Privacy Statement

Moray Carshare holds personal data about our members in order to manage our operations and meet our legal requirements. This statement sets out what data we hold, how we store it, and in what circumstances we will disclose this data to third parties.

Who we are

Moray Carshare is registered as a Scottish Charity, and our registration number is: SC047744.  We are regulated by OSCR, the independent regulator and registrar for Scottish charities –

Our registered address is Unit 8, Horizon Scotland, The Enterprise Park, Forres, Moray IV36 2AB.


When members join Moray Carshare, we ask for their full name, and contact details, including home address, telephone numbers and email address. We also ask for date of birth, driving licence number and photographs, and information on driving offences and insurance claims/refusals in order to comply with the conditions of our insurance policy.

Our booking system holds the member’s full name, email address and mobile phone number, with the member name and mobile phone number made visible to all members using the booking system (unless a member opts out of publishing their mobile phone number). For each trip we record member, vehicle, duration and destination (if the member opts to provide it). Our billing and accounting systems hold the member’s full name and address, details of the trips and charges billed to the member, fuel payments made by the member, amounts and dates of payments received from the member and balances due.


Electronic copies of application forms and licence checks and photographs, an electronic members list, and our billing system are stored on cloud-based shared drives. These are password protected. We use Google Drives, who have confirmed that their security is compliant with European data protection regulations. Google’s Privacy Policy can be read in full at: Member bills are generated through Xero, a cloud-based accounting system; their Privacy Notice can be read in full at:

Member bookings are stored on an online booking system accessed by a member log in name and unique password. Member name, destination, phone number, booking time and duration are viewable to other members. However, destination and phone number are optional fields. Administration of member email addresses and mobile phone numbers can only be accessed using administrator/supervisor passwords. The booking system is provided by SuperSaaS, who are compliant with GDPR legislation. Their Privacy Policy can be read in full at:


We will not pass on members’ personal data to third parties except:

  • To UK statutory authorities such as the police and/or emergency services in the event of an accident, incident or investigation of a driving offence.
  • To our insurers or the insurers of a third party where this data is required for an insurance claim.
  • Where we have a legal obligation to disclose the data, such as compliance with a court order.
  • If Moray Carshare receives a notice of a parking charge or fine, we will pass on the notice to the member who has booked the car at the time of the alleged infringement to either pay or contest. If the member does not agree to take responsibility, then Moray Carshare has the right to pass on the member’s name and address to the relevant company or public authority.

We sometimes pass on statistical data to a third party for research purposes. In such cases all personal information is removed (e.g. via “anonymisation”).


Moray Carshare will:

  • Comply with this Privacy Statement and ensure members understand and consent to our use of members’ personal data.
  • Regularly review the security of our IT systems to ensure personal data is not put at risk.
  • Correct errors in the data we hold promptly, and comply promptly with requests from members to disclose or delete information we hold about them.
  • Hold data no longer than is necessary to meet administrative and legal obligations.
  • Comply with the Privacy and Electronic Communications Regulations (PECR) in respect of any electronic communications.

We ask members to:

  • Not pass on members’ details of other members without obtaining their express permission.
  • Let us know if their personal details change, in particular their phone numbers as well as email and postal addresses.
  • Inform us of any driving offences or claims relating to motor insurance which have arisen when driving vehicles other than Moray Carshare cars.

How can I access the information about me, and request correction of information?

You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request. To make a Subject Access Request you will need to provide proof of identity. You will receive a response from us within 40 days.

At any time you may request that we correct or delete your personal information.

Subject Access Requests and requests for deletion or correction should be sent to (or to the postal address below).

Further information, concerns and complaints

Should you have any concerns about our approach to data protection we would be happy to discuss these. If you require further information you may contact the UK’s independent body: The Information Commissioner’s Office. For further details please see


Changes to our Privacy Statement

We regularly review our privacy statement and may make changes from time to time. Any changes made will be posted to this page and will apply from the time we post them. This privacy statement was last changed on 08 August 2023.

How to contact us

If you have any comments or queries on our privacy statement, or information we hold about you, please contact us by post or email at:

Moray Carshare

Unit 8, Horizon Scotland
The Enterprise Park

IV36 2AB