Last updated: 29 August 2026
1. Who We Are
ILH Groundcare Machinery ("ILH", "we", "us", "our") supplies and hires groundcare and forestry machinery to businesses and private individuals. This page explains how we collect, use, store and share the information you give us when you sign up as a new customer.
2. Information We Collect
Depending on your customer type, we may collect:
- Your full name, date of birth, and registered address
- Your business name (if signing up as a sole trader or limited company)
- Contact details — name, phone number, and email address
- Whether you hold hired-in plant insurance
- For private individuals and sole traders: a photo or scan of your driving licence and a recent utility bill, used to verify your identity and address
3. Why We Collect It
- To verify your identity and address before releasing machinery to you, and to help prevent fraud
- To set up your customer account and prepare hire agreements
- To meet our insurance and legal obligations as a plant hire business
- To contact you about your hire, account, or any issues with equipment
- To maintain accurate business and financial records
4. How We Share Your Information
We do not sell your personal information. We may share it with:
- The software and hosting providers that run this form and store submissions on our behalf, strictly to operate our systems
- Insurance providers, where cover or claims relating to your hire are involved
- Credit reference or identity verification agencies, where reasonably necessary to confirm your identity or trading status
- Law enforcement, courts, or regulators, where we are legally required to disclose information
- A professional adviser (such as our accountant or solicitor), where necessary for our legitimate business purposes
Any third party we share data with is only permitted to use it for the purpose we've specified, and must keep it secure.
5. Identity Documents
Photos or scans of your driving licence and utility bill are used solely to confirm your identity and address ahead of your first hire. They are stored securely and access is limited to ILH staff who need them to process your signup. We do not use these documents for any other purpose.
6. How Long We Keep Your Information
We retain your information for as long as you remain an active customer, and afterwards for as long as we are required to by law or may reasonably need it — for example, to meet accounting, tax, or insurance record-keeping obligations (typically up to 6 years after our last transaction with you). After that, it is securely deleted or destroyed.
7. Keeping Your Information Secure
We use reasonable technical and organisational measures to protect the information you give us against unauthorised access, loss, or misuse.
8. Your Rights
Under UK data protection law, you have the right to:
- Ask us what personal information we hold about you, and get a copy of it
- Ask us to correct information that is inaccurate or incomplete
- Ask us to delete your information, where we are not required to keep it
- Ask us to restrict or object to certain uses of your information
- Request that your information be provided to you, or another organisation, in a portable format
- Complain to the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your information properly
To exercise any of these rights, contact us at hire@ilhgroundcare.com.
9. Hire Agreement
Completing this signup form registers you as a customer and helps us verify your details — it is not itself a booking or hire agreement. Each individual machine hire is subject to ILH Groundcare Machinery's separate Hire Terms & Conditions, which will be made available to you at the time of hire.
10. Hired-In Plant Insurance
Sole traders and limited companies must hold hired-in plant insurance covering the machinery they hire from us, and must send us a copy of the current certificate at hire@ilhgroundcare.com before the hire commences.
If you do not already hold this cover, we are happy to recommend an insurer who can help you arrange it. If, having been offered this option, you choose not to take out hired-in plant insurance, you accept full liability for any loss, theft, or damage to the hired machinery during the hire period.
Hired-in plant insurance can only be held by a registered business, so this requirement does not apply to private individuals. Liability for private individual hires is instead set out in our separate Hire Terms & Conditions, provided with your hire agreement.
11. Contact Us
If you have any questions about this notice or how we handle your information, contact us at hire@ilhgroundcare.com.
← Back to the signup form