if anything changes, and change the date at the top. If a change is significant, we'll let account holders know by email.