Privacy Policy

This Privacy Policy explains how IQ Car Rentals collects, uses, stores, and protects personal data when you visit our website, make a booking, rent a vehicle, contact us, or use our services.

1. Who We Are

IQ Car Rentals is a car rental provider based in Crete, Greece.

Data controller:
Trading name: IQ Car Rentals
Registered address: Kolymvari, 730 06, Crete, Greece
Email: sales@iqcarrentals.com
Phone / WhatsApp: +30 210 300 0233 / +30 694 300 6062
Website: iqcarrentals.com

For any privacy-related question, you can contact us at sales@iqcarrentals.com.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Booking and rental data: name, surname, email address, phone number, country of residence, pickup and return details, rental dates, selected vehicle, extras, insurance options, flight or arrival information where provided, booking notes, and rental agreement details.

Driver verification data: driving licence details, age confirmation, identity or passport details where required, additional driver details, and any documents needed to complete the rental agreement or comply with legal and insurance requirements.

Payment and deposit data: payment status, transaction references, deposit or pre-authorisation information, bank transfer details, invoices, receipts, and unpaid charges. Card payments are processed securely by our payment provider. IQ Car Rentals does not store full card details.

Vehicle condition and incident data: vehicle check-in and check-out records, damage reports, vehicle photos, accident reports, traffic fine records, insurance claim information, repair invoices, recovery costs, and correspondence about incidents or charges.

Communication data: messages sent by email, website forms, WhatsApp, phone, social media, or other communication channels.

Website and device data: IP address, browser type, device type, pages visited, booking journey events, cookie preferences, analytics data, and marketing attribution data, depending on your cookie consent choices.

GPS and telematics data: our vehicles may be equipped with GPS and telematics systems, including Teltonika FM130 GPS trackers or similar devices. These systems may collect vehicle-related data such as location, speed, movement, timestamps, harsh braking, rapid acceleration, aggressive cornering, geofence alerts, restricted-area alerts, and vehicle security events.

3. Why We Use Personal Data

We process personal data for the following purposes:

• To manage bookings and rentals: to confirm reservations, prepare rental agreements, arrange pickup and return, provide customer support, and deliver the rental service.
• To verify driver eligibility: to confirm that renters and additional drivers meet licence, age, identity, insurance, and legal requirements.
• To process payments and deposits: to handle card payments, bank transfers, pre-authorisations, security deposits, refunds, unpaid charges, fines, damage costs, and invoices.
• To protect vehicles and enforce rental terms: to prevent theft, recover vehicles, investigate accidents, detect restricted-area use, manage damage claims, enforce insurance conditions, and protect IQ Car Rentals's contractual and legal rights.
• To provide roadside assistance and operational support: to locate a vehicle in case of breakdown, accident, theft, restricted-area entry, customer support request, or operational need.
• To comply with legal obligations: to meet tax, accounting, insurance, police, regulatory, and legal requirements.
• To improve our website and services: to understand website performance, improve the booking experience, detect technical errors, and measure marketing performance, where permitted by law and cookie consent.
• To send marketing communications: only where you have given consent or where otherwise permitted by law. You can unsubscribe at any time.

4. Legal Bases for Processing

We process personal data under the following legal bases:

• Contract: when processing is necessary to manage your booking, rental agreement, payment, pickup, return, customer support, and related rental services.
• Legal obligation: when processing is required for tax, accounting, invoicing, insurance, police, regulatory, or legal compliance.
• Legitimate interests: when processing is necessary for fleet security, theft prevention, vehicle recovery, damage investigation, fraud prevention, restricted-area enforcement, legal claim management, website security, and business operations, provided that your rights and freedoms do not override those interests.
• Consent: for optional marketing communications and non-essential cookies such as analytics and advertising cookies, where consent is required.

5. GPS and Telematics

Some IQ Car Rentals vehicles are equipped with GPS and telematics systems.

Telematics data may be used for:

• Fleet security
• Theft prevention and vehicle recovery
• Roadside assistance
• Accident or damage investigation
• Restricted-area and geofence enforcement
• Detection of dangerous or prohibited vehicle use
• Protection of IQ Car Rentals's legal and contractual rights
• Insurance and claim handling where relevant

GPS and telematics data is not used to sell personal data and is not used for unrelated marketing purposes.

Telematics alerts may be reviewed by IQ Car Rentals staff. We do not make decisions based solely on automated processing without human review where such decisions would significantly affect the renter.

If repeated dangerous driving, speeding, harsh driving, restricted-area entry, suspected theft, or serious breach of the rental agreement is detected, IQ Car Rentals may contact the renter, restrict use of the vehicle, recover the vehicle, apply charges stated in the Terms and Conditions, or take further action where permitted by law.

6. Who We Share Data With

We may share personal data only where necessary with:

• Reservation and fleet management providers
• Payment processors and banks
• Insurance companies and insurance intermediaries
• Roadside assistance providers
• GPS and telematics providers
• Vehicle repair partners and damage assessors
• Email and communication providers
• Website hosting and IT service providers
• Analytics and advertising providers, only according to your cookie consent
• Legal, accounting, and tax advisors
• Public authorities, police, courts, regulators, or law enforcement where required or permitted by law

We do not sell personal data.

7. International Transfers

Some service providers may process data outside the European Economic Area.

Where this happens, we rely on appropriate legal safeguards, such as adequacy decisions, Standard Contractual Clauses, or other safeguards required under applicable data protection law.

8. How Long We Keep Data

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy.

Typical retention periods:

• Booking and rental records: for the period required by Greek tax and accounting legislation.
• Invoices and accounting records: for the period required by Greek tax and accounting legislation.
• Customer enquiries: up to 24 months.
• Damage, fines, accident, insurance, and legal claim records: until the matter is resolved and for any applicable legal limitation period.
• GPS and telematics data: the rental period plus 90 days, unless longer retention is necessary for theft, accident, damage, fines, dispute, insurance, or legal claim handling.
• Marketing consent records: until consent is withdrawn or no longer required.
• Cookie data: according to the Cookie Policy and your consent settings.

9. Cookies and Similar Technologies

Our website uses cookies and similar technologies.

Necessary cookies are used to make the website work.

Analytics and marketing cookies are used only where required consent has been given. You can change your cookie preferences at any time through the cookie settings on our website.

More information is available in our Cookie Policy.

10. How We Protect Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include access controls, secure systems, encryption where appropriate, limited staff access, secure payment processing, and data minimisation practices.

No system is completely secure, but we take reasonable steps to protect personal data.

11. Your GDPR Rights

Under applicable data protection law, you may have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Request restriction of processing
• Object to processing based on legitimate interests
• Withdraw consent where processing is based on consent
• Request data portability
• Lodge a complaint with a supervisory authority

To exercise your rights, contact us at sales@iqcarrentals.com.

We may need to verify your identity before responding to a request.

12. Marketing Communications

If you choose to receive marketing communications from IQ Car Rentals, we may send you offers, updates, or relevant rental information.

You can unsubscribe at any time by using the unsubscribe link in the message or by contacting us at sales@iqcarrentals.com.

13. Children

Our rental services are not intended for children. We do not knowingly collect personal data from children for vehicle rental purposes.

14. Links to Other Websites

Our website may contain links to third-party websites, such as payment providers, map services, review platforms, or social media platforms.

We are not responsible for the privacy practices of third-party websites. Please read their privacy policies before providing personal data.

15. Complaints

If you believe your data protection rights have been violated, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the Hellenic Data Protection Authority or your local data protection authority.

Hellenic Data Protection Authority:
Website: https://www.dpa.gr

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website, with the “Last updated” date shown at the top.

17. Contact

For any privacy question or request, contact:

IQ Car Rentals
Email: sales@iqcarrentals.com
Phone / WhatsApp: +30 210 300 0233 / +30 694 300 6062
Address: Kolymvari, 730 06, Crete, Greece
Website: iqcarrentals.com