Valid from 10.12.2019
ALP hf, id. no. 540400-2290, hereinafter referred to as ALP, AVIS, the Company or the Car Rental, processes or handles personal data which the company collects either in the capacity of data controller or data processor. The offices of ALP are at Holtagarðar, Holtavegur, 104 Reykjavík, Iceland, and the Company is the responsible entity regarding the personal data that are directly provided to the company. ALP is the data processor with regard to information that is provided through the booking system of AVIS International. A written inquiry regarding the handling of personal information can be sent to the e-mail address firstname.lastname@example.org
Collection and handling of personal data
AVIS collects information about employees, customers or suppliers which the Company is required to retain in accordance with laws and regulations, agreements, the consent of the data subject, or for the legitimate interests of the data controller.
AVIS collects personal data about its customers for the following purposes: In order to provide them with access to goods and services in accordance with the provisions of business contracts, to ensure that the service is adapted to their needs, to protect the interests of customers in bad weather and road conditions, and to provide them with information for marketing purposes.
AVIS also processes information to be able to increase service quality and to ensure proper quality of future services. This is done based on the protection of our lawful business interests. This may include the creation of marketing groups, newsletters or direct marketing material, service surveys or analysis of our customers' needs specifically to improve our future products and service. This may include your statistical information on your business history with us, driving incidents, payment history or how your residency, age or other factors affects your use and experience of using our services.
AVIS collects information that is necessary for the provision of services at each time. If a customer chooses not to provide personal data it is possible that the Company will not be able to provide the relevant party with goods or services.
AVIS may share your information with our service providers, such as accountants, lawyers and insurers.
AVIS shares your information with our collocation service provider in connection with the operation of information systems.
AVIS might share personal data with a third party in order to assist us with marketing, or with a party that provides us with telephone-answering services. The Company might also send your information to our partners when you request service from AVIS in other countries.
AVIS might share personal data with a third party, such as the police or other authorities, provided that this is done in order to comply with legal obligations or an order from a court of law.
AVIS only shares data to the extent that is necessary, and does not authorise third parties to use them in any other way. The parties listed above can be considered to be data controllers or data processors as may be appropriate at each time.
What information does AVIS collect?
Booking information: When you book a car we request information about your name, address, telephone number and e-mail address. This enables us to process the booking, to contact you if any problems arise, and to send you electronic confirmation and receipts. If you choose to pay for the rental at the time of your booking, you will be requested to enter the type of credit card, the card number and period of validity, which will enable us to process the payment. Credit card information is always encrypted.
Signature of the Agreement: When you sign the Rental Agreement we store your e-mail address for the purpose of sending you a copy of the Agreement and a condition report for the car. We may use your e-mail address to send you warnings about bad road conditions or dangerous weather conditions. This is done in your interest and for your safety, and also to protect the Company's legitimate interests. We also store information such as your driving licence number, by photographing your driving licence. This is to comply with legal obligations and in order to protect the Company's legitimate interests. We also collect credit card information and store it in encrypted form in our database.
Marketing material and special offers: We may send you marketing material in connection with the booking and the Rental Agreement. For this purpose we use the e-mail address that you register when you sign the Rental Agreement or provide us with when you book a car with us. Information that includes your name and e-mail address is shared with a partner that provides us with e-mail communication services and with whom we have a data processing agreement, and this information is then deleted as soon as marketing material has been sent at each time.
Online access: When you book, we offer you the opportunity to create online access. With your consent, we will store the information that you supply us with in our customer database. This will make it easier for you to book your next rental in a swift and secure manner. By deleting your access you will not delete the information about you that we have stored, and you will still be able to view and amend this information at any time, cf. the chapter about your rights.
AVIS Preferred: If you join our AVIS Preferred service we will create an online account for you. Your access will include all the information that you enter into the AVIS Preferred Membership Form. The information that you register on the form is accessible to the AVIS rental stations all over the world. If you wish to amend or delete the registration you can do so at any time, cf. the chapter about your rights below.
AVIS Preferred card holders: If you are an Avis Preferred card holder, we link your membership number to your information that we have stored, which will speed up the booking process in your next rentals. The information that you register on the form is accessible to the AVIS rental stations all over the world. If you wish to alter or delete the registration you can do so at any time, cf. the chapter about your rights below.
History of Transactions: We will maintain electronic records of all rental agreements and other transactions you enter into with AVIS.
From a third party: Information about your status on the list of debt defaulters at Creditinfo-Lánstraust hf. after having obtained a specific declaration of consent for this. From insurance companies, the police or other parties in the event of accidents, collisions or damage to our property.
Other information: Information such as the name and e-mail address which the Company receives from you on the basis of consent, and information that is collected through cookies on the website, from customer service surveys or from sending marketing material and/or newsletters.
Your IP address: We collect your IP address when you visit the AVIS website. This only identifies your ISP (Internet Service Provider) and does not contain any information about you as an individual. We use this information to detect from what countries our site traffic originates.
How does AVIS use your information?
Sharing of information for marketing purposes
As we are part of an international group working for Avis Budget at an international level, we will from time to time share your information with other companies also working under Avis Budget (located inside and outside Europe) when that information concerns our car rental operations and services. In such cases we guarantee that the transmission of information to countries outside the EEA will only take place in accordance with the relevant provisions of laws and regulations relating to the protection of personal information. Your information that you provide when you book a car with us may be used for marketing purposes after you have made the booking, and until the rental agreement has expired. We will not share your information with other companies that are not our partners.
Booking details and information from the Rental Agreement
We will use this information to meet our legal obligations, for our legitimate interests, and in order to enforce our business contract. We might share personal data, such as your name, the licence plate number of the car that you have rented, as well as a list of the additional goods that you purchased, with a third party that provides us with phone answering services. Such information is only accessible for the duration of the rental period and is always stored on our servers. Avis will not disclose your information to a third party that is not our partner or service provider.
AVIS online competitions
If you enter any competitions we offer on our site, we will ask you to enter certain personal data so we can notify you if necessary. The exact terms and conditions and detailed information about each competition may vary. If a prize is offered through a third party, we may need to disclose the information to the relevant third party.
When you participate in any online surveys you may be asked to supply certain information, for example your age or income bracket. Provision of such information is always optional. Survey results will only be used to improve the AVIS car rental service. Participation in surveys is always optional.
Legitimate interests for the protection of the assets of AVIS
It is in the Company's legitimate interests to process your personal information that you supply regarding any damage reports from you or a third party, such as insurance companies or the police, for the purpose of protecting the Company's assets or to prevent financial loss. Damage reports that you fill in with us or send to us may be sent to insurance companies or the police.
Newsletters or postal items for marketing purposes
If you have given your consent, AVIS may send you marketing material or news releases to your e-mail address, even after the rental agreement has expired. Such consent can always be withdrawn by sending an e-mail message to email@example.com
How long do we store your information?
We store your information for as long as necessary, or for as long as permitted by law. In certain cases we need to store your information for up to seven years after your transaction with us, cf. the Accounting Act no. 145/1994. Limited minimum information concerning business history may be stored for an indeterminate period of time in order to protect our legitimate interests, e.g. to defend legal claims. In other cases, e.g. when information is defined as sensitive personal data, we will store it for a shorter period of time. As soon as your personal data is no longer needed, and there are no material reasons anymore for continuing to store them, we will delete them or make them non-personally identifiable. You can always contact us if you want to know what data we have that pertains to you and request to have them altered, deleted or to set limits for their processing to such extent as you are entitled to do so, cf. the chapter on your rights.
How does AVIS protect your data?
The security of personal data is very important to us. When you enter sensitive information (such as your payment card number) during any registration or booking process, we encrypt that information using secure socket layer technology (SSL). We will take all necessary security measures to protect the personally identifiable information and personal data submitted to us. However, no method of transmission over the Internet, or method of electronic storage, is 100% secure, and therefore we cannot guarantee complete security even though we follow the strictest rules and standards. With this in mind we would ask you not to enter any sensitive payment card details into fields on our website, unless the field is specifically marked for that purpose. The last 4 digits of your credit card number are specifically encrypted in our database and will only be displayed to the select few employees who by virtue of necessity must view them, and only when payment must be obtained for services provided or when any alterations are made to access or booking details. Personal data are stored in Iceland or within the European Economic Area (EEA), e.g. in Ireland, but only if the relevant hosting service provider is a processing party working for ALP hf.
In the event of any security breach that will have an effect on personal data, we will report it to the Icelandic Data Protection Authority and, if applicable, to you, depending on what is required by law.
You are welcome to view your information that we store at any time, and to update it, request its deletion or restrict our use (processing) thereof, or withdraw your consent in such cases where we base our processing on your consent. Withdrawing consent does not mean that processing that occurred before the consent was withdrawn is unlawful.
In certain cases, limitations are imposed on this right by other laws, such as laws regarding accounting, the operation of car rental services, as well as our duty to enforce our agreement with you, or other legitimate interests that we have. To obtain details about the personal data that we process, or to submit a request for rectification, erasure or restriction of processing, please contact firstname.lastname@example.org and state your name and address, and either your driving licence number or date of birth (for confirmation).
Information about children
The services of AVIS are not available to individuals under the age of 17, and we therefore do not deliberately collect information about children.
Changes to this policy