MCS Privacy Policy
MCS Rental Software – Privacy Policy
Last updated: 8/6/26
Introduction
MCS Rental Software Ltd (“MCS”, “we”, “our”, “us”) respects your privacy and is committed to protecting personal data.
This policy explains how we collect, use, store, and protect information about individuals who visit our websites, use our software, participate in events, or otherwise interact with us.
1. Legal Basis for Processing
We only process personal data when we have a lawful basis under data‑protection law. Depending on your interaction with us, this may include:
• Contract – where we need to process your data to provide the software, services, or information you have requested or to meet our contractual obligations.
• Consent – where you have opted in to receive marketing communications or allowed optional cookies that track preferences and usage.
• Legitimate Interests – where the processing is necessary for our normal business operations, such as improving our websites, administering customer relationships, maintaining network security, or communicating with business contacts, provided that these interests are not overridden by your rights.
• Legal Obligation – where we must comply with a legal or regulatory requirement, for example, responding to lawful requests from public authorities.
2. Information We Collect
We collect or receive personal data, such as your name, job title, contact details, organisation name, communication preferences, technical information (e.g., cookies, IP addresses, device data), and any other details you choose to provide when contacting us, downloading materials, or using our software.
We may also receive limited information from trusted partners or public sources where it is lawful to do so.
3. How We Use Your Information
Your information may be used to:
• Provide software, support, and related services.
• Respond to enquiries and fulfil requests.
• Manage accounts, billing, and contracts.
• Send relevant marketing communications (where permitted).
• Analyse and improve our websites, products, and services.
• Comply with legal obligations and prevent misuse or fraud.
We do not sell or rent personal data to any third-party.
4. Data Retention
We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, or to meet legal, accounting, or reporting requirements. When we no longer need the data, it is securely deleted or anonymised.
Typical retention periods are:
• Customer account and transaction records: the duration of any contract plus six years to meet financial and taxation obligations.
• Technical and cookie data: according to the expiry dates listed in our cookie notice or banner.
We retain minimal suppression‑list data indefinitely to ensure we respect opt‑out requests.
5. International Data Transfers
Some of our service providers and partners, such as HubSpot and Google, may store or process personal data outside the United Kingdom or the European Economic Area.
Whenever this happens, appropriate safeguards (for example, UK Standard Contractual Clauses or equivalent mechanisms) are used to maintain protection and security.
6. Sharing and Third‑Party Processors
We may share information with carefully selected third‑party service providers who perform work on our behalf, such as website hosting, analytics, marketing platforms, or cloud software suppliers.
Each processor is bound by a written contract requiring them to:
• Handle data only according to our instructions.
• Keep it secure.
• Never use it for their own purposes.
We do not sell or rent personal data to any company.
7. Children’s Information
Our websites, software, and services are designed for business users and are not intended for children under 16.
We do not knowingly collect or maintain personal data from anyone under 16. If you believe a minor has provided information directly to us, please contact us so we can delete it.
Images Provided by Charities
Our “Giving Back” pages sometimes include photos supplied by the charities we support.
Those charities are required to confirm to MCS Rental Software that:
• They have obtained valid consent from a parent or guardian (and, where appropriate, the child) for the image to appear on our website and related publicity.
• Personal details identifying any child are minimised.
• The charity has provided a point of contact for any subsequent withdrawal of consent.
If you believe any image of a minor should not appear on our site, please contact privacy@mcsrentalsoftware.com and we will review and, if appropriate, remove it promptly.
8. Automated Decision‑Making and Profiling
We do not use automated decision‑making that produces legal or similarly significant effects on individuals.
We may use limited profiling to tailor content and marketing based on your previous interactions with our websites and communications. You can opt out at any time by contacting us or using the unsubscribe links provided.
9. Your Rights
Under data‑protection legislation, you have the following rights in relation to your personal data:
• Access – request a copy of the information we hold about you.
• Rectification – ask us to correct inaccuracies.
• Erasure – request deletion (“the right to be forgotten”).
• Restriction – ask us to limit how we use your data.
• Portability – obtain your data in a portable format.
• Objection – object to certain uses, including direct marketing.
• Withdrawal of consent – withdraw consent at any time where consent is the basis for processing.
To exercise these rights, contact us using the details below. We will respond within the timescales set by law.
10. Complaints and Contact Details
For questions or concerns about how we process your data, please contact:
Privacy Officer
MCS Rental Software Ltd
Email: hello@mcsrentalsoftware.com
You may also lodge a complaint with the Information Commissioner’s Office (ICO) – the UK supervisory authority:
https://ico.org.uk | Tel +44 (0)303 123 1113
11. Updates to this Policy
We may update this notice from time to time to reflect changes in our practices or legal requirements.
Any significant changes will be highlighted on this page, and, where appropriate, we may also notify you directly.
12. Cookie Information
Detailed information on each cookie in use, including provider, category, purpose, and expiry, is available in the Cookie Declaration in our website’s consent banner.
You can change or withdraw your consent at any time via that banner.