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Privacy Policy
Last updated: September 2026
At Captis, we take your privacy seriously.
This Privacy Policy explains what personal information Captis Solutions Limited collects, why we collect it, how we use it, who we may share it with and the rights you have over your information.
We aim to collect only the information we reasonably need to operate our equipment rental service safely and effectively.
1. Who we are
Captis is operated by Captis Solutions Limited, a company registered in England and Wales.
For the purposes of UK data protection law, Captis Solutions Limited is the data controller for personal information that we determine how and why to use.
You can contact us about privacy or your personal information using the contact details published on the Captis website.
2. Information we may collect
Depending on how you use Captis, we may collect:
Identity and contact information
This may include:
- your name;
- email address;
- telephone number;
- billing address;
- delivery address; and
- other contact details you provide.
Booking information
This may include:
- equipment hired or requested;
- Hire Period and booking dates;
- booking reference;
- delivery and return information;
- booking value;
- optional services selected;
- correspondence relating to the booking; and
- previous rental history with Captis.
Payment information
Payments may be processed on our behalf by a specialist payment provider.
Captis may receive information such as:
- payment status;
- transaction reference;
- payment method;
- limited card information such as card type or last four digits; and
- fraud or payment-verification results.
We do not intend to store your complete payment-card number or card security code on our own systems.
Equipment and rental records
We may record information connected with equipment supplied to you, including:
- asset and serial numbers;
- dispatch and return condition;
- pre-dispatch and post-return photographs;
- missing accessories;
- faults or damage;
- loss or theft reports;
- agreed extensions;
- late returns; and
- claims or disputes relating to a hire.
These records help us manage our equipment, establish its condition and deal fairly with any problems that arise.
Delivery information
We may process information required to arrange and manage delivery and return, including:
- name;
- delivery address;
- contact details;
- parcel tracking information;
- delivery status;
- return status; and
- information concerning failed, delayed, damaged or lost deliveries.
Verification and fraud-prevention information
Captis does not intend to require routine identity verification for every customer.
Where a booking presents an increased risk, we may request or process additional information reasonably necessary to verify identity, address, payment details or the legitimacy of the booking.
This may include information supplied by you or information returned by payment, fraud-prevention or identity-verification services.
Communications
If you contact Captis, we may retain relevant communications, including emails, contact-form submissions and messages concerning your booking.
Website and technical information
When you use our website, we may receive information such as:
- IP address;
- browser and device information;
- website activity;
- pages visited;
- approximate location derived from technical information;
- cookie preferences; and
- information required for website security and operation.
Where consent is required for cookies or similar technologies, we will ask for it before using them.
Please see our How We Use Cookies page for more information.
3. Why we use your information
We may use personal information to:
- provide quotations and availability information;
- process and manage bookings;
- take and administer payments;
- arrange delivery and returns;
- communicate about a booking;
- manage extensions, cancellations and refunds;
- inspect and track our equipment;
- administer Damage Protection and deposit administration;
- deal with damage, loss, theft or non-return;
- prevent and investigate fraud;
- protect our customers, equipment and business;
- provide customer support;
- comply with accounting, tax and other legal requirements;
- establish, exercise or defend legal rights;
- improve our website and rental service; and
- send marketing communications where permitted by law.
We will not use your information for purposes that are incompatible with the reason it was collected unless permitted or required by law.
4. Our lawful bases
UK data protection law requires us to have a lawful basis for processing personal information.
Depending on the circumstances, Captis may rely on:
Contract
We need certain information to take steps at your request before entering into a rental contract and to perform that contract once a booking has been accepted.
For example, we need your name, contact information, booking details and delivery address to fulfil a hire.
Legal obligation
We may need to retain or use information to comply with legal obligations, including accounting, tax and regulatory requirements.
Legitimate interests
We may process information where necessary for legitimate business interests, provided those interests are not overridden by your rights and freedoms.
These interests may include:
- protecting Captis equipment and assets;
- preventing and investigating fraud;
- maintaining accurate rental and asset records;
- managing disputes;
- recovering money or equipment lawfully owed to us;
- maintaining website and information security;
- understanding and improving our service; and
- operating Captis efficiently and safely.
Where we rely on legitimate interests, we consider the impact of the processing on you.
Consent
Where consent is the appropriate legal basis, we will ask for it.
This may apply, for example, to certain marketing communications and non-essential cookies or similar website technologies.
Where processing is based on consent, you can withdraw that consent.
5. Information you need to provide
Some information is necessary for us to provide our rental service.
For example, we cannot normally fulfil a booking without sufficient information to identify and contact you, process payment and deliver the equipment.
You are not obliged to provide information simply because we request it, but if information is reasonably necessary to enter into or perform the rental contract, we may be unable to accept or fulfil your booking without it.
6. Who we share information with
We do not sell your personal information.
We may share relevant information with trusted organisations where reasonably necessary to operate Captis.
These may include:
Rental and website service providers
We may use specialist rental-commerce and website systems, including Booqable, to manage products, availability, bookings and customer information.
Payment providers
Payment information may be processed by Stripe or another payment provider identified during checkout.
Delivery providers
We may provide information to appointed carriers where necessary to arrange, track and manage delivery and return of equipment.
IT and communications providers
We may use companies that provide website hosting, email, data storage, security and other technology services.
Fraud-prevention and verification providers
Where reasonably necessary, we may use specialist services to assess payment or fraud risk or verify information supplied with a booking.
Professional advisers
We may share information with our accountants, solicitors, insurers or other professional advisers where reasonably necessary.
Debt recovery and legal services
Where equipment or money is lawfully owed to Captis, relevant information may be provided to professional recovery or legal services.
Law enforcement and public authorities
We may disclose information where required by law or where reasonably necessary to report or investigate suspected crime, fraud, theft or other unlawful activity.
We require service providers handling personal information on our behalf to protect it appropriately and use it only for authorised purposes.
7. International transfers
Some technology, payment or service providers used by Captis may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure an appropriate legal mechanism and safeguards are in place as required by UK data protection law.
Further information about relevant safeguards can be requested from us where applicable.
8. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, fraud-prevention and dispute-resolution requirements.
Different information may therefore be retained for different periods.
For example:
- unsuccessful general enquiries may be deleted when they are no longer reasonably required;
- booking and transaction records may be retained for the period required for accounting, tax and legal purposes;
- equipment condition and incident records may be retained while relevant to the asset, booking, dispute or potential legal claim;
- fraud-prevention information may be retained for an appropriate period where necessary to protect the business; and
- marketing information may be retained until you unsubscribe or we determine that it is no longer appropriate to retain it.
We will periodically review the information we hold and securely delete or anonymise information that is no longer required.
9. Marketing
Captis may occasionally send information about our equipment, availability, offers or service where permitted by law.
Where your consent is required, we will ask for it.
You can unsubscribe from electronic marketing at any time using the unsubscribe facility provided or by contacting us.
Unsubscribing from marketing does not prevent us from sending service messages that are necessary for an existing booking, such as booking confirmations, delivery information or return reminders.
10. Cookies and similar technologies
Our website uses cookies and similar technologies.
Some are necessary for functions such as security, shopping baskets, checkout, booking sessions and remembering your privacy choices.
Others, such as analytics or marketing technologies, will only be used where permitted and, where required, after you have given consent.
You can find more information on our How We Use Cookies page.
11. Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
These measures may include:
- limiting access to information;
- using reputable specialist service providers;
- secure payment processing;
- account and system security;
- appropriate backups;
- software and system updates; and
- maintaining appropriate security procedures.
No internet-based service can guarantee absolute security, but we take the protection of customer information seriously.
12. Your data protection rights
Depending on the circumstances, UK data protection law may give you rights including the right to:
- request access to personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete personal information in certain circumstances;
- ask us to restrict how information is used in certain circumstances;
- object to certain processing;
- receive certain information in a portable format;
- withdraw consent where we rely on consent; and
- raise concerns about how your information is being used.
These rights are not absolute and some are subject to legal conditions and exemptions.
To exercise a right, contact Captis using the details published on our website.
We may need to verify your identity before responding to a request.
13. Automated decision-making
Captis does not intend to make decisions about customers based solely on automated processing where those decisions have legal or similarly significant effects.
Automated systems may nevertheless assist with activities such as payment processing, security and fraud-risk indicators.
Where an unusual booking is flagged for review, Captis may undertake additional checks or contact you for further information.
14. Complaints
If you have a concern about how Captis uses your personal information, please contact us first so we can investigate it.
You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office (ICO)
Further information about your rights and how to make a complaint is available on the ICO website.
15. Changes to this Privacy Policy
We may update this Privacy Policy as Captis, our website or legal requirements change.
The current version will be published on our website and the date at the top of this page will show when it was last updated.
Where a change materially affects how we use personal information, we will take appropriate steps to bring it to the attention of affected individuals.
16. Contact us
If you have questions about this Privacy Policy or want to exercise your data protection rights, contact Captis using the contact details published on our website.
Data controller: Captis Solutions Limited