Who this is for. This policy covers two groups of people: anyone who visits zapdock.co.uk or sends us a message through the site, and anyone who rents a power bank from one of our kiosks. If you reached this page from a kiosk screen, section 3 is the part that applies to you.
Zap Dock Ltd is the data controller for the personal data described in this policy. That means we decide what data is collected and why.
If you have any question about how we handle your data, email us and it will come straight to the person responsible.
The contact form is the only place on this website where you give us personal information. When you use it we collect your name, your email address, the enquiry category you select, and whatever you write in the message box.
We use this solely to read and reply to your enquiry. We do not add you to a marketing list, and we do not use it for anything unrelated to the reason you got in touch. Our lawful basis is legitimate interests: you contacted us and expect a reply.
Form submissions are delivered to us by FormSubmit, a third-party form service, which passes the message to our info@zapdock.co.uk inbox. FormSubmit operates outside the UK, so your message is transferred internationally in the course of being delivered to us.
We want to be straightforward about this rather than claim the site is entirely self-contained. Our pages load the following from external providers:
| Service | Purpose | What it means for you |
|---|---|---|
| Google Fonts | Typeface used across the site | Your IP address is visible to Google when the font file loads |
| Cloudflare CDN | Icon library | Your IP address is visible to Cloudflare when the icons load |
These are needed for the page to display correctly. We do not use them to build a profile of you, and we receive nothing back from them about you.
We do not set any cookies of our own. We do not run Google Analytics, advertising pixels, or any other tracking or profiling tool on this website, and we do not attempt to identify individual visitors.
If we introduce analytics or advertising tools in future, we will ask for your consent first through a consent banner and update this policy before anything loads.
When you rent from a Zap Dock kiosk we hold a record of the rental itself. That record includes:
We never see, handle or store your full card number, expiry date or security code. Payment is taken by Stripe, a regulated payment provider, and your card details go directly to Stripe. What we receive back is limited to confirmation that the payment succeeded, the card type, and the last four digits.
Stripe handles your card data as a controller in its own right for fraud prevention and regulatory purposes. Their own privacy policy is at stripe.com/gb/privacy.
Renting a power bank places a pre-authorisation hold on your card. A hold is not a payment. It reserves an amount with your bank without money leaving your account. When you return the power bank within the period shown on the kiosk screen, the hold is released and nothing is taken.
If the power bank is not returned within that period, the held amount is taken as payment and the power bank is treated as sold to you. The amount and the time limit are both displayed on the kiosk screen before you confirm the rental. Depending on your bank, a released hold can take a few working days to clear from your available balance — that timing is set by your bank, not by us.
Venues that host our kiosks earn a share of revenue, so they receive a monthly report. That report contains rental counts and revenue totals only. It contains no personal data about you — venues are not told who rented, when as an individual, or anything about your payment.
Our kiosk management system and rental records are operated by Zap Dock and held in the United Kingdom. We do not sell, rent or trade rental data to anyone.
We do not sell your personal data to anyone, ever. We share it only with the providers we need to run the service, and only to the extent required:
| Who | What they get | Why |
|---|---|---|
| Stripe | Card and transaction data | To take payment and manage deposit holds |
| FormSubmit | Contact form submissions | To deliver website enquiries to our inbox |
| Our email provider | Messages you send us | To receive and reply to correspondence |
| Accountant / HMRC | Transaction records | Statutory accounting and tax obligations |
| Police or regulators | Only what is lawfully required | Where we are legally obliged, or to investigate theft of our equipment |
| Data | Retention period |
|---|---|
| Contact form enquiries | 24 months from your last message, then deleted |
| Rental and payment records | 6 years from the end of the relevant financial year, to meet HMRC requirements |
| Complaints and dispute correspondence | 6 years, in case of a later claim |
| Venue partnership records | Duration of the agreement plus 6 years |
Under UK GDPR you have the right to:
To use any of these rights, email info@zapdock.co.uk. Tell us your name and, if you are asking about a rental, the approximate date and venue so we can find the record. We will respond within one month. There is no charge.
Note that we cannot delete transaction records we are legally required to retain for tax purposes, but we will tell you clearly if that applies to your request.
We take reasonable and appropriate measures to protect the data we hold, including HTTPS encryption on this website, access controls restricting rental records to authorised personnel, and using established regulated providers for payment processing rather than handling card data ourselves.
No system can be guaranteed completely secure. If a breach occurs that is likely to result in a risk to your rights, we will report it to the Information Commissioner's Office within 72 hours and tell you directly where the risk is high.
Our kiosks are located in licensed and hospitality venues and our service is intended for adults. We do not knowingly collect data from children. If you believe a child's data has been collected, contact us and we will delete it.
Our website links to external sites including Instagram, Facebook, WhatsApp and the University of Sheffield. Once you follow those links you are on someone else's platform and their privacy policy applies, not ours.
We may update this policy as the business develops. The date at the top always reflects the current version. If we make a change that materially affects how we use your data, we will make that clear rather than quietly amending the page.
If you are unhappy with how we have handled your data, please contact us at info@zapdock.co.uk and we will look into it and come back to you.