Privacy Policy

Northern Wheels Rentals is committed to protecting the privacy and security of your personal information. This policy describes how we collect, use, and disclose your information when you use our site, this service, or our online platform, and the choices you have regarding your data.

Information We Collect

When you use our service, we may collect various types of information, including information that can be used to identify you ("Personal Data"). The types of Personal Data we may collect include:

• Contact information: Your name, address, phone number, and email address.
• Identification details: Driver's license information, date of birth, and other details necessary for identity verification and rental agreements.
• Payment information: Details required to process payments for our services.
• Rental information: Details about your rentals, including vehicle type, rental duration, locations, and insurance options selected.
• Vehicle usage data: Information related to the use of our vehicles during your rental.
• Information you provide when communicating with us, including inquiries about our services like daily, weekly, or monthly rentals, corporate solutions, one-way rentals, or roadside assistance.
• Information collected through cookies and similar technologies as you interact with our site.
• Information from third parties, such as credit bureaus, fraud prevention agencies, and insurance providers, where legally permitted and necessary for providing our services.

We also collect non-personal information, such as aggregated statistical data, browser type, operating system, and IP address, which does not directly identify you ("Usage Data").

How We Collect Information

We collect information directly from you when you:

• Register for an account or create a profile.
• Book a rental or use our services, including airport pick-up/drop-off or moving truck rentals.
• Fill out forms or provide information on our site.
• Communicate with us through customer service or other channels.

We may also collect information automatically as you navigate through our site using technologies like cookies.

How We Use Your Information

We use your Personal Data for the following purposes:

• To provide and manage our services, including processing rentals for cars, trucks, vans, and SUVs, managing corporate fleet solutions, and facilitating one-way rentals.
• To process transactions and payments.
• To communicate with you about your rentals, account, or our services.
• To provide customer support, including assistance related to insurance options or 24/7 roadside assistance.
• To verify your identity and eligibility for rentals.
• To improve and personalize your experience on our site and with our services.
• To conduct research and analysis to understand how our services are used and to improve them.
• To detect, prevent, and address fraud, security issues, and other illegal activities.
• To comply with legal and regulatory obligations.
• To enforce our agreements and policies.

Legal Basis for Processing (relevant where GDPR applies)

We process your Personal Data based on the following legal grounds:

• Performance of a contract: When the processing is necessary for the performance of a rental agreement or to take steps at your request before entering into such a contract.
• Legal obligations: When processing is necessary for compliance with a legal obligation that applies to us.
• Legitimate interests: When processing is necessary for our legitimate interests or those of a third party, provided your fundamental rights do not override those interests (e.g., for fraud prevention, service improvement, direct marketing within legal limits).
• Consent: In some cases, we may rely on your explicit consent for specific processing activities.

Data Sharing and Disclosure

We may share your Personal Data with third parties in the following circumstances:

• Service Providers: We may share information with trusted third parties who perform services on our behalf, such as payment processing, data analysis, marketing assistance, and customer service. These parties are obligated to protect your information and use it only for the purposes for which it was disclosed.
• Rental Locations and Affiliates: To facilitate your rental and provide services, information may be shared between our rental locations and affiliated entities.
• Legal Requirements: We may disclose your information if required by law, legal process, government request, or to protect our rights, property, or safety, or the rights, property, or safety of others.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity.
• With Your Consent: We may share your information with third parties when we have your explicit consent to do so.

Data Retention

We retain your Personal Data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention period will vary depending on the type of data and the context of its use.

Your Data Protection Rights (relevant where GDPR and similar laws apply)

Depending on your location and applicable laws, you may have the following rights regarding your Personal Data:

• The right to access the Personal Data we hold about you.
• The right to request correction of inaccurate or incomplete Personal Data.
• The right to request the erasure of your Personal Data under certain conditions.
• The right to request restriction of processing your Personal Data under certain conditions.
• The right to object to the processing of your Personal Data under certain conditions.
• The right to data portability, allowing you to receive your Personal Data in a structured, commonly used, machine-readable format.
• The right to withdraw consent at any time where processing is based on consent.

To exercise these rights, please contact us using the physical address provided below. We may need to verify your identity before processing your request.

Data Security

We implement appropriate technical and organizational measures to protect your Personal Data from unauthorized access, use, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

International Data Transfers

Your information may be stored and processed in Canada or other countries where we or our service providers operate. When transferring data internationally, we take steps to ensure that your information is protected in accordance with applicable data protection laws, which may include using standard contractual clauses or relying on adequacy decisions.

Cookies and Similar Technologies

Our site uses cookies and similar tracking technologies to track the activity on our service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. We use cookies for various purposes, including to operate our site, remember your preferences, analyze usage, and deliver relevant content. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service.

Children's Privacy

Our service is not intended for individuals under the age of 16. We do not knowingly collect Personal Data from children under 16. If we become aware that we have collected Personal Data from a child under 16 without verifiable parental consent, we will take steps to remove that information from our servers.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us at: