Privacy Policy

1. About this Privacy Policy

This Privacy Policy explains how Sultani Gas Limited, trading through SGL Hire, collects, uses, stores and shares personal information in connection with:

  • Equipment-hire enquiries and quotations
  • Trade-account applications and credit checks
  • Hire contracts and equipment handovers
  • Deliveries and collections
  • Payments, invoicing and credit control
  • Technical support and breakdown assistance
  • Website visits, forms and communications
  • Marketing communications where permitted

Under UK data-protection law, organisations must explain why they use personal information, the lawful basis relied upon, who information may be shared with, how long it may be retained and the rights available to individuals.

This Privacy Policy should be read alongside our:

  • Cookie Policy
  • Hire Terms and Conditions
  • Website Terms of Use
  • Trade-account application terms
  • Any privacy information shown on individual forms

This policy must be checked against the website’s actual forms, cookies, payment services, accounting systems and third-party providers before publication.

2. Who we are

Sultani Gas Limited is the organisation responsible for deciding how and why your personal information is used.

SGL Hire is the specialist equipment-hire service operated by Sultani Gas Limited.

Company name: Sultani Gas Limited
Company number: 10380350
Trading name: SGL Hire
Registered office: Unit 5 Underlyn Industrial Estate, Marden, Kent, TN12 9AT
Hire depot: Unit 5 Underlyn Industrial Estate, Marden, Kent, TN12 9AT
Telephone: 01622 910075
Email: helpdesk@sglhire.co.uk
Website: sglhire.co.uk

For the purposes of applicable data-protection law, Sultani Gas Limited is generally the controller of the personal information described in this policy.

3. Who this policy applies to

This policy applies to personal information relating to:

  • Customers and prospective customers
  • Company directors and business owners
  • Sole traders
  • Employees and representatives of customer organisations
  • Authorised equipment users
  • Delivery and site contacts
  • Guarantors and trade references
  • Suppliers and professional advisers
  • Website visitors
  • People who contact us by telephone, email, WhatsApp, social media or website form

Although our hire services are primarily business-to-business, information about named individuals remains personal information even where it is supplied in a business context.

4. Personal information we may collect

The information we collect depends on how you interact with us and the services you request.

4.1 Identity and contact information

We may collect:

  • Full name
  • Job title
  • Business or trading name
  • Company registration number
  • VAT number
  • Business address
  • Delivery and collection addresses
  • Email address
  • Telephone and mobile numbers
  • Contact preferences
  • Signature
  • Copies or details of identification documents where required
  • Details of authorised collectors or equipment users

4.2 Business and account information

We may collect:

  • Company type and ownership information
  • Trading history
  • Trade references
  • Credit-account application information
  • Purchase-order numbers
  • Account limits and payment terms
  • Credit-check results
  • Publicly available company information
  • Records of previous transactions
  • Insolvency, fraud-prevention or payment-risk information where relevant

4.3 Payment and financial information

We may collect:

  • Billing details
  • Bank-transfer information
  • Payment status
  • Transaction references
  • Deposit or pre-authorisation records
  • Invoices and credit notes
  • Outstanding balances
  • Payment correspondence
  • Information needed for credit control

Where payments are processed by a third-party payment provider, we may not receive or retain your complete card information. The final published version of this policy should identify the payment provider actually used.

4.4 Hire and contract information

We may collect:

  • Equipment requested or hired
  • Quotation and booking details
  • Hire dates
  • Hire rates and charges
  • Delivery and collection arrangements
  • Named site contacts
  • Intended equipment use
  • Power, gas, fuel or accessory requirements
  • Equipment serial numbers
  • Handover and condition records
  • Signatures
  • Extension requests
  • Return details
  • Missing-item or damage reports
  • Repair and replacement information
  • Insurance information
  • Police crime-reference numbers following theft

4.5 Support and communication records

We may collect or retain:

  • Emails
  • Telephone-call notes
  • WhatsApp messages
  • Website-form submissions
  • Letters
  • Complaints
  • Technical-support records
  • Breakdown reports
  • Photographs and videos supplied as evidence of equipment condition or faults
  • Records of advice and instructions provided

Telephone calls are not currently described as being recorded. This policy must be changed before call recording is introduced.

4.6 Website and technical information

When you visit our website, information may be collected automatically, including:

  • Internet Protocol address
  • Browser type and version
  • Device type
  • Operating system
  • Approximate location derived from an IP address
  • Date and time of access
  • Pages visited
  • Referring website
  • Form interactions
  • Cookie preferences
  • Security and error logs

Non-essential analytics or advertising technologies should not be activated until the required consent has been obtained. The ICO states that users must be told what cookies do and why, and that consent is generally required unless a cookie is strictly necessary for a service requested by the user.

4.7 Marketing information

We may collect:

  • Marketing preferences
  • Consent records where consent is used
  • Unsubscribe requests
  • Records of emails opened or links selected, where tracking is enabled
  • Areas of equipment or services in which you have expressed an interest

5. How we collect personal information

We may collect personal information:

Directly from you

For example, when you:

  • Complete a website form
  • Request a quotation
  • Apply for a trade account
  • Place an order
  • Sign a Hire Agreement
  • Accept equipment
  • Contact us for support
  • Make a payment
  • Subscribe to marketing
  • Communicate by email, telephone, WhatsApp or social media

From your organisation

Your employer, business partner or colleague may provide your details where you are:

  • A purchasing contact
  • An authorised signatory
  • A site contact
  • An equipment user
  • A delivery contact
  • An accounts contact

From third parties

We may obtain relevant information from:

  • Credit-reference or business-information providers
  • Trade references
  • Payment providers
  • Insurers
  • Fraud-prevention services
  • Debt-recovery agents
  • Manufacturers or repair providers
  • Delivery contractors
  • Public registers
  • Companies House
  • Courts or insolvency records
  • Police or other authorities where lawful

Where information is obtained from another source, privacy information generally needs to be provided within a reasonable period and no later than one month, subject to the applicable exceptions.

6. Why we use personal information

We may use personal information for the following purposes.

6.1 Enquiries and quotations

We use information to:

  • Respond to enquiries
  • Understand your equipment requirements
  • Recommend suitable equipment
  • Check delivery availability
  • Prepare and send quotations
  • Follow up on requested information

Likely lawful basis: steps requested before entering into a contract, performance of a contract and legitimate interests in responding to business enquiries.

6.2 Account assessment and credit management

We may use information to:

  • Verify business identity
  • Assess trade-account applications
  • Obtain trade references
  • Conduct credit and fraud checks
  • Set account limits and payment terms
  • Monitor payment history
  • Recover unpaid sums

Likely lawful basis: legitimate interests in protecting the business, managing financial risk and preventing fraud; contractual necessity where the processing is needed to establish or manage the customer relationship.

Where legitimate interests are relied upon, the organisation should identify its interest, show that the processing is necessary and balance that interest against the rights and expectations of the individual.

6.3 Hire contracts

We use information to:

  • Confirm bookings
  • Prepare Hire Agreements
  • Reserve and supply equipment
  • Administer extensions
  • Maintain condition and handover records
  • Manage returns
  • Calculate charges
  • Resolve disputes

Likely lawful basis: performance of a contract or steps requested before entering into a contract.

The contract basis applies only where using the information is necessary to perform the contract or take requested pre-contractual steps. Processing that is not necessary for the contract requires another lawful basis.

6.4 Delivery, collection and site access

We use information to:

  • Schedule delivery and collection
  • Confirm site access
  • Contact authorised representatives
  • Obtain signatures
  • Manage failed deliveries or collections
  • Protect staff and equipment

Likely lawful basis: performance of a contract and legitimate interests in operating a safe and efficient delivery service.

6.5 Payments and accounting

We use information to:

  • Process payments
  • Issue invoices and statements
  • Manage deposits
  • Match payments to accounts
  • Maintain financial records
  • Recover unpaid sums
  • Respond to payment disputes

Likely lawful basis: performance of a contract, legal obligations relating to accounting and taxation, and legitimate interests in receiving payment and managing debts.

Legal obligation may be relied upon only where processing is necessary to comply with a legal requirement rather than merely a contractual obligation.

6.6 Equipment support, safety and breakdowns

We use information to:

  • Provide operating guidance
  • Investigate faults
  • Arrange repairs or replacements
  • Record safety concerns
  • Establish whether damage resulted from a fault or misuse
  • Protect customers, staff and other people from risk

Likely lawful basis: performance of a contract, compliance with legal obligations and legitimate interests in protecting safety and equipment.

6.7 Loss, theft, damage and insurance

We may use information to:

  • Investigate incidents
  • Assess liability
  • Process insurance claims
  • Recover repair or replacement costs
  • Obtain police or crime-reference information
  • Prevent fraud and repeated losses
  • Establish or defend legal claims

Likely lawful basis: performance of a contract, legitimate interests and compliance with legal obligations.

6.8 Legal and regulatory compliance

We may use or disclose information where necessary to:

  • Comply with tax, accounting and company-law requirements
  • Respond to lawful requests
  • Cooperate with regulators or authorities
  • Investigate fraud
  • Protect legal rights
  • Establish, exercise or defend legal claims
  • Comply with court orders

Likely lawful basis: legal obligation and legitimate interests.

6.9 Website operation and security

We may use technical information to:

  • Deliver website content
  • Maintain website security
  • Prevent spam and unauthorised access
  • Diagnose technical faults
  • Remember privacy choices
  • Improve accessibility and usability
  • Produce aggregated performance information

Likely lawful basis: legitimate interests for essential security and service improvement; consent where required for non-essential cookies or analytics.

6.10 Marketing

Where permitted, we may use contact details to send information about:

  • Equipment hire
  • New equipment
  • Welding and cutting products
  • Gases and consumables
  • Service updates
  • Offers or events

The lawful basis will depend on the communication, recipient and circumstances. Electronic marketing must comply with both data-protection law and the Privacy and Electronic Communications Regulations. Where PECR requires consent, the ICO advises that consent will normally also be the appropriate UK GDPR lawful basis.

Every electronic marketing message should include a clear method of opting out.

7. Our lawful bases

Depending on the circumstances, we may rely on:

Contract

Where using information is necessary to:

  • Take steps requested before entering into a hire contract
  • Supply hired equipment
  • Arrange delivery or collection
  • Administer an active hire
  • Process payment
  • Manage contractual obligations

Legal obligation

Where information must be used to comply with legal, regulatory, accounting, tax, safety or record-keeping duties.

Legitimate interests

Where processing is necessary for legitimate business purposes and those interests are not overridden by an individual’s rights.

Our legitimate interests may include:

  • Responding to business enquiries
  • Managing customer relationships
  • Protecting equipment
  • Preventing fraud
  • Assessing credit risk
  • Recovering debts
  • Securing our website and systems
  • Improving services
  • Establishing or defending legal claims
  • Marketing to business contacts where legally permitted

Consent

Where you have made a clear and informed choice, such as for:

  • Certain marketing communications
  • Non-essential analytics cookies
  • Advertising or tracking technologies
  • Any optional processing for which consent is requested

Consent may be withdrawn at any time, although withdrawal does not affect processing that was lawful before consent was withdrawn.

8. Special-category and criminal-offence information

We do not normally seek to collect sensitive personal information such as health, biometric, religious or political information.

However, limited sensitive information could be provided during:

  • Accident or injury reporting
  • Accessibility arrangements
  • Insurance claims
  • Legal disputes

We will use such information only where a valid legal condition applies.

We do not routinely conduct criminal-record checks. Information relating to suspected theft, fraud or criminal conduct may be handled where necessary in connection with an incident, police report, legal claim or fraud-prevention process.

9. Who we may share information with

We may share relevant information with carefully selected recipients where necessary.

These may include:

Service providers

  • Website-hosting providers
  • Website developers and maintenance providers
  • WordPress plugin and form providers
  • Email-hosting providers
  • Cloud-storage and backup providers
  • Accounting and invoicing providers
  • Payment processors
  • Customer-relationship or business-management systems
  • IT and cybersecurity providers
  • Analytics providers where enabled
  • Marketing-email providers where used

Hire and operational partners

  • Equipment manufacturers
  • Authorised repair centres
  • Service engineers
  • Delivery and collection contractors
  • Fuel, gas or consumable suppliers
  • Insurance providers and brokers
  • Equipment-finance providers where relevant

Financial and professional organisations

  • Banks
  • Credit-reference or business-information providers
  • Trade references
  • Accountants
  • Solicitors
  • Insurers
  • Debt-recovery agencies
  • Fraud-prevention providers

Authorities and other parties

  • HM Revenue & Customs
  • Courts
  • Police
  • Regulators
  • Government bodies
  • Insolvency practitioners
  • Prospective purchasers or advisers involved in a lawful sale or restructuring of the business

We will share only information that is reasonably necessary for the relevant purpose.

Our service providers may act as processors and must handle information only in accordance with appropriate instructions and contractual safeguards.

10. Current and expected technology providers

The website and business are currently expected to use some or all of the following:

  • Hostinger for website hosting
  • WordPress as the content-management system
  • Forminator for website forms
  • SEOPress for search-engine optimisation
  • An email provider used by Sultani Gas Limited
  • An accounting or invoicing provider
  • A card-payment provider, where applicable
  • A cookie-consent platform
  • Security, anti-spam and backup services

Before publication, this section must be checked and updated to identify:

  • The actual email provider
  • The accounting software
  • The payment provider
  • The cookie-consent system
  • Any analytics provider
  • Any spam or CAPTCHA service
  • Any customer-management system
  • Any cloud-storage or backup service
  • Any live-chat or WhatsApp integration
  • Any embedded YouTube, map or social-media services

Simply installing a WordPress plugin does not automatically mean that personal information is sent to its developer. The final assessment should establish which services actually receive data.

11. International transfers

Some service providers may store or access information outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate lawful safeguard where required, such as:

  • A UK adequacy regulation
  • The UK International Data Transfer Agreement
  • The UK Addendum to approved standard contractual clauses
  • Another legally recognised transfer mechanism

The final version of this policy must confirm whether Hostinger, email, analytics, payment, backup or other providers transfer information outside the UK and which safeguards they use.

You may contact us for further information about relevant transfer safeguards.

12. How long we retain information

We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected, including contractual, tax, insurance, safety and legal requirements.

The UK GDPR does not prescribe one standard retention period for all information. Organisations must set periods that are appropriate to their purposes and should not retain information indefinitely without justification.

The following is a proposed retention schedule and must be confirmed before publication:

Record Proposed retention period
Unsuccessful general enquiries Up to 24 months after the last meaningful contact
Quotations that do not proceed Up to 24 months
Customer and hire-contract records 6 years after the hire or business relationship ends
Invoices, payment and tax records At least 6 years, subject to accounting requirements
Trade-account and credit records 6 years after the account closes or the balance is settled
Identification copies Only as long as necessary for verification, fraud prevention or a live dispute
Delivery, collection and handover records 6 years after the hire ends
Equipment condition photographs 6 years, or longer while a dispute remains unresolved
Fault, damage and breakdown records 6 years after resolution
Accident, insurance or legal-claim records For the applicable legal or insurance period and while a claim remains possible
Marketing preferences and suppression records While marketing continues, with minimal suppression information retained to respect opt-outs
Website security logs Normally between 30 days and 12 months, depending on the security purpose
Website-form submissions Normally up to 24 months unless they form part of a contract or account record
Cookie-consent records For the period necessary to demonstrate the consent or preference recorded
Job applications, if accepted through the site Normally 6 months for unsuccessful applicants unless a longer period is agreed

Information may be retained for longer where:

  • A legal claim is active or reasonably anticipated
  • Payment remains outstanding
  • Equipment has not been returned
  • Fraud or theft is under investigation
  • An insurer, regulator or court requires retention
  • Another legal obligation applies

When information is no longer required, it will be deleted, anonymised or securely destroyed where reasonably practicable.

13. Cookies and similar technologies

Our website may use cookies and similar technologies to:

  • Operate essential website functions
  • Maintain security
  • Remember cookie choices
  • Prevent spam
  • Process forms
  • Measure website use
  • Display embedded videos, maps or social content
  • Support marketing where enabled

Strictly necessary cookies may be used without consent where they are essential to provide a service requested by the user. Other cookies and similar technologies generally require a clear choice before they are activated.

A separate Cookie Policy should list:

  • Cookie name
  • Provider
  • Purpose
  • Duration
  • Whether it is strictly necessary
  • Whether consent is required

Website visitors should be able to reject non-essential cookies as easily as they can accept them and should be able to change their preferences later.

Embedded services such as YouTube may set cookies or collect technical information. Where possible, enhanced-privacy embedding and prior consent should be used for non-essential tracking.

14. Direct marketing and opting out

We may send relevant business marketing where permitted by law.

You can stop marketing communications at any time by:

  • Selecting the unsubscribe option in an email
  • Contacting helpdesk@sglhire.co.uk
  • Calling 01622 910075
  • Updating your preferences where a preference centre is available

We may retain limited information in a suppression list to ensure that your opt-out continues to be respected.

Opting out of marketing does not prevent us from sending service communications concerning:

  • Active quotations
  • Current hires
  • Deliveries or collections
  • Account administration
  • Payments
  • Safety notices
  • Contract changes

15. Automated decisions and profiling

We do not currently intend to make decisions producing legal or similarly significant effects solely through automated processing.

Credit or fraud services may provide automated scores or risk indicators. Where these influence an account decision, appropriate human review should be available.

The final published policy must be updated where fully automated decision-making is introduced.

16. Security

We take reasonable organisational and technical measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Misuse
  • Alteration
  • Disclosure
  • Destruction

Measures may include:

  • Access controls
  • Password protection
  • Multi-factor authentication where available
  • Secure hosting
  • Software updates
  • Firewalls and security monitoring
  • Encrypted connections
  • Backups
  • Staff confidentiality
  • Restricted access to customer and financial records
  • Secure disposal procedures

No website, email system or electronic storage method can be guaranteed to be completely secure. Customers should avoid sending full payment-card information through ordinary email or unprotected website fields.

17. Your data-protection rights

Depending on the circumstances, you may have the right to:

Be informed

To receive clear information about how your personal information is used.

Access your information

To request confirmation that we process your information and receive a copy of it.

Rectification

To ask us to correct inaccurate information or complete incomplete information.

Erasure

To ask us to delete information in certain circumstances.

Restriction

To ask us to restrict how information is used in certain circumstances.

Object

To object to processing based on legitimate interests and to object to direct marketing at any time.

Data portability

To receive certain information in a structured, commonly used and machine-readable format where the right applies.

Withdraw consent

To withdraw consent where consent is the lawful basis.

Challenge automated decisions

To request appropriate safeguards where a qualifying solely automated decision is made.

UK data-protection rights include access, rectification, erasure, restriction, objection and other rights, but not every right applies in every situation.

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

We will normally respond within the time required by applicable data-protection law.

18. Making a privacy request

To exercise a right or ask a privacy question, contact:

Email: helpdesk@sglhire.co.uk
Telephone: 01622 910075

Postal address:

Sultani Gas Limited
Unit 5 Underlyn Industrial Estate
Marden
Kent
TN12 9AT

Please provide enough information for us to identify you, understand your request and locate the relevant records.

You are not normally required to pay a fee. A reasonable fee may be charged, or a request may be refused, where permitted by law—for example, where a request is manifestly unfounded or excessive.

19. Complaints

Please contact us first so we have an opportunity to address your concern.

You also have the right to complain to the Information Commissioner’s Office, the United Kingdom’s data-protection regulator.

Complaining to us does not affect your right to contact the ICO or seek another legal remedy.

20. Information about other people

Where you provide personal information about another person, such as:

  • A colleague
  • Authorised collector
  • Site contact
  • Equipment operator
  • Trade reference
  • Guarantor

you should ensure that:

  • You are authorised to provide it
  • The information is accurate
  • The individual is made aware of this Privacy Policy where appropriate

21. Children

Our services are intended primarily for businesses and persons aged 18 or over.

We do not knowingly offer equipment-hire contracts to children or intentionally collect children’s personal information through the website.

Please contact us if you believe a child has submitted personal information.

22. Third-party websites

Our website may link to:

  • SGL Online
  • Manufacturers
  • Social-media platforms
  • YouTube
  • Mapping services
  • Other external websites

External websites operate under their own privacy policies. We are not responsible for how an independent third party handles information after you leave our website.

23. Changes to this Privacy Policy

We may update this Privacy Policy to reflect:

  • Changes to our services
  • New website features
  • Changes to service providers
  • Legal or regulatory developments
  • Changes to how information is used

The latest version will be published on this page with an updated revision date.

Where a change is significant, we may provide an additional notice by email, website message or another appropriate method.

24. Contact us

For privacy questions, requests or concerns, contact:

SGL Hire
A trading service of Sultani Gas Limited

Address: Unit 5 Underlyn Industrial Estate, Marden, Kent, TN12 9AT
Telephone: 01622 910075
Email: helpdesk@sglhire.co.uk

Last updated

31 July 2026