Bike Hire Privacy Notice
Aberfoyle Bike Co.
Effective from 10/11/2026
This notice explains how we handle personal information when you enquire about, book or take part in a bike hire, including if someone else books on your behalf.
Who we are
Aberfoyle Bike Co Ltd is responsible for the personal information described in this notice. Our Scottish company number is SC860483. Write to us at Mayfield, Main Street, Aberfoyle, Stirlingshire, FK8 3UQ, or email info@aberfoylebikeco.com with any privacy questions or requests.
What we collect
Enquiries and bookings. We collect the lead hirer’s name, contact details, hire dates, equipment selections and booking communications. For delivery or collection, we also use the address and contact details needed for the handover.
Riders and passengers. We may receive names and the age, height or fit information needed to choose suitable equipment, check eligibility and fit bikes, child seats or trailers. If someone books for you or your child, we may receive this information from the lead hirer or an accompanying adult.
Identity and age checks. We may ask to see photo ID for the lead hirer or proof of age for an age-restricted rider. We do not hold this information on record, but use it to match the booking to the hirer.
Payments and hire records. We use payment status, transaction references, amounts, refunds and any deposit or card hold information we receive from our payment provider. We also record acceptance of our hire terms, handover and return details, and any relevant damage, loss or incident reports.
Incidents and claims. If an incident occurs, we may receive relevant information from people involved, witnesses, insurers or public authorities. This may include contact details, photos and, where necessary, details of injuries.
Why we use your information
Q. Why do you use my information to manage my booking?
A. We use it to respond to booking requests, arrange and manage your hire, process payments and refunds, and provide any agreed delivery or collection. Our lawful basis is taking steps requested before entering into a contract or performing our contract with the lead hirer.
Q. Why do you use my information to run the hire service?
A. We use it to answer enquiries outside a contract, manage group bookings, check rider eligibility and equipment suitability, protect our bikes and equipment, and keep a record of the hire. Our lawful basis is our legitimate interest in running a safe, reliable hire service and protecting our equipment.
Q. What if there’s an incident, damage, loss or a complaint?
A. We use relevant information to investigate incidents, damage or loss, and to resolve complaints or disputes. Our lawful basis is our legitimate interest in investigating incidents, managing risk, and establishing or defending claims.
Q. What if an incident record includes health information?
A. We use health information only where we have both a lawful basis and a separate condition that permits us to use it. For example, we may use it where necessary to establish, exercise or defend a legal claim.
Q. Why do you keep tax and accounting records?
A. We use information to keep tax and accounting records and meet any legally required reporting obligations. Our lawful basis is compliance with a legal obligation.
Q. What happens if I can’t provide the information you need?
A. We need enough information to confirm your booking, collect payment where due, and hand over suitable equipment safely. If you can’t provide the information needed for those purposes, we may be unable to confirm your booking or supply the affected equipment.
Who we share it with
We use Booqable to manage hire bookings. Our payment provider Stripe payments handles card payments, refunds and any card authorisations. We may also share relevant information with providers that support our email, IT and accounting, and with a delivery or collection provider if one is involved in your booking. Where necessary, we may share relevant details with insurers, professional advisers, the police or other authorities for an incident, claim or legal obligation.
Processing outside the UK
[Confirm the actual arrangements for Booqable, payment, email and other providers. State where information is transferred outside the UK, the safeguards that apply, and how customers can obtain details or a copy of those safeguards.]
How long we keep it
We keep personal information only for as long as needed for the purposes above. A complaint, claim or legal obligation may require us to keep relevant records for longer.
Record
Retention period or how we decide it
Enquiries that do not turn into bookings - 1 - 3 years
Booking, hire acceptance and handover records - 1 - 3 years
Payment, invoice and accounting records - 5 years
Incident, damage and claim records - 10 years
Your rights and how to contact us
Depending on the circumstances, you can ask us for a copy of your personal information, ask us to correct or erase it, or ask us to restrict its use. You can object where we rely on legitimate interests. You may also have the right to receive or transfer information you provided to us where we process it by automated means on the basis of a contract. Where we rely on consent, you can withdraw it at any time.
To exercise a right or raise a concern, email info@aberfoylebikeco.com. You can also complain to the Information Commissioner’s Office.