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 [email protected]. 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 protected].
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 Shift 4’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. The creation of a wishlist is only possible once a user has ‘Enabled’ and saved ‘Functional’ cookies.
You can initially set your cookies preferences by clicking on the “Cookie Settings” button on the cookie banner at the bottom of this page and enabling or disabling the cookie categories on the popup according to your preferences.
Should you decide to change your preferences later through your browsing session, you can click on the “Cookie Preferences….” button at the bottom of the page. This will display the cookie banner notice again, enabling you to change your preferences or withdraw your consent entirely.
In addition to this, different browsers provide their own methods to block and delete cookies used by websites.
To find out more out more on how to manage and delete cookies, visit wikipedia.org, www.allaboutcookies.org.
We may also on occasion want to provide advertisements to our users on third-party partner platforms such as Google or Facebook.
We will only interact with such services once you have ‘Enabled’ and saved ‘Marketing’ cookies in your cookie preferences.
Alternatively, you can opt out of such services by using the controls provided by the relevant third-party:
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 [email protected].