GDPR

 

Data Protection Policy

 

With this present policy for processing/protection of personal data (hereafter referred to as the "Policy"), information is provided regarding the collection, storage, processing, and use of your personal data.

The company named "CARROTS RENT A CAR" (hereinafter referred to as "Company" or "we" or "us"), located in Sinisioglou 1 Thessaloniki 54453, email address rentacarrot@gmail.com acting as the Data Controller, collects, stores, uses and generally processes your personal data.

1. What are personal data? The term "personal data" refers to information about natural persons, such as name, postal address, email address, telephone number, and other information that identifies or can identify your identity, hereinafter referred to as "Personal Data" or "Data".

2. What is the Processing of Personal Data? Any operation or set of operations performed with or without the use of automated means on Personal Data or sets of Personal Data, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

3. What data do we collect? We make sure to collect only data that is absolutely necessary for the purpose for which it was given and used exclusively for the purposes for which it was collected. As part of our activities, we will use your contact data to keep you informed about rental matters, as well as for new offers and services. The data is limited to what you have provided for a specific purpose and only if you have given your consent.

We also collect data when you visit our website and if you have given your consent, which is evidenced by completing the corresponding fields and sending the corresponding documents.

Identity data, such as name, surname, father's name, date of birth, driver's license, tax identification number, ID card number.

Contact/shipping data, such as postal address, email address, telephone number.

Verification data for residential address or telephone communication.

Identification data, such as username, IP address.

4. How do we use your data?  Your data is processed either by our authorized personnel or through information technology and electronic devices by our company, and exceptionally by third parties who have contractually committed to our company to maintain confidentiality and protect your data, and process it exclusively for the purposes for which it has been provided to us. Generally, your data is processed in order to provide you with the following indicative services:

Submitting a Proposal: The Company processes your data to submit a proposal for short-term or long-term car rental.
Car Rental: The Company processes your data to fulfill its contractual relationship with you, which is car rental, to provide service (such as maintenance, painting, repair, vehicle replacement, etc.), to comply with legal obligations, and to refute, raise or exercise legal claims.
Compliance with Applicable Legislation: The Company processes your data to be able to comply with its legal obligations, particularly related to compliance with tax and insurance legislation or vehicle insurance coverage arising from an active insurance contract.
User Account Creation: The Company processes your data to provide you with account functions and to facilitate, for example, the conclusion of a rental or purchase agreement for products and/or services.
Sending a Newsletter: The Company provides you with the option, if you wish, to receive information about promotional/advertising activities of the Company at your email address.
Privilege programs for customers: Through these programs, the Company offers a range of benefits to its customers, such as discount coupons, offers, etc.
Contact: The Company uses your Data to respond to requests/inquiries that you submit, for example, through the Contact Center and communication forms.
Participation in online promotions/contests: The Company processes Data that you provide to participate in a contest, if you agree, in order to conduct contests, notify you if you are a winner, and deliver your prize.
Participation in online market research/surveys: The Company processes Data that you provide to participate in online surveys, such as demographic information (age, income, etc.). You can enter all the information or none, at your discretion. The survey results will only be used to improve the features of our website, evaluate them on your behalf, and subsequently improve the services provided to you, and for no other purpose.

5. For what purpose do we process your data? We collect your data for the purposes of providing products and/or services, including:

a) evaluating your request for a rental offer and, if applicable, for entering into a lease agreement;

b) managing the rental of the car you have chosen, such as communicating with you regarding availability, executing the contract, providing maintenance, bodywork, repair, replacement, vehicle pick-up, etc., sending the necessary documents for products you may have purchased or services that may have been provided to you, managing your debts to the Company, and processing returns;

c) complying with the obligations imposed by applicable legislation, such as labor, tax, and insurance legislation;

d) monitoring, improving, and adapting to your preferences and choices regarding our products and/or services;

e) sending, via email, information about the Company's products and/or services;

f) conducting customer satisfaction research, promoting our products and/or services, sending informative bulletins about our products and/or services;

g) communicating between us in the event of a competition.

6. What is the legal basis for processing your Data by the Company? The processing of your Data is carried out in accordance with:

a) the terms of our contractual relationship,

b) your consent, where required,

c) the obligations of the Company arising from the law (e.g. tax, labor, insurance legislation, etc.),

d) the legitimate interest of our Company.

 

7. Who are the recipients of your Data?  CARROTS RENT A CAR guarantees that it will not disclose, share, transfer, etc. your data to third parties (except those mentioned herein) for any purpose or use other than if such action is required by applicable law or is required by public/judicial authorities/agencies.

Access to your data is granted only to the absolutely necessary personnel of the Company, which is committed to maintaining confidentiality, and to the businesses cooperating with us, which process your data as Joint Data Controllers or as Processors on our behalf and in accordance with our instructions.

Indicatively, the recipients of your data are:

Insurance companies cooperating with our Company.
Car rental companies cooperating with our Company.
Businesses cooperating with our Company providing repair, painting, maintenance services for the vehicles rented to our customers.
Certified accounting firms that audit the financial statements of our Company.
Companies cooperating with us to provide roadside assistance to drivers using our Company's vehicles.
Companies that also manage the global car reservation system (within or outside Europe) with which we will share information related to our activities in car rentals, which may include personal reservation information entered through this application. Your data will not be used for any other purpose without your prior notification and consent.

8. How do we ensure that the Processors respect your Data?  The Processors carrying out processing on our behalf have agreed and contractually committed with the Company:

a) to maintain confidentiality,
b) not to disclose your Data to third parties without the Company's permission,
c) to take appropriate security measures,
d) to comply with the legal framework for the protection of personal data, particularly Regulation 679/2016/EU (GDPR).
 

9. When do we delete your data? We keep your data only for as long as is necessary to fulfill the purpose for which you have provided us with your data and in compliance with applicable legal provisions.

Your consent statement for receiving a newsletter is kept for as long as you receive newsletters from the Company, unless you choose to unsubscribe. The personal data you provide for participation in customer loyalty programs is deleted when the program duration expires or if you are excluded from the program, or if you express the desire to no longer participate in the program, as described in the program terms of use.

The data submitted for processing during your participation in contests and/or market research will be kept for as long as is necessary to complete the contest or research, and will then be deleted.

10. Are your Data safe? CARROTS RENT A CAR is committed to protecting your data. Recognizing the importance of the security of your Personal Data, we have taken all appropriate organizational and technical measures, which are constantly improving based on technological advancements, with the sole purpose of ensuring the security and protection of your Data from any accidental or unlawful processing. 

Additionally, the three pieces of information used to identify you as a user of the account are: your email address, your mobile phone number, and your Personal Secret Access Code (Password). Every time you enter your information, you are given access to your personal account. This specific process is securely achieved through encryption during their transfer to the internet and the Company's servers. By the same standards, you are given the ability to change your Personal Security Access Code (Password) as often as you wish. After entering the desired code, the new code is encoded and stored in the Company's systems. For this reason, the only one who knows your code is you, and you are solely responsible for maintaining the confidentiality of the code from third parties. These measures are reviewed and modified when deemed necessary, to ensure that they remain adequate and effective. CARROTS RENT A CAR reserves the right to amend this Policy at any time and without prior notice to users.

11. What are your rights?  You have the right to access your personal data.

This means that you have the right to be informed by us if we process your data. If we process your data, you can ask to be informed about the purpose of the processing, the type of data we keep, to whom we give it, how long we store it, if there is automated decision-making, as well as your other rights, such as correction, deletion of data, restriction of processing, and submission of a complaint to the Data Protection Authority.

You have the right to correct inaccurate personal data.
If you find that there is an error in your data, you can request us to correct it (e.g. correction of name or updating change of address).
You have the right to be forgotten.
You can ask us to delete your data if it is no longer necessary for the above processing purposes or if you wish to withdraw your consent if it is the only legal basis.
You have the right to data portability.
You can ask us to provide your Data in a readable format or to transfer it to another responsible processor.
You have the right to limit the processing.
You can ask us to limit the processing of your Data for as long as the examination of your objections to processing is pending. You have the right to object to and revoke your consent to the processing of your Data.
You can object to the processing of your Data and we will stop processing your Data if there are no other compelling and legitimate reasons that override your right. If you have given your consent for the collection, processing, and use of your personal data, you can withdraw your consent at any time with future effect.

12. How can you exercise your rights? To exercise your rights, you can submit a relevant request by sending an email to rentacarrot@gmail.com and we will examine it and respond to you within one month from receipt.

13. When do we respond to your requests? We respond to your requests free of charge without delay, and in any case within one month from the date we receive your request.

14. Where can you inquire about the progress of your requests?  For information regarding the progress of your request, you can contact us at rentacarrot@gmail.com  

15. What is the applicable law regarding the processing of your data by us?  The applicable law is the Greek law, as formulated according to the General Data Protection Regulation 2016/679/EU, and generally the current national and European legislative and regulatory framework for the protection of personal data. The competent courts for any disputes related to your data are the Athens Courts. However, in exceptional cases, if the dispute falls under the jurisdiction of the Peace Court, they may bring their dispute to either the Thessaloniki Peace Court for resolution.

16. Where can you appeal if we violate the current law for the protection of your personal data? You have the right to file a complaint with the Hellenic Data Protection Authority (postal address: Sinisioglou 1 Thessaloniki 54453, email address: rentacarrot@gmail.com) if you believe that the processing of your personal data violates the current national and regulatory framework for the protection of personal data.

17. How will you be informed of any changes to this Policy? We update this Policy whenever necessary. If there are significant changes to the Policy or the way we use your Personal Data, we will publish an update on our website and notify you by any means available. We encourage you to read this Policy periodically to understand how your Data is protected.

The Privacy Policy was last updated on 3/7/2023.