Privacy Policy

This Privacy Policy explains how Hire That collects, uses, stores, shares, and protects personal data when you visit our website, create an account, use our software platform, contact us, or otherwise interact with us.

Hire That is a trading name of That Group Company Ltd, company number 15564505. In this policy, “Hire That”, “we”, “us”, and “our” refer to That Group Company Ltd trading as Hire That.

For questions about this Privacy Policy or how we handle personal data, contact us at hello@thatgroupco.com or call 0333 242 0310.

This policy applies to personal data processed through the Hire That website, marketing pages, account registration, support communications, onboarding, and the Hire That software platform.

Hire That is designed for business use. Customers may upload personal data about their own customers, employees, contractors, suppliers, operators, drivers, and other contacts. Where we process that data on behalf of a business customer, the business customer is normally the controller and we act as processor or service provider.

This policy does not apply to third-party websites, services, or integrations that have their own privacy notices. You should review those notices before using third-party services.

Account and identity data: name, email address, phone number, password or authentication details, business name, business address, company details, role, and user permissions.

Business and platform data: stock records, hire records, customer records, contact details, addresses, notes, documents, invoice details, payment terms, analytics, uploaded files, images, and operational records entered into the platform by you or your users.

Billing and commercial data: subscription plan, invoices, payment status, billing contact details, transaction references, purchase history, and related accounting information. Card or payment details may be processed by third-party payment providers rather than stored directly by us.

Technical and usage data: IP address, device identifiers, browser type, operating system, pages viewed, features used, timestamps, log data, diagnostic information, approximate location derived from IP address, and actions taken within the platform.

Communications data: messages, emails, calls, support requests, feedback, survey responses, onboarding notes, and records of our interactions with you.

Marketing preferences: preferences for receiving updates, product information, offers, and communications from us.

We collect personal data directly from you when you register, complete forms, configure your business settings, upload documents, add customers or stock, create hires, generate invoices, contact support, subscribe to updates, or otherwise use the platform.

We collect personal data automatically through cookies, similar technologies, logs, analytics, and security tools when you access the website or platform.

We may receive personal data from your colleagues or account administrators, third-party service providers, payment processors, authentication providers, analytics providers, lead sources, or public business information sources where lawful.

We use personal data to create and manage accounts, authenticate users, provide the platform, store and display records, process hires, support document management, generate operational views, produce invoices, and deliver features requested by you.

We use personal data to provide onboarding, customer support, troubleshooting, maintenance, service notifications, security alerts, administrative messages, and responses to enquiries.

We use personal data to process subscriptions, invoices, payments, renewals, refunds, taxes, and account administration.

We use personal data to monitor, secure, test, debug, improve, and develop the platform, including detecting fraud, abuse, errors, outages, unauthorised access, and security incidents.

We use personal data to send marketing communications where permitted by law. You can opt out of marketing emails at any time, but we may still send service, security, billing, or account messages.

We use personal data to comply with legal obligations, enforce our Terms of Service, resolve disputes, protect rights, and respond to lawful requests from courts, regulators, law enforcement, or public authorities.

We process personal data where it is necessary to perform a contract with you or your business, including providing the platform, managing accounts, processing subscriptions, and delivering support.

We process personal data where it is necessary for our legitimate interests, including operating and improving the service, securing the platform, preventing fraud, managing customer relationships, analysing usage, and developing our business, provided those interests are not overridden by your rights.

We process personal data where required to comply with legal obligations, including tax, accounting, company, security, regulatory, and record-keeping duties.

We may process personal data with consent where consent is required, such as for certain cookies or marketing communications. You may withdraw consent at any time where processing is based on consent.

Business customers decide what customer, employee, supplier, equipment, hire, invoice, and document information they enter into Hire That. You are responsible for ensuring that you have a lawful basis and any required notices or consents before uploading personal data about other individuals.

We process customer-entered data to provide the platform and related services, including hosting, storage, backup, support, security, maintenance, and feature delivery.

We do not sell customer-entered business records or personal data. We do not use your customer records to independently market to your customers unless you separately instruct or authorise us to do so.

We may use cookies, local storage, pixels, and similar technologies to keep you signed in, remember preferences, secure the platform, understand usage, improve performance, and measure marketing effectiveness.

Some cookies are essential for the website or platform to work. Others, such as analytics or marketing cookies, may be optional depending on applicable law and your settings.

You can control cookies through your browser settings. Blocking essential cookies may prevent parts of the website or platform from working correctly.

We may share personal data with service providers who help us operate Hire That, including hosting, cloud storage, database, authentication, email, payment, analytics, monitoring, support, accounting, legal, and security providers.

We may share personal data with your organisation’s account administrators or authorised users according to the permissions and settings used within the platform.

We may share personal data where required by law, court order, regulator, public authority, or law enforcement request, or where necessary to protect rights, safety, security, users, the public, or our business.

If our business is involved in a merger, acquisition, investment, restructuring, sale of assets, or similar transaction, personal data may be transferred as part of that transaction subject to appropriate safeguards.

We do not sell personal data. We do not share your business information with other Hire That customers.

Some of our service providers may process personal data outside the United Kingdom or the European Economic Area. Where this happens, we use appropriate safeguards required by applicable data protection law, such as adequacy regulations, standard contractual clauses, or equivalent transfer mechanisms.

You acknowledge that cloud services and support operations may involve cross-border processing where necessary to provide, secure, and maintain the platform.

We keep personal data only for as long as reasonably necessary for the purposes described in this policy, including providing the platform, maintaining records, resolving disputes, enforcing agreements, complying with law, and protecting our legitimate interests.

Account and business records are generally retained while your account is active. After cancellation or closure, data may be retained for a limited period for backup, legal, tax, accounting, security, and dispute purposes before deletion or anonymisation.

Support, billing, security, and audit records may be retained for longer where necessary. Backup copies may persist for a limited period according to our backup cycles before being overwritten or deleted.

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, disclosure, and destruction. These measures may include access controls, authentication, encryption in transit, monitoring, backups, and supplier due diligence.

No internet-based service can be guaranteed to be completely secure. You are responsible for using strong passwords, protecting devices, limiting user access, managing permissions, and promptly telling us about suspected unauthorised access or security incidents.

Depending on your location and the circumstances, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal data, and to withdraw consent where processing is based on consent.

You may also have the right to object to direct marketing at any time and to lodge a complaint with a data protection authority. In the UK, this is the Information Commissioner’s Office (ICO).

To exercise rights, contact us at hello@thatgroupco.com. We may need to verify your identity and, where data is controlled by one of our business customers, we may direct your request to that customer or process it according to their instructions.

Hire That is intended for business users and is not directed at children. We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, contact us so we can take appropriate action.

We may send product updates, offers, newsletters, or other marketing communications where permitted by law. You can unsubscribe using the link in our emails or by contacting us.

Opting out of marketing does not stop service-related messages, including security alerts, billing notices, account updates, support responses, or important changes to the platform or legal terms.

We may update this Privacy Policy from time to time to reflect changes in law, technology, our services, or how we process personal data. The updated version will be posted on this page with a revised “Last updated” date.

If changes are material, we will take reasonable steps to notify you, such as by email, in-app notice, or website notice. Your continued use of Hire That after the changes take effect means you acknowledge the updated policy.

For privacy questions, requests, or concerns, contact us at hello@thatgroupco.com or call 0333 242 0310.

Hire That is a trading name of That Group Company Ltd, company number 15564505.