Data Controller: OCC Hire Services Ltd

We are responsible for deciding how and why personal data is processed in connection with our hire management system and business operations.

We may collect and process the following personal data:

• Staff names, email addresses, and job roles (for system access)
• Site manager names and contact details
• Supplier contact names, phone numbers, and email addresses
• Authorisation names on hire orders and purchase records
• Purchase order numbers and account references

We use personal data for the following purposes:

• Managing hire orders, site records, and equipment tracking
• Communicating with suppliers and site contacts
• Generating invoices and financial reports
• Controlling staff access to the system
• Complying with legal and regulatory obligations

We process personal data on the following legal bases under UK GDPR:

• Legitimate interests — operating our hire management system and business
• Contract performance — fulfilling hire agreements and supplier relationships
• Legal obligation — complying with applicable laws and regulations
• Consent — where explicitly obtained for specific processing activities

We retain personal data only for as long as necessary:

• Hire and purchase records: 7 years (for financial/legal compliance)
• Staff access records: Duration of employment + 1 year
• Supplier contact details: Duration of business relationship + 2 years

After retention periods expire, data is securely deleted or anonymised.

We do not sell your personal data. We may share data with:

• Our technology platform provider (Base44) for hosting and system operation
• Accountants or auditors where required for financial compliance
• Law enforcement or regulators where legally required

All third parties are required to handle data securely and in compliance with UK GDPR.

We implement appropriate technical and organisational measures to protect personal data, including:

• Password-protected staff access with role-based permissions
• Encrypted data transmission (HTTPS)
• Access limited to authorised personnel only
• Regular review of access rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — request a copy of data we hold about you
• Right to rectification — request correction of inaccurate data
• Right to erasure — request deletion of your data (where applicable)
• Right to restrict processing — request we limit how we use your data
• Right to object — object to processing based on legitimate interests
• Right to data portability — receive your data in a portable format

To exercise any of these rights, please contact us using the details below.

This application uses session storage to maintain your login state during your session. No persistent tracking cookies are used. Session data is cleared when you log out or close your browser.

For any data protection queries, requests, or concerns, please contact:

Under UK GDPR's right to erasure, you can request deletion of your account and associated personal data. Submit the form below and we will process your request within 30 days.