Merchant Rentals Privacy Policy

Merchant Rentals Limited is part of the PayPoint Group and is responsible for the merchant services you use. References to ‘Merchant Rentals’, ‘we’, ‘us and ‘our’ mean Merchant Rentals Limited unless stated otherwise. Merchant Rentals respects your privacy and is committed to protecting your personal data.

Where a merchant is a sole trader or partnership, information about the business may also be personal information about the owner or partners. We usually process this information in a business context because you are acting as, or on behalf of, a merchant business. However, this policy applies where the information identifies or relates to an individual. Merchant Rentals Limited is the controller responsible for the personal information described in this Privacy Policy.

This policy explains what personal data we collect from visitors to our website and users of our services, why we collect it, how it is used, stored and protected, and the rights available to you. We encourage you to read it carefully so that you fully understand how we handle your personal data. This policy should be read alongside any other privacy policy or data protection information we provide in specific contexts, for example, when you make a purchase or register for a service. Where a separate policy applies, it will supplement this policy rather than replace it. Our website terms and conditions and cookie policy (accessible via the links in the footer of our website) also apply to your use of our website and should be read together with this policy. By visiting www.merchantrentals.co.uk, you are accepting and consenting to the practices described in this policy.

DEFINITIONS

For the purpose of this Privacy Notice:

Merchant means any merchant retailer, business or other organisation either receiving services by or through Merchant Rentals or have registered their interest in receiving services by or through Merchant Rentals.

PayPoint Group means the group of companies which comprises of Merchant Rentals Limited and other PayPoint group companies.

References to “personal data”; “data subject”, “processor”, “sub-processor” or “controller” shall have the meaning assigned to them in the Data Protection Act 2018 (as may be amended from time to time).

INFORMATION WE MAY COLLECT FROM YOU

This Policy applies to information Merchant Rentals Limited collects and processes about:

  • Merchant customers of Merchant Rentals

  • Suppliers and organisations of Merchant Rentals

  • Visitors to our website

All personal data and any other information which we may collect from you and about you will be processed fairly and lawfully in accordance with our obligations under current UK data protection legislation.

We may, depending on the service you use, collect and process data about you:

  • Information you give us – You may give us information about you by filling in forms on or transacting on www.merchantrentals.co.uk (our site) or by corresponding with us by phone, e-mail or otherwise. This may include information you provide when you register to use our site, subscribe to any service which we provide, search for a product, obtain a quote, place an order with us or via our site, purchase products, participate in discussion boards or other social media functions on our site (where available), and when you report any problem with our site or the services which we provide via our site. The information you give us may include your name, address, e-mail address and phone number, financial and credit card information, personal description and business requirements.

  • Information we receive from other sources – We may receive information about you from third parties who refer customers to us who may need our services, or from third parties who you already receive services from through us or connected to a service we provide you. They may provide us with information including your name, contact details and requirements. When considering credit applications, we will also obtain information from credit reference agencies who will provide information on your credit history. We are also working closely with payment services providers (including but not limited to, acquiring service providers) and may receive information about payments your business receives from them and in some instances transaction volumes you conduct through them.

  • Special Categories Data- We do not usually require you to provide us with special categories data. However, we may process special categories data if you provide it to us, for example details of a disability. This data shall only be processed as far as may be necessary to ensure that you are provided with all necessary support and the same level of service as expected by any other service recipient. All special categories data shall be given the appropriate level of protection as set out in the applicable data protection legislation.

HOW WE USE THE INFORMATION WE COLLECT

We will only use your information where we have a lawful reason for using it. These reasons include:

  • Consent: you have given clear consent for us to process your personal data for specific purpose, such as marketing communication.

  • Contract: processing your data where it is necessary to perform the contract, we are about to enter or have entered with you.

  • Legal Obligation: processing is necessary for compliance with a legal obligation to which we are subject.

  • Legitimate interests: processing is necessary for the legitimate interests of Merchant Rentals in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our legitimate interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis, we are relying on to process your personal data. We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

USES AND DISCLOSURE OF YOUR PERSONAL INFORMATION

We may also share your data with other third parties at your specific request, for example to allow them to provide services to you. We may also use sub-processors to help us with the above, such as Salesforce.

Checks, Credit and Fraud Prevention – We may use your personal data to verify the identity of the Merchant and, where appropriate, its directors, shareholders and guarantors; assess creditworthiness and suitability for products or services; prevent and detect fraud and money laundering; trace debtors and recover debts; manage accounts; and meet our legal and regulatory obligations. For these purposes, we may obtain information from and share information with credit reference agencies, fraud prevention agencies, debt recovery agencies and relevant regulatory or investigatory authorities.

Searches and information about your agreement and performance under it may be recorded by credit reference agencies and made available to other organisations carrying out future searches. You may contact us for details of the credit reference and fraud prevention agencies we use.

Service Updates - We will use information provided by you to provide you with service updates and information to enable you to provide services to us or for us to provide services to you. We request you provide us with your business e-mail address or business contact details for these communications.

We may disclose information you supply to regulatory bodies, investigatory authorities such as the police, HMRC, your acquirer (if you use our card services) and public health authorities. We may also disclose your information to provide you with operational support for products and/or services such as maintenance call outs or your bank details to our payment service providers so you can make and receive payments from us.

Administration of Loyalty and/or Rewards Programmes- We may disclose your personal data with other members of the PayPoint Group in order to administer any Loyalty and/or Rewards Programme on either (i) our behalf or (ii) on their behalf (and which is connected to any product Merchant Rentals may offer).

We may share your personal information with other companies within the PayPoint Group where this is necessary:

  • to provide, administer and support the products and services you use;

  • to manage our relationship with you and your business;

  • to prevent fraud, manage risk, comply with legal and regulatory obligations and protect our legal rights;

  • to improve, develop and market products and services; and

  • to identify other products or services offered by members of our group that may be relevant to your business.

We will only share personal information within our group where there is a legitimate business need and a lawful basis for doing so, and all group companies are required to handle personal information in accordance with applicable data protection laws.

We may share your information with selected third parties including:

  • Business partners, suppliers and sub-contractors for the performance of any contract we enter into (or considering entering into) with them or you.

  • When checking your details with one or more fraud prevention agencies and recording any false or inaccurate information; if we suspect fraud, we will record this.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

  • If Merchant Rentals Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

  • If you wish to transfer to any business providing a similar service to ours, including (without limitation) insurers, guarantors and professional advisors to whom you may wish to transfer, any business to which we may wish to transfer our rights or duties and any merchant acquirer who we consider may be suitable for your business.

  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Merchant Rentals Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

  • By adding to your record with any relevant credit reference agency the details of any agreement with us and your performance under it.

  • To help us make decisions about credit and credit-related services for individuals and members of their household.

  • to help us make decisions about the suitability of certain products or services. Where appropriate, and where you have consented, this may include a credit check.

  • To trace debtors, recover debt, prevent fraud and to manage individuals’ accounts or insurance policies.

  • To check individuals’ identity to prevent money laundering, unless the individual furnishes us with other satisfactory proof of identity.

  • For statistical analysis relating to credit, insurance and fraud.

  • For regulatory, legislative and/or compliance purposes including but not limited to HMRC, Financial Conduct Authority, Financial Services Ombudsman, and/or applicable investigatory authorities.

SUPPLIER INFORMATION

In order to provide services to Merchant Rentals, a Supplier may be required to provide personal data to Merchant Rentals. Merchant Rentals will need to maintain this information in relation to the Supplier to use the Supplier’s services and make certain checks. Merchant Rentals may also be required to disclose this information to the appropriate regulatory authorities. Merchant Rentals may use this personal data to perform checks and obtain reports in relation to the Supplier’s business.

Merchant Rentals is the data controller of such information once it is provided to Merchant Rentals. Please ensure you have the consent from any data subject prior to providing such information to us. Suppliers should ensure that relevant individuals are informed that their personal data will be shared with Merchant Rentals.

SHARING INFORMATION OUTSIDE THE UK

In order to provide certain services or support to you, we may implement cloud-based data storage or other similar technology outside of the UK or use service providers located outside of the UK. These services may include operational, technical and administrative support that is based outside of the UK. Your personal information may also be processed by staff operating outside the UK who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services.

Any transfer of personal information outside of the UK shall not be permitted without the appropriate or suitable safeguards to provide an adequate level of protection such as are required under UK GDPR in order to ensure that the level of protection of natural persons guaranteed by UK GDPR is not undermined.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided in this privacy policy.

USE OF ARTIFICIAL INTELLIGENCE

We may use artificial intelligence ("AI"), machine learning and automated technologies to support our business operations and the delivery of our services. For example, our employees may use AI-powered tools to help retrieve information, review and draft documents, analyse data, and prepare summaries.

Where these tools process personal data, we will only do so where we have a lawful basis for the processing and have implemented appropriate technical and organisational security measures to protect that data.

Access to personal data by AI tools is restricted to secure, closed systems operated within the PayPoint Group and approved service providers.

We do not use solely automated decision-making to make decisions relating to you. If this changes, we will notify you in accordance with applicable law.

YOUR RIGHTS

You have a number of rights in relation to your personal information. These are:

  • The right to confirm if we are using data about you and to access details about what we are using and how;

  • The right to lodge a complaint with the Information Commissioners Office;

  • The right to request rectification of any inaccurate data or to have data which is incomplete for the purpose we hold it completed;

  • The right to be forgotten. Which is the right to ask us to delete information about you and if it is appropriate to do so we will do so;

  • The right to restrict what we do with data in specific circumstances, including where the accuracy of the data is contested, processing is unlawful, but you do not want us to erase the data or if we only need the data to meet legal requirements;

  • The right to receive the data we hold about you in a format you can use to transfer the data electronically elsewhere.

You can read more about these rights here

https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/.

You may contact us if:

  • You wish us to exercise one of the rights above; or

  • to ask us for details of the credit reference and fraud prevention agencies from whom we obtain data.

If this is the case, or if you have any other enquiry relating to your data, please write to us at the address listed above.

You are also able to withdraw any consent you have provided for use to use your data at any time. You may also opt out of any marketing being done as a legitimate interest of ours. These are both opting out, and the process is set out below.

COOKIES

For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.

KEEPING YOUR INFORMATION SECURE

Merchant Rentals takes its obligations to keep data secure seriously. It is ISO 27001 accredited and a PCI compliant organisation for the purpose of processing card payment data.

All information you provide to us is stored on our secure servers and payment transactions are encrypted using appropriate security technology.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Although we use appropriate technical and organisational measures to protect your personal data, any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

RETENTION

Information we hold in relation to payments is retained for statutory and regulatory purposes. Information may be retained for periods of 3, 5 and as applicable 10 years or such other period as required by law. Information relating to tax records may be held for 7 years or such other period are required by law. Our retention policy is updated from time to time to reflect changes in our obligations and legal duties.

CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

HOW TO CONTACT US

If you want to request information about our privacy policies or make a complaint you can e-mail us at [email protected] or write to us at:

Privacy - Merchant Rentals Limited

1 The Boulevard

Shire Park

Welwyn Garden City

Hertfordshire

AL7 1EL

We are required to acknowledge complaints within 30 days and respond, ‘without undue delay’. If you are not happy with our response to any query or wish to complain you may also contact the Information Commissioner’s Office, which is the UK’s independent supervisory authority for data protection via ico.org.uk/concerns.

We may update this Privacy Policy from time to time and in particular as the legal environment in relation to your information changes.

Revised: October 2026