GDPR

Privacy Policy

Haines Fleet Management Ltd
Privacy Statement


Haines Fleet Management Limited is committed to protecting and respecting your privacy.

It is the intention of this privacy statement to explain to you the information practices of Haines Fleet Management
Limited in relation to the information we collect about you and others.
For the purposes of the GDPR the data controller is:
Haines Fleet Management Limited – Email: dataprotection@hainesfleet.ie
Please read this Statement carefully as this sets out the basis on which any personal data we collect from you, or
that you provide to us, will be processed by us.

1. Who are we?
Haines Fleet are a fully independent fleet management company providing fleet management, contract hire, new car
and LCV sales and used car and LCV sales.
Our Data Protection Officer / GDPR Owner and data protection representatives can be contacted directly here:
Name: Carol Keavey
Email: dataprotection@hainesfleet.ie
Telephone: +353 1 8907734

2. Purpose for processing your data
2.1 Why Haines Fleet Management Limited need to collect and store personal data?
In order for us to provide you with quotes, services and advice we need to collect personal data from time to time. In
any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose and
does not constitute an invasion of your privacy.
In terms of being contacted for marketing purposes Haines Fleet Management Limited would contact you for
additional consent.
2.2 How will Haines Fleet Management Limited use the personal data it collects about me?
Haines Fleet Management Limited will process (collect, store and use) the information you provide in a manner
compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information
accurate and up to date, and not keep it for longer than is necessary.

Haines Fleet Management Limited are required to retain information in accordance with the law, such as
information needed for Tax and Audit purposes. How long certain kinds of personal data should be kept may also be
governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to
these periods depending on individual business needs.
2.3 Under what circumstances will Haines Fleet Management Limited contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the
information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised
access or disclosure.
2.4 Why we are processing your data? Our legal basis.
Our reason and purpose for processing your personal data is:
We have your consent
We need to process your data to contact you with regard to service appointments, tyres, road tax etc. where you,
the data subject is a party to Haines Fleet Management Limited.
Legal obligation that needs to met
Protect the vital interests of the data subject, including the protection of rights and freedoms
Processing that is in the public interest
Necessary for the legitimate interests of the data controller or third party, unless the processing is overridden by the
vital interests, including rights and freedoms
National Law
2.5 Special Categories of personal data
If we collect any special categories of personal data (e.g. health, religious beliefs, racial, ethnic origin – financial
information is not classified as special categories of personal data) – we will ensure the below
We will obtain your explicit consent
Ensure the personal data is necessary for employment rights or obligations;
Protect the vital interests of the data subject, including the protection of rights and freedoms;
Necessary for the legitimate activities with appropriate safeguards;
Personal data made public by the data subject;
Legal claims;
Substantial public interest;
preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis,
provision of health or social care treatment, or management of health and social care systems and services, under
the basis that appropriate contracts with health professionals and safeguards are in place;
Public health, ensuring appropriate safeguards are in place for the protection of rights and freedoms of the data
subject, or professional secrecy;
National laws in terms of processing genetic, biometric or health data.
2.6 Who are we sharing your data with?
We may pass your personal data on to third-party service providers contracted to Haines Fleet Management Limited
in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details
securely, and to use them only to fulfil the service they provide on your behalf. When they no longer need your data
to fulfil this service, they will dispose of the details in line with Haines Fleet Management Limited procedures. If we
wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent,
unless we are legally required to do otherwise

If we transfer personal data to a third party or outside the EU we as the data controller will ensure the recipient
(processor or another controller) has provided the appropriate safeguards and on condition that enforceable data
subject rights and effective legal remedies for you the data subject are available.

3. Data Subjects Rights:
We, Haines Fleet Management Limited facilitate the data subject’s rights in line with the data protection policy and
the subject access request procedure. This is available on request.
3.1 Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the
following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our
records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal
effects of automated processing or profiling.
Right to judicial review: in the event that Haines Fleet Management Limited refuses your request under rights of
access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 4.3 below.
All of the above requests will be forwarded on should there be a third party involved as we have indicated in the
processing of your personal data.

4. Additional information we are providing you with to ensure we are transparent and fair with our
processing
4.1 Retention of your personal data
Data will not be held for longer than is necessary for the purpose(s) for which they were obtained. Haines Fleet
Management Limited will process personal data in accordance with our retention schedule. This retention schedule
has been governed by our regulatory body The Central Bank of Ireland and our internal governance.
4.2 Withdraw consent
If we are relying on your consent to process your data you can withdraw this at any time – this does not affect the
lawfulness of processing based on your consent before its withdrawal.
4.3 Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Haines Fleet
Management Limited (or third parties as described in 2.6 above), or how your complaint has been handled, you have
the right to lodge a complaint directly with the supervisory authority and Haines Fleet Management Limited’s data
protection representative Carol Keavey Email dataprotection@hainesfleet.ie
4.4 Failure to provide further information if need see Art 12(e)
If we are collecting your data for a statutory requirement or to fulfil a contract and you cannot provide this data, the
consequences of this could mean the contract cannot be completed or details are incorrect.
4.5 Additional Processing

If we intend to further process your personal data for a purpose other than for which the data was collected, we will
provide this information prior to processing this data.

5. Responsibilities
The Data Protection Officer/GDPR Owner is responsible for ensuring that the privacy notice(s) is correct and that
mechanisms exist such as having the Privacy Notice(s) on Haines Fleet Management Limited website to make all data
subjects aware of the contents of this notice prior Haines Fleet Management Limited commencing the collection of
their data.
All staff that need to collect personal data are required to follow this procedure.
5.1 Questions Regarding the Privacy Statement and Conditions of Use
If you have any questions about our Privacy Statement and Conditions of Use, or any concern about privacy at the
Haines Fleet Limited or the use of this Site in general, please contact us by e-mail at dataprotection@hainesfleet.ie
5.2 Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural
person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name,
an identification number, location data, an online Identifier or to one or more factors specific to the physical,
physiological, genetic, mental, economic, cultural or social identity of that natural person”.


Haines Fleet Management Limited
Privacy Statement

Haines Fleet Management Ltd is committed to protecting and respecting your privacy.

It is the intention of this privacy statement to explain to you the information practices of Haines Fleet Management
Ltd in relation to the information we collect about you and others.