Privacy Policy

PRIVACY POLICY

Last updated: 22/12/2025

Moon Fleets (“Moon Fleets”, “we”, “us”, “our”) operates the website https://moonfleets.com/ (the “Website”) and provides electric vehicle rental and related mobility services (the “Services”). This Privacy Policy explains how we collect, use, disclose and protect your personal data when you visit the Website or use our Services.

By using the Website or the Services, you acknowledge that you have read this Privacy Policy. Where required by law, we will ask for your explicit consent before processing certain personal data.

1. Data controller and contact

The data controller responsible for your personal data is:

Otto Scooter LTD
Full name of legal entity: Luca Amaduzzi
Postal address: Britannia House, 1 – 11 Glenthorne Road, Hammersmith, London, W6 0LH.
Email: support@ottoscooter.co.uk
Phone: 020 4513 7408

If you have any questions about this Privacy Policy or how your personal data is handled, you can contact us using the details above.

2. Personal data we collect

We may collect and process the following categories of personal data when you interact with the Website or use our Services:

Identification and contact details
Name, email address, phone number, company name, billing address, delivery/pick‑up address.
Account and booking data
Login details (if you create an account), password (stored in encrypted form), booking history, rental plan details, selected vehicle type, service preferences, communication history related to your bookings.
Driver and verification data
Driving licence details, date of birth, identity document information, and verification data to confirm your eligibility to drive or use our Services, where required by law and by our rental policies.
Payment and billing data
Partial payment card details (last 4 digits, expiration date), transaction identifiers, billing details. Full card data is generally processed by our external payment provider and not stored by us, except for limited tokens or references needed to process payments and refunds (depending on your payment method).
Usage and technical data
IP address, browser type, operating system, device identifiers, access times, pages viewed, links clicked, referring website and approximate location (e.g. city level) derived from your IP.
Location data related to the Service
For certain rental plans or where required for safety, theft prevention, fleet management or billing, we may collect approximate or precise location data of vehicles (e.g. GPS or telematics data) and associate it with your booking.
Communications data
Copies of emails or messages you send to us, customer support information, feedback, complaints, and information exchanged through contact forms or chat tools on the Website.

Marketing and preference data
Your newsletter subscription status, marketing preferences, language choice, and information about your responses to marketing communications (e.g. email opens or clicks).

We do not intentionally collect special categories of personal data (e.g. health, religious beliefs) through the Website. Please avoid providing such data in free‑text fields.

3. How we collect your data

We collect personal data in the following ways:

Directly from you
When you:
- Browse the Website
- Create an account or request a quote
- Book a vehicle or service
- Contact us by email, phone, contact form or social media
- Subscribe to newsletters or marketing communications
- Participate in surveys, promotions or events
Automatically when you use the Website or Services
Through cookies, similar technologies and server logs (see “Cookies and similar technologies” below), and through vehicle telematics or in‑app data where applicable.
From third parties
- Payment providers and financial institutions
- Identity verification or anti‑fraud service providers (where used)
- Business partners or corporate clients (for example, if your employer arranges corporate mobility solutions for you)

4. Purposes and legal bases for processing

We process your personal data only where we have a legal basis under applicable law (e.g. GDPR in the EU). Depending on the context, we may rely on:

Contract performance
- To create and manage your account
- To process bookings and payments
- To provide, manage and support the Services, including fleet management and customer care
- To communicate with you about your bookings, changes to services, and similar operational matters
Legal obligations
- To comply with accounting, tax and financial reporting rules
- To comply with transport, traffic, safety or other regulatory requirements
- To respond to lawful requests from authorities or courts
Legitimate interests (balanced against your rights)
- To operate, secure and improve the Website and Services
- To prevent fraud, misuse and unauthorized access
- To handle customer service requests and feedback
- To conduct analytics and statistics on service usage to improve our offer
- To inform existing customers about similar services, where permitted by law
Consent
- For certain types of marketing communications (e.g. email newsletters to non‑customers)
- For placing and reading non‑essential cookies (analytics, advertising) where required by law
- For processing certain location data or telematics data where this goes beyond what is strictly necessary for safety, billing or service provision

Where we rely on consent, you may withdraw it at any time through the methods described in this Privacy Policy or in the relevant communication. Withdrawal does not affect the lawfulness of processing before withdrawal.

5. Cookies and similar technologies

The Website uses cookies and similar technologies (such as pixels or local storage) to:

Enable core Website functions and security (strictly necessary cookies)
Remember your preferences (e.g. language, region)
Analyse Website traffic and usage to improve performance (analytics cookies)
Where applicable, personalize content and measure the effectiveness of our marketing campaigns

When you first visit the Website, you may be presented with a cookie banner giving you options to accept, reject, or manage non‑essential cookies, depending on your jurisdiction. You can also adjust your browser settings to block or delete cookies.

For more details about the specific cookies we use, their purpose and lifetimes, and how to manage them, please refer to our Cookie Policy (if available) or contact us using the details above.

We do not sell your personal data. We may share personal data with:

Service providers (processors)
Trusted third parties that provide services on our behalf, such as:
- Hosting and infrastructure providers
- IT and security service providers
- Payment processors and financial institutions
- Identity verification or anti‑fraud services (if used)
- Email, SMS or marketing automation platforms
- Customer support and communication tools
Business partners and corporate clients
Where you use our Services through a corporate arrangement (e.g. your employer), we may share limited data with the relevant organization for billing, reporting or fleet management purposes, in accordance with our agreement with them.

Public authorities and law enforcement
If required to do so by law, regulation, or legal process, or where disclosure is necessary to protect our rights, your safety or the safety of others, investigate fraud, or respond to a government request.
Professional advisers
Lawyers, auditors, insurers and other professional advisers, where necessary to protect our legitimate interests and comply with legal obligations.
Corporate transactions
In connection with a merger, acquisition, reorganization, sale of assets or insolvency, personal data may be transferred as part of the transaction, subject to appropriate safeguards.

Whenever we share your personal data with third parties acting as our processors, they are bound by contractual obligations to process the data only on our instructions and to implement appropriate security measures.

7. International data transfers

Some of our service providers or partners may be located outside the European Economic Area (EEA) or your country of residence. In such cases, we take appropriate measures to ensure that your personal data remains protected, including:

Transferring data to countries recognized as providing an adequate level of data protection by the European Commission, or
Using standard contractual clauses approved by the European Commission or other relevant safeguards under applicable data protection law.

You can contact us for more information about international transfers and the safeguards in place.

8. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by law.

Typical retention periods include:

Account and booking data: kept for the duration of your relationship with us and for a reasonable period afterwards to handle queries, potential disputes, and legal obligations.
Payment and billing data: kept for the period required under tax and accounting laws.
Telematics and location data: kept for as long as needed for safety, billing, fraud prevention, dispute resolution and to improve our Services, then aggregated or anonymised where possible.
Marketing data: kept until you withdraw consent or object to processing, after which we will stop using your data for these purposes and may retain limited information to record your preference.

When personal data is no longer required, we will securely delete or anonymise it.

9. Your rights

Depending on your location and applicable law (e.g. GDPR in the EU/EEA), you may have some or all of the following rights regarding your personal data:

Right of access: to obtain confirmation whether we process your personal data and to receive a copy.
Right to rectification: to correct inaccurate or incomplete data.
Right to erasure (“right to be forgotten”): to request deletion of your personal data in certain circumstances.
Right to restriction: to request that we limit the processing of your data in certain cases.
Right to data portability: to receive your personal data in a structured, commonly used, machine‑readable format, and to transmit it to another controller where technically feasible.
Right to object: to object to certain processing activities based on our legitimate interests, and to object to direct marketing at any time.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.
Right to lodge a complaint: with your local data protection authority, particularly in the EU/EEA member state of your habitual residence, place of work or place of alleged infringement.

To exercise your rights, please contact us using the details provided above. We may need to verify your identity before responding.

10. Security

We implement appropriate technical and organizational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. These measures may include encryption, access controls, regular security reviews and staff training.

However, no method of transmission or storage is completely secure. You are responsible for keeping your account credentials confidential and for notifying us promptly if you suspect unauthorized use of your account.

11. Children’s privacy

The Website and Services are not intended for children under the age at which they can lawfully enter into a contract for vehicle rental in their country or region. If we become aware that we have collected personal data from a child without appropriate consent or legal basis, we will take steps to delete that data.

12. Marketing communications

If you subscribe to our newsletter or agree to receive marketing communications, we may use your contact details to send you information about our Services, offers, news and events.

You can opt out at any time by:

Clicking the unsubscribe link in the email, or
Contacting us using the details provided in this Privacy Policy.

We may still send you non‑promotional communications, such as service announcements, security alerts and messages about your bookings.

13. Third‑party websites and services

The Website may contain links to third‑party websites, apps or services that are not operated by Moon Fleets. If you follow a link to any of these sites, please note that they have their own privacy policies and we do not accept responsibility or liability for those policies or their practices.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example to reflect changes in our Services, technology, or legal requirements. The “Last updated” date at the top indicates when this Privacy Policy was most recently revised. If changes are material, we will take reasonable steps to notify you (for example via the Website or by email where appropriate).

Continued use of the Website or Services after the updated Privacy Policy becomes effective will be deemed acceptance of the changes.

If you tell more about exactly what data you collect (e.g. which analytics tool, which payment provider, whether you track GPS, etc.), a version can be produced that is more specific and closer to compliance requirements.