Shift 4 is a film and TV equipment rental company based in London U.K, we’ve been supplying our services to the industry for nearly 30 years and we’re committed to protect and respect your privacy according to GDPR (Global Data Protection Regulation) and we will not sell, rent or trade your data with other companies and businesses for marketing purposes.
This policy explains when and why we collect personal and non-personal information about people and/or companies, how we use it and how we keep it secure. We may update this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, services and products, you’re agreeing to be bound by this policy. Any questions regarding this policy and our privacy practices should be sent by email to firstname.lastname@example.org. This policy is effective from 20.05.2018
How do we collect information, what type of information is collected and what is it used for?
Subscribing to our newsletter
When someone subscribe to our newsletter they may provide personal information such as email address and full name, this information is used to
periodically send them promotional emails about new products, special offers or other information pertaining to Shift 4 which we think they may find interesting.
We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice.
Note: Subscribers can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing email@example.com.
Opening an account
Before we can provide our services to either a company or an individual they will be required to open an account with us, during this process they may provide information pertinent to the account holder such as full name or company name, email address, address, telephone number and VAT number.
We will also require the potential client to supply the names and addresses and phone and email of two trade referees that will be checked by Shift 4 staff only for the following information:
- Regular Customer
- Trading Record
- Monthly Credit Limit
- Payment within 30 days
Individual clients who are either solo traders or freelancers are also required to supply the following information when collecting their first hire equipment:
- Original of Passport
- Originals of two utility bills showing their full name and current billing address.
**This information is photocopied and stored in secure filing cabinets for twelve months after the initial hire as the client would have either migrated to a 30 day account or the account lapsed and closed with data being deleted.
When you wish to rent equipment, we may collect additional information from you such as:
- Hired In Insurance Policy Details
- Purchase Orders relevant to specific transactions
Once you are accepted as a client, our system also collects and stores the following information from you:
- Account Status (COD/30 Days)
- Date of first hire
- No of hires.
- Average value of equipment hired per job.
- Delivery/Collection Address and contact details (if different to the account details)
- Specific client instructions/preference, where relevant.
This processing of data is necessary for the performance of contract and part of a legal obligation to keep company financial records for five years after a tax return date.
The client consent to store this data is required/implicit at the point of founding the account as the first transaction cannot function without it and will be removed subsequently at the client’s request (i.e. closing the account for new business) or altered (such as an address or phone number change).
To send periodic emails. The email address you provide for order processing, will only be used to send you information and updates pertaining to your order and VMI’s policy is to email our clients annually to take part in a survey to continually improve our services.
Electronic Data Security
This information is stored on highly secure, password-protected servers at Shift 4. This data is kept in data format only and this information is deleted when the relevant account is closed at the client’s request. As the third party data for the trade references is supplied by the client, Shift 4 cannot attest to the GDPR compliance or data security of that third party as any interaction between Shift 4 and the third party is restricted to the above information only.
**All financial records pertaining to orders are scanned and stored in a secure cloud-based environment and paper records destroyed within 3 months of completion of hire.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Submitting a wishlist
When someone creates and submit a wishlist through our website they may provide personal information such as email address, full name and phone number, they might also submit information relevant to kit they are willing to hire. This information will be used internally allowing Shift 4 staff to provide the sender with a quote.
Visiting our website
Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse this website. They are used to ‘remember’ when your computer or device accesses our websites. Cookies are essential for the effective operation of our website. They are also used to tailor the products and services offered and advertised to you, both on our websites and elsewhere.
We also use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We use Google AdWords Remarketing to advertise trigger across the Internet. AdWords remarketing will display relevant ads tailored to you based on what parts of the Shift 4 website you have viewed by placing a cookie on your machine. THIS COOKIE DOES NOT IN ANYWAY IDENTIFY YOU OR GIVE ACCESS TO YOUR COMPUTER. Google AdWords Remarketing allows us to tailor our marketing to better suit your needs and only display ads that are relevant to you.
If you do not wish to participate in our Google AdWords Remarketing, you can opt out by visiting Google’s Ads Preferences Manager
We may also display interest-based ads to you when you are using Facebook through a tool offered by Facebook called the Custom Audience Tool. This tool allows us to personalise our ads based on your browsing behaviour with us. We do not share any personal information with Facebook. The tool lets Shift 4 convert your e-mail address to a unique number that Facebook uses to match to unique numbers Facebook generates from email addresses of its users.
If you do not wish to participate in our Facebook Custom Audience Ads, you can opt out by visiting Your Ad Preferences on Facebook
How can you access and update your information?
You are entitled to view, amend, or delete the personal information that we hold. Email your request to firstname.lastname@example.org.