Privacy Policy

Last updated: 30 April 2026

This Privacy Policy explains how Sp/F Arctic, trading as Arctic Rental Cars, collects, uses, stores and protects personal information when you use our website, book a rental car, contact our support team, use our services, or receive service-related communication from us.

This policy also explains how we use email, SMS/text messages and other communication channels in relation to your rental.

1. Company information

Sp/F Arctic
V-tal: 643793
Mykinesgøta 5
FO-100 Tórshavn
Faroe Islands

Main office: Vágar Airport, Airport Terminal, Sørvágur
Website: https://arctic.fo
Support email: [email protected]

Sp/F Arctic is the data controller for the personal information described in this Privacy Policy.

2. Personal information we collect

We may collect and process the following types of personal information.

Booking and customer information

Name
Email address
Phone number
Country of residence
Booking number
Rental period
Pickup and return location
Selected vehicle category
Selected extras and insurance options
Customer messages, support requests and chat history

Driver and rental documentation

Driver’s licence information
Date of birth or age confirmation
Identity verification information
Additional driver information
Rental agreement details
Damage reports
Photos or documentation submitted in connection with the rental
Vehicle return information

Driver’s licence details, date of birth and similar identity verification information are deleted or anonymised 90 days after the rental contract has been closed, unless the information is still needed for an open damage case, unpaid charge, insurance matter, dispute, fraud prevention, legal claim or legal obligation.

Payment and deposit information

Payment status
Deposit information
Refund information
Invoice and accounting details
Information about additional charges, including toll road fees, fuel charges, parking tickets, damage, cleaning fees or other rental-related costs

We do not store full card details ourselves. Card payments are handled by our payment provider.

Vehicle and toll-related information

During a rental, we may process information related to the use of the vehicle, including:

Vehicle registration number
Toll road passages
Tunnel charges
Parking tickets or traffic-related fees
Vehicle pickup and return status
Service, damage or roadside assistance information

Website and technical information

When you use our website, we may collect limited technical information, such as:

IP address
Browser type
Device type
Pages visited
Time and date of visit
Cookie and analytics information, where applicable

3. Why we process personal information

We process personal information for the following purposes:

To receive, confirm and manage rental car bookings
To provide the rental vehicle and related services
To verify driver eligibility
To process payments, deposits, refunds and invoices
To manage toll road fees, parking tickets, fuel charges, damages and other rental-related costs
To send pickup instructions, key box information and return instructions
To provide customer support before, during and after the rental
To handle complaints, insurance matters and damage claims
To comply with accounting, tax, legal and regulatory obligations
To protect our vehicles, customers, staff and business
To prevent fraud, misuse and unpaid charges
To improve our website, booking process and customer service

4. Legal basis for processing

Depending on the situation, we process personal information on one or more of the following legal bases:

Contract: Processing is necessary to create, manage and complete your rental agreement.
Legal obligation: Processing is necessary to comply with accounting, tax, legal or regulatory requirements.
Legitimate interest: Processing is necessary for normal business operations, customer support, fraud prevention, claim handling, vehicle protection and service improvement.
Consent: Processing is based on your consent, for example where you choose to receive SMS/text message updates, or where consent is required for cookies or marketing communication.

You may withdraw consent at any time, where processing is based on consent.

5. Email communication

We use email as our main written communication channel.

We may send email messages related to:

Booking confirmation
Rental agreement information
Pickup instructions
Key collection information
Return instructions
Toll road charges
Deposit and payment information
Damage or claim documentation
Customer support
Final statements, invoices or receipts

Important rental information and payment-related documentation will normally be sent by email, even if you also receive an SMS notification.

6. SMS / text message communication

If you provide a mobile phone number and consent to receive SMS/text message updates, Arctic Rental Cars may send service-related SMS messages about your rental.

These messages may include:

Booking updates
Pickup instructions
Key availability
Key box or self-service pickup information
Return instructions
Return status
Toll road passage notices
Deposit or payment notices
Damage, parking or service notices
Urgent operational updates related to your rental

These SMS messages are service-related and are not marketing messages.

Message frequency varies depending on your booking, rental period, vehicle use and support needs. A typical rental may receive 0–10 SMS messages, but the number may be higher if there are several toll road passages, service issues, support cases or rental changes.

Message and data rates may apply.

You may opt out of SMS messages at any time by replying STOP.
You may request help by replying HELP.

If you opt out of SMS messages, we may still contact you by email or other necessary channels regarding your rental, legal obligations, payments, safety matters, damage claims, unpaid charges or other important service-related matters.

Consent to receive SMS messages is not a condition of renting a car from Arctic Rental Cars. If you do not consent to SMS updates, we will normally send service information by email instead.

7. No sharing of mobile information for marketing

Arctic Rental Cars does not sell, rent, share or disclose mobile phone numbers, SMS opt-in data, or SMS consent information to third parties or affiliates for marketing or promotional purposes.

Mobile phone numbers and SMS consent information are used only to provide service-related communication connected to your booking, rental, support request or customer relationship with Arctic Rental Cars.

We may use trusted service providers to operate our booking system, payment processing, customer support, email delivery, SMS delivery, website hosting and IT systems. These providers may process personal information only as necessary to provide services to us and are not allowed to use mobile phone numbers or SMS consent information for their own marketing or promotional purposes.

8. Marketing communication

We do not use service-related SMS messages for marketing.

If Arctic Rental Cars sends marketing communication, this will only be done where permitted by law and, where required, with your separate consent.

You can unsubscribe from marketing communication at any time.

Operational rental messages, such as booking information, pickup instructions, toll road charges, payment notices or safety-related messages, are separate from marketing communication.

9. Who we may share information with

We may share personal information with selected third parties where necessary to provide our services, operate our business or comply with legal obligations.

This may include:

Payment providers and banks
Booking and rental system providers
SMS and email service providers
IT hosting and support providers
Customer support platforms
Insurance providers
Accounting and audit providers
Toll road and tunnel operators
Parking authorities or claim handlers
Public authorities, police or courts where required by law
Hotels, delivery partners or pickup locations, where relevant to your requested service

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

10. International data transfers

Some of our service providers may process personal information outside the Faroe Islands.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place, such as contractual protections, recognised adequacy arrangements or other lawful transfer mechanisms where required.

11. How long we keep personal information

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

Some personal information is kept only for a limited period after the rental contract has been closed. This includes sensitive rental-related information such as driver’s licence details, date of birth, identity verification information and similar documentation used to confirm the customer’s right to rent and drive the vehicle.

This information is deleted or anonymised 90 days after the rental contract has been closed, unless it is still needed for a specific and legitimate reason, such as an open damage case, unpaid charge, insurance matter, dispute, fraud prevention, legal claim or legal obligation.

In general:

Booking and rental information is kept as long as needed for customer service, accounting, tax, legal and claim-handling purposes.
Driver’s licence details, date of birth and identity verification information are deleted or anonymised 90 days after closure of the rental contract, unless further retention is necessary for a specific case.
Accounting, invoice and payment documentation is kept for the period required by applicable law.
Support communication is kept as long as needed to handle the matter and document the service provided.
SMS opt-in and opt-out records may be kept as necessary to document consent and compliance.
Information related to damage, claims, unpaid charges, disputes, insurance matters or legal proceedings may be kept for as long as the matter remains relevant.

When information is no longer needed, it will be deleted, anonymised or archived in accordance with applicable requirements.

12. How we protect personal information

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

These measures may include access controls, secure systems, limited staff access, supplier agreements, backup routines and internal procedures for handling customer information.

No online system can be guaranteed to be completely secure, but we work to protect personal information in a responsible and proportionate way.

13. Your rights

Depending on applicable law, you may have the right to:

Request access to personal information we hold about you
Request correction of incorrect or incomplete information
Request deletion of information
Request restriction of processing
Object to certain processing
Request data portability
Withdraw consent where processing is based on consent
Complain to the relevant data protection authority

To exercise your rights, please contact us at:

[email protected]

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

14. Data protection authority

If you are dissatisfied with how we process your personal information, you may contact the relevant data protection authority.

For the Faroe Islands, the relevant authority is:

Dátueftirlitið – The Faroese Data Protection Authority
Website: https://www.dat.fo

15. Cookies and website tracking

Our website may use cookies or similar technologies to operate the website, improve functionality, analyse traffic and improve the booking experience.

Where required, we will ask for your consent before using non-essential cookies.

You can usually manage or disable cookies in your browser settings.

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. The “Last updated” date at the top of the page shows when the policy was last changed.

17. Contact

For privacy questions, customer support, SMS help or data protection requests, please contact:

Arctic Rental Cars / Sp/F Arctic
Mykinesgøta 5
FO-100 Tórshavn
Faroe Islands

Email: [email protected]
Website: https://arctic.fo