Privacy Notice

IDEAL OÜ PRIVACY NOTICE

Welcome to read the Privacy Notice of Ideal OÜ (hereinafter “Ideal” or “us”)

Ideal is a company belonging to the group of Osaühing Ideal Baltic and is acting as an independent representative in Estonia of the car rental trademarks Avis, Budget and Payless owned by Avis Budget Group, Inc.

Please take the time to read this Privacy Notice as it is important for you to know how we collect and use your personal information. By "personal information" we mean all information that relates to a living individual and either identifies, or may be used to identify, that individual.

Ideal may change portions of this Privacy Notice from time to time, so be sure to check back. If we make a change that significantly affects your rights or, to the extent we are permitted to do so, significantly changes how we use your personal information, we will notify you by way of a prominent posting on our websites, e-mail and/or postal mail prior to the change becoming effective.

GETTING STARTED

Ideal wants you to feel comfortable about giving us access to your personal information. Use this Privacy Notice to find out what happens to your personal information when you interact with Ideal and what choices you have.

This Privacy Notice covers the personal information Ideal collects, uses and discloses through your use of our products and services either online or offline.

Ideal needs to collect personal information from you to rent a vehicle or provide our other services. We collect personal information when you give it to us, such as by telephone, fax, postal mail, email, at the counter, upon completion of an application or enrollment form, joining our Avis Preferred loyalty scheme or through your use of one of Ideal's website or mobile Apps or the use of our products and services.

Please be aware that, in certain circumstances, where you do not provide personal information which is required by us, we will not be able to provide the products and services under our contract with you or may not be able to comply with a legal obligation on us. For example, when renting a vehicle with us we will require information such as your name, address, payment information and driver's licence. If you fail to provide this information to us we will be unable to rent a vehicle to you. You will be made aware if this situation arises and what the consequences of not providing the personal information will be.

Sometimes, we will combine the personal information we receive from you with other information we received from other sources so we can provide you a more customised and hassle-free experience. This information may include your name, contact information, travel itinerary, booking request and other information that is relevant to your booking. These third parties include:

Travel agents or a third-party booking service that you used to make your reservation;
Your employer or association if you are using a corporate / association account;
Our affiliates, in order to create a AWD account or if you are making a booking in one location served by our affiliates for rental services in another location served by us; and
Police and other law enforcement agencies if you are involved in an accident during your rental, or suffer any loss, damage or theft of the vehicle, or if you incur any speeding, parking, toll or other traffic-related fines or commit any traffic offences during your rental.

The purposes for which we use this information is set out in further detail in the rest of this Privacy Notice. There are a number of bases in data protection law that permit Ideal to use your personal information for these purposes. These are: (1) that you have provided your consent to us using your personal information for that purpose (e.g. where you have given us your consent to send you electronic marketing); (2) that we need to use that personal information in order to fulfil our contract to provide products or services to you (e.g. using your information for vehicle rentals or join our loyalty program, “Avis Preferred”); (3) that the processing is necessary for the purposes of our legitimate interests, provided we have balanced these against your rights and interests; and (4) where we need to comply with a legal obligation (e.g. responding to government or law enforcement information requests).

Our legitimate interests are: (a) to ensure effective administration and management of your relationship with us, including any rentals with us; (b) to understand how our customers use our services and to manage our vehicle fleet; (c) to carry out research and analysis on what services or products our customers want or how they would like us to improve our services and products; (d) to understand how our customers use our websites and Apps and identify any issues in how the websites and Apps are used and how we can improve the customers usage experience; (e) to tell our customers about the various products and services we can offer; (f) understand and respond to customer feedback; (g) to better tailor and personalize the promotions and benefits that we offer to our customers; (h) to prevent, detect, or investigate unauthorized use of our vehicles and systems and ensure we comply with law and our policies; and (i) manage any disputes and accidents and take legal or other professional advice.

We will collect technical information about your devices when you use our website and App where permitted. To learn about our online data collection, go to the Online Data section.

RENTING A VEHICLE

When you make a reservation, rent a vehicle or join one of our programs such as a corporate program or our Avis Preferred loyalty scheme, we collect information to provide you with our great services (for example, renting a vehicle, including performing the vehicle rental contract as set out in our General Conditions of Rental, Location Specific Conditions and Rental Agreement, providing any requested optional extras, taking payment, pre-authorizations and security deposits and providing discounts and offers or other benefits) and for our legitimate business interests (for example research and development of new products and services, undertaking fraud and security checks and enforcing our legal rights).

The information we collect includes:

name;
email address (if you are booking online or wish to receive e-receipts);
home address (for sending invoices);
employer details and business address (if you are a member of a corporate program);
telephone numbers at which we can reach you;
date of birth (for license validation and legal requirements);
gender (for license validation);
payment information such as your credit or debit card details (security code is obtained for transaction only – we do not keep it);
tax number (if specifically requested);
information from driver's license and/or other government issued identification, including if you are an additional driver for the specific rental (for license validation and legal requirements);
information from another form of identification documentation such as passport or national identity card if your driver's license does not include a photo or is not recognizable as you and/or proof of address such as a utility bill (for security and anti-fraud purposes). The information we collect and retain will only include your photo ID where you are informed of this;
special discount codes, partner member numbers, association memberships, corporate rewards programs (if you request discounts, special privileges and points programs);
special requests and preferences, including:
your preferences regarding optional extras such as damage waivers and other protections;
where a delivery or collection service is available, the address where we will drop off or pick-up the vehicle and any optional extras you requested; and
other information that may be required to rent you a vehicle and/or provide you with services.

Some vehicles come equipped with a global positioning system (GPS) or similar type tracking device that may also collect information about the vehicle. To learn about vehicle data we collect, scroll down to read about Vehicle Data.

If you have an accident, or suffer any loss, theft or damage to the vehicle during your rental or suffer any mechanical failure, we will collect information regarding such incident including your report of the incident and any police or other third party report including details of those involved, together with the nature of any personal injuries and/or damage to the vehicle and optional extras. We will use this information to perform our contract with you (for example, the vehicle rental agreement and/or the terms of any optional extra like insurance); for our legitimate business interests (for example, in recovering the costs of any loss or damage caused to the vehicle); for complying with any legal obligation on us (for example, making any required notification of the incident to appropriate authorities); and establishing, exercising or defending legal claims arising as a result of such incident.

During your rental we will collect where and when you rented the vehicle, where and when you returned the vehicle, insurance preferences, fuel consumption, mileage, accident history and other information related to the vehicle and your use of it. This information is required in order to provide you with the services you requested under the rental contract or for our legitimate business interests (for example to monitor the usage of our vehicle fleet).

In addition to the purposes listed above, we use this information to better understand our customers and provide you with relevant offers.

We will also collect information about any speeding, parking, toll or other traffic-related fines that you incur or any traffic offences that you commit during your rental where these are provided to us by any law enforcement agency. We will use this information to deal with such fine or offence in accordance with the terms of your vehicle rental agreement with us.

Where you inform us that you have a medical disability that requires an adapted vehicle or other driver aid we will use that information in order to provide you with the service you requested and where you have given your explicit consent to us using that information.

When you purchase a gift certificate or voucher, we collect the name and mailing address of the gift recipient in order to fulfill your order. We will only use this information for the specific reason for which it is provided. If you believe that one of your contacts has provided us with your personal information and you would like to request that it be removed from our database, please contact our customer service at the details set out in the Data Controller´s Contact Details section below.

AVIS PREFERRED

If you decide to join our Avis Preferred loyalty program we will collect and retain your name, contact details, driver’s license details, and date of birth to create an Avis Preferred account for you in accordance with the terms and conditions of the Avis Preferred program,

We will use this information, along with information relating to your historic and future rentals, to allow you to take the benefits of membership of the Avis Preferred program, including fast-track service at our rental counters, the ability to self-service elements of the rental through our App, and to provide you with further benefits to which you are entitled under the program such as free upgrades and free rentals.

We also use this information to tailor the communications we may send to you and/or the promotions we may offer to you as a member of Avis Preferred from time to time.

We will also use this information for our internal analysis of how our customers use our services and to improve how we provide our services.

INSURANCE PRODUCTS

If you have requested any of the insurance products that we offer during your rental we will pass your personal information to the insurer that is underwriting that product in connection with you entering into a contract with that insurer for that product. The name of the insurer will be made available to you when you are requesting the relevant product.

In the event that you make any claim under one of these insurance products, your personal information relating to the claim will be provided to the insurer and any appointed claims handler. We do this to fulfil the terms of our agreement with you and to establish, exercise or defend any associated legal claims.

The use of your personal information by that insurer will be subject to the terms of that insurer's privacy

VEHICLE DATA

Some vehicles you rent from ushave been manufactured or equipped with on-board devices so as to be connected to the internet (connected car) which allow us to send commands to and receive certain information from the vehicle, including geolocation data from a global positioning system (GPS). If you rent a connected car from us your personal information will be processed in accordance with this Privacy Notice and the Connected Cars Privacy Addendum included in the General Conditions of Rental (or such other notice regarding connected cars as we may provide to you in the future).

PHOTOS & VIDEO

Where indicated by signage at the relevant location, Ideal rental locations are also equipped with video security surveillance systems as well as cameras that record as our vehicles depart/enter our lots. The purpose for use of security surveillance systems and cameras is to protect the property of Ideal and to guarantee the security and safety of its employees and clients. The legal basis for such use of security surveillance systems and cameras is the legitimate interest of Ideal.

Hereinafter we will shortly describe the main terms of video surveillance:

Legal basis for camera use – legitimate interest
Short description of surveillance system – stationary video surveillance system based on IP cameras, without voice recording
With whom recordings may be shared – recordings are not shared with third persons
Who has access to the surveillance system and recordings – only such employees of Ideal who need access for performance of their work duties
Recording’s retention period – recordings are kept for 1 month after which the video system starts automatically rerecording
Surveillance time – round the clock
Surveillance type – recording
What is done to protect data collected with the surveillance system – the recordings are kept safely on the hard disk and can be access only by the above-mentioned persons
Access right – to access the data collected on you by surveillance cameras please contact us by using the e-mail address dp@idealbaltic.eu. When requesting access to such data, please take into consideration that the data is retained for 1 month only and that for protection of the interests and rights of other persons in the recordings they must be made unidentifiable, therefore we cannot grant immediate access to such data.

ONLINE DATA

When you download, visit and use our websites and/or Apps, we automatically collect technical information. This section tells you more about what technical information we collect and why we collect it.

IP Addresses & other information collected automatically: We may collect your IP address when you visit our websites to help us diagnose problems with our main computers, for system administration, to report aggregated information to our business partners, and to audit the use of our website. We do not normally link IP addresses to anything personally identifiable. In select circumstances, we may use IP addresses to help us identify you when we feel it is necessary to enforce compliance with our Website Terms and Conditions or to protect our service, site, users or others. We may also collect your browser type, Internet Service Provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/ or clickstream data to analyze trends in the aggregate and administer the site.

Session Replay: When you visit our website, we will sometimes also record information about your browsing session on the site, including which pages you visited and any forms on the website that you completed. We review this information to identify any technical issues in the operation of our sites and to improve the user interface of our sites. We use a third party to help us with this service and this information will be passed to that third party for this purpose but this information is not disclosed to any other third party.

Cookies & other similar technologies: Please refer to our Cookies Policy located at https://www.avis.co.uk/about-avis/cookie-policy for details of how we use cookies.

Mobile Analytics: When you download and use our Avis, Budget, Payless, Car Rental Apps, we use mobile analytics software to help us better understand the functionality of our App on your mobile device. Our analytics may record how often you use the App, how you use the App, aggregated usage, performance data and where you downloaded the App from. To read more about how we use information for research please see the Analytics section.

Mobile GPS and Push Notifications: If you let us, when you use our Avis, Budget or Payless, Car Rental Apps we may collect location markers using the GPS in your device. Knowing approximately where you are helps the App provide you better service, such as finding the nearest Avis, Budget or Paylessrental location near you. This also helps us send you push notifications or other communications based on your location (for example, nearby special offers) and for providing certain services such as arrival and return notifications, providing information about vehicle location, available upgrades, etc. We will only share this information with our mapping provider for the purpose of providing you our services. To ensure you receive proper notifications, we will need to collect certain information about your device such as operating system and user identification information. If you change your mind about sharing your location or receiving push notifications from the App, adjust the settings of your mobile device to turn off transmission of geolocation data or to stop transmission of push notifications at any time. Just remember if you do turn these features off, you will not receive information tailored to your location or special locations-based offers.

ONLINE ADVERTISING

Ideal uses third parties to provide online or electronic ads on our behalf. These third parties use data about your visits to our websites and Apps usage to send you customized ads that may be of interest to you. This information is collected using cookies, scripts, pixel tags, etags, web beacons and other similar technologies by Ideal and our third-party advertising partners in accordance with our Cookie Policy.

MARKETING

Ideal may share personal information with third parties (as detailed in the Information Sharing section) to help us with our marketing and promotional projects, such as managing our social media pages, running contests, sweepstakes and other promotions, or sending marketing communications.

We will only use your personal information to send you marketing where you have given us your consent to receive marketing or we are otherwise permitted by applicable law to do so. This marketing will be sent to you either electronically or to your postal address.

Don't want to receive promotional and marketing post, emails and text messages from Ideal and our partners? No problem! You can withdraw your consent to direct marketing or tell us you do not want to receive such marketing at any time. See the Your Choices section to find out how.

ANALYTICS

We use analytic software, such as Adobe Analytics, Google Analytics and others, to help us to better understand the functionality of our software on our websites and Apps on your device. These software tools record technical information including about your device together with usage information such as how often you use our website or App, which features you use or don't use in the website App or which pages you visit on the website, aggregated usage, performance data, where the App was downloaded from and information about your visit to the site, including details of some of the URL clickstream to, through and from our website. Further information about these tools is set out in our Cookie Policy.

Want to learn about all what happens when you visit our websites or use our Apps? Learn more under the Online Data section.

CHILDREN

Ideal's websites, Apps and services are not for children under the age of 16. This includes any links to other websites that we provide for your convenience. We don't knowingly collect personal information from children for any reason. If you think Ideal has received personal information of your child or another minor, please contact us at the address set out in the Data Controller´s Contact Details section.

INFORMATION SHARING

Ideal may use and share your personal information and vehicle data as follows:

Third party recipient	Purpose of disclosure	Legal Basis for Processing
Companies belonging to the group of Avis Budget Group, Inc and to the group of Osaühing Ideal Baltic in order to perform our contract with you and to understand how you use our services and to improve our business	Make and confirm your rental reservation; Provide our rewards program and update partner points and rewards; Connect with your corporate and commercial accounts; Assist with navigation assistance or itinerary planning; Provide customer assistance; Resolve toll, traffic or parking violations; Processing any claims relating to accidents and/or injuries; Providing roadside assistance services; To protect or defend the rights or well-being of us, our employees, customers or others; Verify safe driver criteria for qualified drivers.	Performance of Contract; Legitimate Interests; Legal obligation; or Consent.
Travel agents in order to perform our contract with you when you use a travel agent and to understand how you use our services and to improve our business	Make and confirm your rental reservation; Process payments and refunds; Assist with navigation assistance or itinerary planning; Provide customer assistance; Providing roadside assistance services; To protect or defend the rights or well-being of us, our employees, customers or others.	Performance of Contract; or Legitimate Interests.
Your employer or organisation in order to provide you with benefits of a corporate or association program and to understand how you use our services and to improve our business	Verify driver’s licenses or other government identification. Verify eligibility to use designated account and discount codes; Connect with your corporate and commercial accounts.	Performance of Contract; or Legitimate interests.
Brokers in order to perform our contract with you when you book a rental through their service and to protect our business from fraud and bad debts	Make and confirm your rental reservation; Process payments and refunds; Provide customer assistance; Handle debt collection; Fraud check.	Legitimate Interests.
Booking engines in order to perform our contract with you when you use a booking engine and to understand how you use our services and to improve our business	Make and confirm your rental reservation. Verify eligibility to use designated account and discount codes; Process payments and refunds; To protect or defend the rights or well-being of us, our employees, customers or others.	Performance of Contract; or Legitimate Interests.
Credit card issuers in order to obtain payment from you	Process payments and refunds; Fraud check; Handle debt collection.	Performance of Contract; or Legitimate Interests.
Corporate account manager in order to provide you with benefits of a corporate or association program and to understand how you use our services and to improve our business	If you are renting with a corporate, membership or other similar commercial entity account, we may share personal information with the organisation that manages the account for their own purposes. We recommend you review their privacy policy to learn more about their privacy practices.	Performance of Contract; or Legitimate interests.
Marketing agent in order to provide you with benefits of a corporate or association program and to understand how you use our services and to improve our business	Provide our rewards program and update partner points and rewards; To protect or defend the rights or well-being of us, our employees, customers or others.	Performance of Contract; or Legitimate Interests.
IT service providers including IT platform providers and website analytics service providers in order to perform our contract with you and to understand how you use our services and to improve our business	Support our IT systems and infrastructure; Provide maintenance services for our IT systems and infrastructure; Provision of data hosting and other data processing services; Provide analytics services relating to your use of our website to identify any technical or user interface issues and/or improvements in connection with the website	Legitimate interests.
Government, regulatory and law enforcement agencies in order to meet our legal obligations	To verify your driver's license and ensure you meet our safe driver criteria; As requested by these agencies if the disclosure is required or permitted by law; To take action regarding illegal activities, traffic offences or violations of terms of service; If we have a good faith belief that there is an emergency that poses a threat to the safety of you or another person; and As otherwise required or permitted by law.	Legal requirement; or Legitimate interests.
Parking service providers and parking administrators	Collection of fines by parking service providers /parking administrators in case of violation of parking rules by you	Legitimate interests; or Performance of contract
Insurance companies and claims handlers in respect of any insurance product you purchase in connection with your rental	Provide and service the insurance product you have requested; Manage any claims that may be made under the relevant insurance policy	Performance of contract; or Legitimate interests.
Professional advisors, incl legal and financial advisors	Risk management, obtaining of professional advice; Compiling, submitting and protecting of legal claims.	Legitimate Interests.
Other service providers (as far as necessary for provision of specific service, e.g. providers of postal and courier services or for ensuring the continuity of the business activities, e.g. accountants, providers of debt recovery services)	Provision of services; Continuity of business.	Legal obligation; Legitimate interest.

We may also transfer or assign your personal information to third parties as a result of, or in connection with a sale, merger, consolidation, change in control, transfer of assets, bankruptcy, reorganisation, or liquidation. Or if we are involved in defending a legal claim, information about you that is relevant to such claim may be disclosed to third parties as a result of, or in connection with, associated legal proceedings.

We may, in accordance with the Marketing section, share your information with business and promotional partners (where you have provided your consent to such information sharing) in order to send you information about products and services you may like. If you decide you no longer want to receive such promotional and marketing messages, please read the Your Choices section to find out how you can opt-out.

YOUR CHOICES

If you want to opt out of receiving promotional and marketing emails, text messages, post and other forms of communications from Ideal or our promotional partners in relation to which you might receive in accordance with the Marketing section, you can best opt out by using one of the following ways:

Log into your account and update your profile.
Click "unsubscribe" at the bottom of an email we sent you.
Go to our Data Controller´s Contact Details section to email our customer service representative.

If you do opt out of receiving promotional and marketing messages, we can still contact you regarding our business relationship with you, such as account status and activity updates, survey requests in respect of products and services we have provided to you after you rent from us, reservation confirmations or respond to your inquiries or complaints, and similar communications.

Want to close your account, stop doing business with us, or otherwise opt out of Ideal collecting, using or disclosing your personal information? We will be sorry to see you go. Please contact our customer service representatives in accordance with the Data Controller´s Contact Details section.

Please also see your rights set out in Your Privacy Rights section.

SAFEGUARDS

The security of your personal information is important to us. We take reasonable steps to make sure your information is protected from unauthorised use, access, disclosure, alteration, destruction or loss. For financial or payment information, we use firewalls and Transport Layer Security (TLS) encryption. We take security extremely seriously but as no system is 100% secure, we can't completely guarantee the protection of your personal information, any more than any other organisation can.

We do not ask for financial or payment information, such as your credit card number, passcode, account number or pin number, in an e-mail, text or any other communication that we send to you. Please always check that any website on which you are asked for financial or payment information in relation to our rentals or services is operated by Avis Budget Group, Inc or its affiliates. If you do receive a suspicious request, do not provide your information and report it by contacting one our customer service representatives as set out in the Data Controller´s Contact Details section.

You are responsible for keeping your account passcode, membership numbers and pin numbers safe and secure. Don't share those with anyone. If there is an unauthorized use or any other breach of security involving your information, you must notify us at the customer service contact information below as soon as possible.

INFORMATION RETENTION

Ideal keeps your personal information for no longer than is reasonably necessary or required by law. How long we keep it depends very much on the type of information and purpose.

The criteria we use to determine the retention period for certain categories of data is as follows

the length of time that you are a member of Avis Preferred or any other loyalty scheme that we operate or a member of any corporate program;
how frequently you rent with us or when you most recent rental occurred;
whether there are contractual or legal obligations that exist that require us to retain the data for period of time;
whether there is any ongoing legal claim that relates to any rental you have made with us, or that is otherwise related to your relationship with us;
whether any applicable law, statute, or regulation allows for a specific retention period;
whether the personal information is considered to be a special category of personal information, in which case a shorter retention period generally would be applied; and
what the expectation for retention was at the time the data was provided to us.

INTERNATIONAL TRANSFERS

Rentals

As we offer the ability to rent vehicles and benefit from our services in many locations globally, we will transfer your personal information to our affiliates, Avis Budget Group, Inc and travel agents in these locations for the purposes of fulfilling your rental request and/or entering into a rental agreement. The exact location of where your personal data will be transferred depends on the location of your rental. A list of these locations is available at website: https://www.avis.co.uk/drive-avis/car-hire-locations.

Many of the countries to which your personal information may be transferred for these purposes that are located outside the EU do not benefit from an adequacy decision issued by the EU Commission regarding protection afforded to personal information in that country. Details of these specific countries can be found here: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en .

These transfers are made either as they are necessary for the performance of a contract to which you will be a party, or for pre-contractual measures. Alternatively, adequacy of data protection is ensured by standard data protection clauses that we have in place with the relevant recipient. A copy of these standard data protection clauses may be requested at the address set out in the Data Controller´s Contact Details.

Business operations

In addition, the information we collect from you may be transferred to, and stored by, IT vendors who operate on our behalf. In particular, these include our booking engine hosting provider that is located in the United States. We also transfer information to a number of providers of business application – such as CRM and marketing applications – as well marketing service providers. These providers are primarily located in the United States.

The United States does not benefit from a decision issued by the EU Commission regarding protection afforded to personal information. Adequacy of data protection is instead ensured by standard data protection clauses we have in place with that third party. A copy may be requested from us at the address set out in the Data Controller´s Contact Details.

Given the global nature of our business, we also transfer information within the group companies of Avis Budget Group, Inc and of Osaühing Ideal Baltic as for certain activities the group uses shared IT functions. Transfers from within the European Union for these purposes are primarily made to the United States, although transfers may be made to other countries as well. The United States and many of the other countries located outside the European Union do not benefit from an adequacy decision issued by the EU Commission regarding protection afforded to personal information in that country. Adequacy of data protection is instead ensured by standard data protection clauses we have in place with the recipient. A copy may be requested from us at the address set out in the Data Controller’s Contact Details.

YOUR PRIVACY RIGHTS

You may have – in accordance with applicable data protection laws – the following rights when it comes to our handling of your personal information:

Right of access – you may have the right to request a copy of the personal information we have about you and to request supporting information explaining how the personal information is used.
Right of rectification – you may have the right to request that we rectify inaccurate personal information about you.
Right of erasure – you may have the right to request that we erase personal information about you.
Right to restrict processing – in some situations, you may have the right to request that we do not use the personal information you have provided (e.g. if you believe it to be inaccurate).
Right to data portability – you may have the right to receive certain of your personal information in a structured, commonly used and machine-readable format and to transmit such information to another controller.
Right to withdraw consent – where we process your personal information based on consent (including direct marketing consents), you have the right to withdraw consent at any time. However, this will not affect the lawfulness of the processing based on consent before its withdrawal. Furthermore, even in case of a withdrawal we may continue to use your personal information as permitted or required by law.

Right to object: In addition, where we are processing your personal information based on a legitimate interest (or those of a third party) you may challenge this. However, we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to legal claims. You also have the right to object where we are processing your personal information for direct marketing purposes.

Please get in touch with us at the address set out in the Data Controller´s Contact Details section if you would like to exercise any of these rights or in case you should have any concerns about how we process your personal information. You are also free to lodge complaint with the supervisory authority, Data Protection Inspectorate in Estonia, www.aki.ee , should you feel that we process your personal information in a way that is against applicable law.

DATA CONTROLLER´S CONTACT DETAILS

Ideal OÜ
Registry code: 10325140
Address: Harju county, Tallinn, Peterburi road 47/1, 11415
E-mail: dp@idealbaltic.eu

General Terms and Conditions

Ideal OÜ in Estonia, Ideal Services SIA in Latvia and UAB Litideal in Lithuania (each company is hereinafter referred to as the Renter) are the franchisees of the Avis, Budget and Payless brands in the Baltics. These general terms and conditions shall apply to all short-term rental agreements concluded with Renter.

1. Rental Period

1.1. The Lessee shall rent the vehicle for the period stated in the rental agreement. Upon agreement of the Parties, the rental period can be extended. Before extending the rental agreement, Renter shall submit a price list for extending the rental period to the Lessee, and the Lessee shall confirm his/her acceptance to the price list in writing by his/her signature or via email. An extension of the rental period for less than 30 days can be agreed by e-mail. Any extension of the rental period more than 30 days shall be executed in writing or digitally signed.

2. Delivery and Return of Vehicle

2.1. Upon delivery of the vehicle to the Lessee, the Lessee shall inspect the vehicle to make sure that the vehicle is in good technical condition, has no faults, and the interior of the vehicle is clean. The Lessee shall verify whether any damage visible upon delivery of the vehicle is recorded on the vehicle’s technical condition sheet. Later complaints about any damage to the vehicle shall not be accepted and any such damage is deemed to be caused by the Lessee and shall be compensated to Renter.

2.2. The Lessee shall return the vehicle at the place, on the date and at the time indicated in the rental agreement. Renter shall apply a 30 minute grace period at the end of the rental before the start of a new 24 hour period; if the vehicle is returned after the expiry of the grace period, a full day rental will be charged.

2.3. If the Lessee fails to return the vehicle at the time and place agreed or immediately after the premature termination of the agreement, Renter is entitled to declare the vehicle to be missing and to use all of the powers arising from the law to regain possession of the vehicle; among other things, the Lessee authorises Renter to immediately take possession of the vehicle (including removal of the vehicle). Should Renter incur any additional expenses in relation to the above, the Lessee shall compensate Renter for those expenses. In the case of removal of the vehicle, Renter shall use its best efforts to ensure the preservation of the belongings left in the vehicle by the Lessee; however, Renter shall not be held liable for any damage caused to such belongings during removal or later.

2.4. The Lessee shall return the vehicle in the same condition as when it was delivered to the Lessee, allowing for normal wear and tear. The Lessee shall return the vehicle along with all tires, equipment and documents to the office of Renter where the vehicle was picked up or to a place designated in the rental agreement.

2.5. The vehicle shall be delivered to the Lessee with a full fuel tank and the Lessee shall also return the vehicle with a full fuel tank, except if the Lessee has paid for the “prepaid fuel” option.

3. Requirements for Use of Vehicle

3.1. As the authorised user of the vehicle according to the rental agreement and holder of a valid driving license, the Lessee must know and obey the applicable traffic rules; if the Lessee violates the traffic rules, he/she shall be liable for any resulting fine or other cost.

3.2. The vehicle may be driven by a person who:

3.2.1. is specified in the rental agreement and has been holding a valid driving licence for at least one year;

3.2.2. another person added to the rental agreement by Renter at the request of the Lessee who meets the requirements applicable to a driver. The Lessee shall be fully responsible for this person and shall verify whether the person complies with the rental agreement and the general terms and conditions.

3.3. It is prohibited to use the vehicle:

3.3.1. for carriage of passengers for commercial purposes (e.g. for providing carriage or taxi services);

3.3.2. for towing any other vehicle or trailer;

3.3.3 for carriage of goods in violation of the customs rules or for any other illegal act;

3.3.4. by a driver who is under the influence of alcohol or drugs or other illegal substance;

3.3.5. by a driver who does not hold a driving license of the appropriate class for the vehicle;

3.3.6. for racing or training for racing competitions;

3.3.7. for driving lessons;

3.3.8. for driving outside roadways.

3.4. Smoking inside the vehicle is prohibited. In the case of violation of this requirement, the Lessee shall pay the cleaning fee described in section 4.3.7 below.

3.5. When leaving the vehicle, the Lessee shall take all necessary precautions (e.g. lock the doors of the vehicle) to avoid possible accidents or theft. The Lessee shall also take the keys and documents (registration certificate and other documents) related to the vehicle with him/her when leaving the vehicle.

4. Charges

4.1. At the time concluding the rental agreement, a hold shall be placed on the Lessee’s credit card in the amount of the rental fee (described in section 4.3.1) and surcharges (described in section 4.3.2) plus 30%.

4.2. Renter is entitled to unilaterally alter the rental charge within the rental period, giving the Lessee at least one month’s advance notice. If the new price is not acceptable to the Lessee, the Lessee is entitled to premature termination of the rental agreement.

4.3. The Lessee shall pay the following charges to Renter:

4.3.1. a rental charge according to the applicable rates calculated based on the number of rental days and the mileage covered. If there is a delay of more than 30 minutes in returning the vehicle compared to the time of return agreed upon in the rental agreement, the Lessee shall pay for the rental period calculated based on the actual time of return. If the Lessee returns the vehicle before the end of the rental period, Renter is entitled to request the payment of the full rental charge set out in the rental agreement;

4.3.2. all extra charges (insurance, delivery charge, etc.) along with the applicable VAT to which the Lessee has agreed when signing the rental agreement;

4.3.3. a charge for refilling the fuel tank if the Lessee fails to meet the obligation established in section 2.5 above;

4.3.4. a fine for driving the vehicle in a state of intoxication, for violating the traffic rules or for other illegal activities if the fine is collected from Renter, including in cases where Renter is fined for permitting a person not entitled to drive motor vehicles to drive the vehicle;

4.3.5. If the Lessee has received the requisite consent of Renter for leaving the Baltic states and the vehicle becomes unroadworthy outside the Baltic states, the Lessee shall pay all the costs related to bringing the vehicle back to the Baltic states (Estonia, Latvia or Lithuania depending on pickup location) to the office of Renter. The rental agreement is valid until the transfer of possession of the vehicle to Renter;

4.3.6. any parking ticket submitted to Renter, delay interest, and charges for towing the vehicle to a car park due to a parking violation or other reason, plus Renter’s administration fee of 35 EUR in case of traffic fine or damage;

4.3.7. an extra cleaning charge of 200 euros if the Lessee has smoked in the car or if the interior of the car is so dirty that dry cleaning is necessary for restoring the vehicle to the same condition as at the time of rental;

4.3.8. compensation for damage caused to the vehicle if the Lessee returned the vehicle to Renter outside business hours (from 18:15 pm to 8:15 am) or in a way that it could not be inspected by the employee of Renter and Renter discovers the damage in the course of a later inspection;

4.3.9. a charge 25 euros for leaving the vehicle in the relevant general car park in Tallinn Airport, Riga Airport or in Vilnius Airport (depending on pickup location). The Lessee is entitled to leave the vehicle to the parking space allocated to Renter in the airport’s car park for rental vehicles without an extra charge.

4.3.10. Late service fee 40 EUR if the Lessee wants to receive the vehicle outside business hours of Renter (from 18:15 pm to 8:15 am).

4.4. The Lessee shall pay Renter by credit card or bank transfer. In the case of late payment of the rental charge or any other charge set out in the rental agreement and/or the general terms and conditions, the Lessee shall pay late interest of 0.2 per cent of the outstanding amount per each day of delay. In the case of late payment, any sum received shall first be applied towards interest and fines and only thereafter the principal amount of the fee. Upon failing to fulfill and/or late fulfillment of the Lessor’s contractual obligations under the rental agreement, Renter is entitled to publish information concerning the Lessee in a credit register (including but not limited to the database maintained by Creditinfo and the global database of Renter).

5. Liability

5.1. The Lessee as the possessor of the vehicle, is liable for compliance with the vehicle maintenance requirements during the rental period if the period of use of the vehicle in the rental agreement is longer than 30 days. The permissible deviation of the vehicle maintenance schedule must not exceed 300 km. The contractual penalty for exceeding the permitted deviation of the vehicle maintenance schedule is 500 EUR.

5.2. The Lessee is fully responsible for the preservation of the vehicle and all damages caused to it (incl. the risk of accidental destruction and damage to the vehicle) that has occurred before the vehicle is inspected and accepted by the Renter's employee.

5.3. If the Lessee discovers defects of the vehicle, the vehicle is involved in an accident or vandalized during the rental period, the Lessee shall immediately inform Renter thereof and shall follow the instructions of Renter on how to proceed. The Lessee is not entitled to repair any defects of the vehicle. If the Lessee fails to comply with this requirement, the Lessee shall compensate Renter for any damage (e.g. if the original parts of the vehicle have been replaced by parts of low quality).

6. Insurance

6.1. Renter shall insure the vehicle being used by the Lessee against any damage that may be caused to a third party according to the applicable law. In the case of an insured event, the terms of insurance agreed upon between Renter and its insurer shall apply. The Lessee undertakes to read the relevant insurance terms at Renter’s reception desk before entry into the rental agreement.

6.2. In case of an insured event, the Lessee shall be liable to Renter to the extent of the excess. The amount of the excess depends on the category of the vehicle and has been set out in the rental agreement. The Lessee may reduce the amount of the excess, paying an extra charge for each day of rental according to the category of the vehicle chosen by the Lessee.

6.3. Notwithstanding clause 6.2 above, insurance coverage shall not apply to the following types of damage:

6.3.1. damage caused to the interior, control system, bottom or engine compartment of the vehicle, driving with flat tires, damage caused by snow or ice (e.g. snow or ice falling from the roof of a building) or damage caused by driving outside roads designated for vehicle traffic;

6.3.2. in case the vehicle is stolen and the Lessee has not taken the car documents and/or the key with him/her when leaving the vehicle as required under section 3.5 above. If, in the event of theft of the vehicle, the Lessee returns the vehicle’s keys and documents (registration certificate) to Renter and proves that he/she took the necessary precautions to ensure the safety of the vehicle, the liability of the Lessee is limited to the excess.

7. Accidents

7.1. The Lessee and each driver authorised to drive the vehicle shall take all appropriate measures to protect the interests of Renter and the insurer in the case of an accident during the rental period; among other things, they shall:

7.1.1. find out the names and contact information of everyone involved in the accident and any possible witnesses;

7.1.2. not admit their guilt or liability without the prior consent of Renter;

7.1.3. after the accident, not leave the vehicle unattended or without taking measures to protects its safety;

7.1.4. immediately inform Renter and, if necessary, the police of the accident or theft and stay at the accident scene until the police has granted permission to leave;

7.1.5. prepare a letter of explanation concerning the accident or theft and deliver it to Renter within 24 hours of the accident or theft.

8. Amendment and Termination

8.1. Agreement to amend the rental agreement for less than 30 days may be concluded by e-mail. Agreement to amend the rental agreement for more than 30 days must be made in writing or signed digitally.

8.2. The rental agreement shall expire on the last day of the rental period set out in the rental agreement upon return of the vehicle by the Lessee.

8.3. The Lessee is entitled to terminate the rental agreement before the end of the rental period but Renter is entitled to request full payment of the rental charge set out in the rental agreement. The fee for early termination of the rental agreement is a maximum of 1-month’s rental charge.

8.4. Renter is entitled to terminate the rental agreement before the end of the rental period if the Lessee has materially breached the agreement. Among others, the following instances shall be deemed a material breach of the agreement:

8.4.1. the Lessee fails to pay the rental charge on time;

8.4.2. the Lessee uses the vehicle for a purpose other than the intended purpose of the vehicle, e.g. in a manner described in section 3.3 above;

8.4.3. the Lessee fails to return the on time and does not inform Renter of late return in writing or by e-mail.

9. Processing of personal data

9.1. Renter processes personal data on the bases and pursuant to the procedure specified in the applicable legislation. The principles of Renter’s personal data processing can be found in more detail in Renter's office, rental station and on Renter's website: avis.ee; myavis.ee, budget.ee.

10. Miscellaneous

10.1. The general terms and conditions constitute an integral part of the rental agreement concluded between the Lessee and Renter.

10.2. The rental agreement and the general terms and conditions have been prepared based on and are subject to Estonian, Latvian or Lithuanian law (depending on the origin of Renter).

10.3. Any dispute, controversy or claim relating to the performance or interpretation of the agreement shall be resolved by negotiations between the parties. If no consensus is reached, the dispute shall be resolved at the courts of Estonia, Latvia or Lithuania (depending on the origin of Renter).

10.4. The Lessee confirms that he/she has examined all the terms and conditions and guidelines applicable to the rental of the vehicle available at the website of Renter’s respective trademark before concluding the rental agreement.