Consumer ID, Age, Address and Fraud Checks Notice

Version date: 29 May 2026

This Consumer ID, Age, Address and Fraud Checks Notice explains how Evolution Electronics & Electrical Limited, company number 08408611, trading as Pro Tool Hire, may carry out identity, age, address, payment, handover and fraud-prevention checks for Consumer tool-hire bookings.

This Notice explains our checks at a practical level. Our Privacy Policy explains how we collect, use, store and share personal information, including the lawful bases we rely on.

A Consumer means a customer hiring Equipment mainly for personal, domestic or household use.

Our standard hire service is customer collection from, and customer return to, our shop:

Pro Tool Hire
398 Harrow Road
London W9 2HU

Delivery, return collection, loading assistance, collection from a non-shop location and any other non-standard services apply only if we offer or agree them for your Booking.

This Notice should be read together with our:

• Privacy Policy;

• Hire Terms and Conditions;

• Consumer Cancellation Policy;

• Consumer Refund and Deposit Policy;

• Consumer Collection, Return and Delivery Policy;

• Booking Confirmation; and

• any product-specific terms, restrictions or safety instructions shown before checkout or included in your Booking Confirmation.

Nothing in this Notice affects any rights you have by law.

If this Notice conflicts with any mandatory legal requirement, that legal requirement will apply. For data-protection matters, our Privacy Policy applies. For hire-contract matters, the order of priority in the Hire Terms applies.

1. Why We Carry Out Checks

We may carry out checks to:

• confirm your identity;

• confirm that you are at least 18 years old;

• confirm your age where higher age restrictions apply;

• confirm your address, delivery location or return collection location;

• check that payment, Deposit or Pre-authorisation requirements have been met;

• reduce fraud, theft, non-return and misuse risk;

• protect our Equipment, staff, drivers and customers;

• comply with product restrictions, handover requirements and legal obligations;

• decide whether a Booking should be accepted, refused, paused, cancelled or manually reviewed;

• decide whether Equipment should be released, delivered, collected, or made available;

• keep evidence of delivery, collection, return, handover and condition; and

• manage disputes, failed visits, missing items, damage, loss, theft or non-return.

We will only ask for information that we reasonably need for the Booking, Equipment, fraud prevention, safety, legal compliance, payment handling, handover evidence or dispute handling.

2. Minimum Age

You must be at least 18 years old to:

• place a Booking;

• collect Equipment;

• accept delivery;

• receive an Optional Service;

• return Equipment where checks are required; or

• act as an Authorised Representative.

Some Equipment, accessories or consumables may be subject to higher age, competency, certification or identity requirements.

Age-restricted or identity-required Equipment, accessories or consumables will not be handed over unless the required checks are completed.

If we cannot confirm that you or your Authorised Representative meet the relevant age requirements, we may refuse, cancel, place the Booking on manual review, or refuse release, delivery, handover or an Optional Service.

3. Information We May Collect or Check

Depending on the Booking and the Equipment, we may collect or check:

• name;

• address;

• email address;

• phone number;

• delivery address, where delivery applies;

• return collection address, where return collection applies;

• billing details;

• payment status;

• Deposit or Pre-authorisation status;

• Booking reference;

• Equipment hired;

• hire dates and times;

• proof of identity;

• proof of address;

• proof of age;

• delivery, collection, return or handover records;

• signatures;

• photographs of Equipment, accessories, delivery, return or handover evidence;

• communications with you;

• failed delivery or failed return collection records;

• incident, damage, loss, theft, non-return or dispute records; and

• factual fraud-prevention or risk records relevant to the hire.

Fraud-prevention or risk records will be limited to information reasonably relevant to the hire, payment, safety, loss, theft, non-return, misuse, chargeback or dispute risk.

Where possible, we may record that a check has been completed rather than keeping a copy of the document itself.

We do not usually need to collect more information than is necessary for the hire and related checks.

4. Identity, Age and Address Checks

We may ask you or your Authorised Representative to provide information or documents to verify identity, age or address.

This may include, for example:

• driving licence;

• passport;

• proof of address;

• payment-card or payment-provider verification;

• customer account details;

• Booking details;

• delivery-address information, where delivery applies;

• return collection address information, where return collection applies; or

• other reasonable evidence needed for the Booking.

We may inspect documents without keeping a copy, or we may keep a copy or record of the check where reasonably needed and explained in our Privacy Policy.

We may require identity, age or address checks before:

• accepting a Booking;

• releasing Equipment;

• making Equipment available for collection;

• delivering Equipment, where delivery applies;

• handing over Equipment;

• providing an Optional Service;

• approving an extension;

• accepting return; or

• handling a dispute.

Age-restricted or identity-required Equipment, accessories or consumables will not be handed over unless required checks are completed.

If checks cannot be completed, fail, or give us reasonable concern, we may refuse, pause, manually review or cancel a Booking, refuse release, refuse delivery, refuse handover, refuse an Optional Service, or take other action allowed by the Hire Terms and linked policies.

5. Payment, Deposit and Pre-authorisation Checks

We may check whether payment, Deposit and Pre-authorisation requirements have been completed before accepting a Booking, releasing Equipment, providing an Optional Service, approving an extension, or handing over Equipment.

We may use payment providers, card-terminal providers, online checkout providers, EPOS or till systems, card issuers, banks or payment processors to process and verify payments, Deposits and Pre-authorisations.

We may refuse, pause, cancel or manually review a Booking, or refuse release or handover of Equipment, where:

• payment has not been completed;

• a Deposit has not been paid where required;

• a Pre-authorisation has not been completed where required;

• a payment has failed, been declined or been reversed;

• a chargeback or payment dispute gives us reasonable concern;

• payment details appear inconsistent with the Booking;

• payment checks give us reasonable fraud, theft, non-return or misuse concerns; or

• another payment-related issue gives us reasonable concern.

Deposits, Pre-authorisations, deductions and refunds are handled under the Hire Terms and Consumer Refund and Deposit Policy.

6. Fraud-Prevention and Risk Checks

We may carry out fraud-prevention and risk checks to help protect against:

• false information;

• identity misuse;

• payment fraud;

• chargeback abuse;

• theft;

• Equipment substitution;

• non-return;

• misuse;

• repeated failed collections or returns;

• suspicious Booking patterns;

• unsafe or unsuitable hire requests; or

• other risks reasonably connected with the Booking or Equipment.

Checks may be manual or automated, depending on the Booking, Equipment, payment method, customer history, risk indicators and systems available to us.

We may place a Booking on manual review where checks give us reasonable concern.

Where a Booking is manually reviewed, we may ask for further information before deciding whether to accept, refuse, cancel, amend or proceed with the Booking.

7. Delivery, Return Collection and Optional Service Checks

Optional Services apply only where we offer or agree them for your Booking.

Where an Optional Service applies, we may carry out checks connected with the service, including:

• delivery address checks;

• return collection address checks;

• service-area checks;

• access and safety checks;

• parking, site access or handover checks;

• identity, age or authority checks for the person receiving or returning Equipment;

• payment, Deposit or Pre-authorisation checks;

• failed-visit records; and

• checks needed to decide whether the Optional Service is safe, suitable and available.

We may refuse, cancel, rearrange or place an Optional Service on manual review where:

• the address is outside our service area;

• the address cannot reasonably be verified;

• access is unsafe, unsuitable, blocked or restricted;

• the Equipment is not suitable for the Optional Service requested;

• required checks cannot be completed;

• the person receiving or returning Equipment cannot complete required checks;

• the proposed service would be unsafe, unlawful or unsuitable; or

• there is another reasonable operational, safety, fraud-prevention or compliance reason.

If refusal, cancellation or rearrangement is caused by an issue within your control, charges properly due under the Hire Terms, Consumer Cancellation Policy, Consumer Refund and Deposit Policy or Consumer Collection, Return and Delivery Policy may apply.

If refusal, cancellation or rearrangement is caused by us or by an issue outside your control, we will provide any refund, rearrangement or remedy required by law and our policies.

8. Authorised Representatives

You may authorise another person to collect, receive, return or deal with Equipment on your behalf only where we agree or where the Booking allows this.

An Authorised Representative must:

• be at least 18 years old;

• meet any higher age, identity, competency or certification requirements that apply;

• provide required identity, age, address, payment or handover information where requested;

• act consistently with the Booking, Hire Terms and linked policies; and

• be authorised by you to act on your behalf.

We may refuse release, delivery, handover, return, return collection or another Optional Service if we cannot reasonably verify that the person is authorised or meets the relevant requirements.

You are responsible for the acts and omissions of your Authorised Representative in connection with the hire as if they were your own, except where this would be unlawful or where the loss is caused by our breach of contract, negligence or failure to meet our legal obligations.

9. Manual Review, Refusal and Cancellation

We may refuse, cancel, pause, place on manual review, or refuse release, delivery, handover, return collection or another Optional Service where:

• required checks are not completed;

• required checks fail;

• information provided is incomplete, inaccurate, inconsistent or gives us reasonable concern;

• identity, age, address, payment or fraud-prevention checks give us reasonable concern;

• the proposed collector, recipient or Authorised Representative does not meet required checks;

• the Booking appears suspicious or unsuitable;

• the Equipment is unsuitable for automatic hire;

• the proposed use appears unsafe, unlawful or unsuitable;

• the proposed collection, transport, delivery, return collection, access or handover arrangement appears unsafe, unlawful or unsuitable;

• payment, Deposit or Pre-authorisation requirements are not met; or

• we reasonably consider refusal, cancellation or manual review necessary for safety, legal, compliance, availability, maintenance, inspection or fraud-prevention reasons.

If we refuse or cancel a Booking before Equipment is supplied, we will refund hire charges paid for Equipment not supplied, unless charges are properly due under the Hire Terms or linked policies.

Where you are a Consumer, we will exercise these rights reasonably and will not refuse or cancel a Booking for an arbitrary reason.

10. Records of Handover, Return and Condition

We may keep records connected with Equipment handover, collection, delivery, return, return collection, condition and accessories.

These records may include:

• Booking records;

• handover notes;

• collection records;

• delivery records;

• return records;

• return collection records;

• signatures;

• photographs of Equipment;

• photographs of accessories;

• photographs of serial numbers or asset labels;

• photographs of damage, contamination, missing items or Return Issues;

• inspection notes;

• accessory checklists;

• payment, Deposit or Pre-authorisation records;

• communications with you;

• failed-visit records; and

• dispute records.

These records may be used to:

• confirm that Equipment was handed over or returned;

• confirm what accessories were supplied or returned;

• record Equipment condition;

• investigate damage, loss, theft, substitution, missing accessories, contamination, late return or non-return;

• manage Deposits, Pre-authorisations, refunds or deductions;

• respond to complaints or disputes;

• protect our Equipment, staff, drivers, customers and business; and

• establish, exercise or defend legal claims.

11. Automated Checks

Some checks may be carried out using automated systems, where we use them, including payment systems, checkout systems, fraud-prevention tools, identity-check systems, address-check systems or payment-provider systems.

Automated checks may help us decide whether a Booking should be accepted, refused, paused, cancelled, placed on manual review, or allowed to proceed.

Where an automated check produces a result that affects your Booking, we may manually review the result where appropriate.

Our Privacy Policy explains more about automated decision-making, profiling and your data-protection rights where applicable.

12. If Checks Fail or Give Us Concern

If checks fail, cannot be completed or give us reasonable concern, we may:

• ask for more information;

• place the Booking on manual review;

• refuse the Booking;

• cancel the Booking;

• refuse to release Equipment;

• refuse delivery or handover;

• refuse an Optional Service;

• refuse an extension;

• require customer collection instead of an Optional Service;

• require a different payment method, Deposit or Pre-authorisation where lawful and appropriate;

• ask you to collect or return Equipment in person;

• ask you to return Equipment early where allowed by the Hire Terms;

• withhold release or refund of a disputed amount while the issue is investigated, where allowed by the Hire Terms and Consumer Refund and Deposit Policy; or

• take other reasonable action allowed by the Hire Terms, linked policies or law.

If Equipment has not been supplied and no sums are properly due, we will refund hire charges paid for Equipment not supplied and release or refund any Deposit or Pre-authorisation.

If Equipment has been supplied or sums are properly due, charges or deductions may apply under the Hire Terms, Consumer Cancellation Policy or Consumer Refund and Deposit Policy.

13. Accuracy of Information

You must provide accurate, complete and up-to-date information when placing a Booking, completing checks, collecting Equipment, accepting delivery, receiving an Optional Service, returning Equipment or raising a dispute.

You must tell us promptly if relevant information changes before or during the Hire Period.

We may rely on the information you provide when deciding whether to accept a Booking, release Equipment, provide an Optional Service, approve an extension, process a refund, investigate a dispute or take action under the Hire Terms.

If information you provide is inaccurate, incomplete, inconsistent or misleading, we may refuse, cancel, pause or manually review the Booking, refuse release or handover, refuse an Optional Service, or take other action allowed by the Hire Terms and linked policies.

14. How Long We Keep Check Records

We will keep check records only for as long as reasonably necessary for the purposes explained in this Notice and our Privacy Policy.

Retention periods may depend on:

• the type of record;

• the value or risk level of the Equipment;

• whether there has been a dispute, chargeback, damage, loss, theft, non-return or suspected fraud;

• legal, accounting, tax, insurance or regulatory requirements;

• limitation periods for legal claims;

• safety, recall or product restriction requirements; and

• our legitimate business need to protect Equipment, staff, customers and the business.

Where possible and appropriate, we may record that a check has been completed rather than keeping a copy of the underlying document.

Our Privacy Policy gives more information about retention and your data-protection rights.

15. Your Rights and Privacy

This Notice explains checks at a practical level. Our Privacy Policy explains:

• what personal information we collect;

• why we use it;

• the lawful bases we rely on;

• who we may share it with;

• how long we keep it;

• your data-protection rights;

• how to contact us about privacy issues; and

• how to complain to the Information Commissioner’s Office.

For data-protection matters, please read our Privacy Policy.

16. Contact Details

For questions about identity, age, address, payment, handover or fraud-prevention checks, contact us using:

• Email: london@pro-tool-hire.co.uk

• Phone: 07922 232 181

17. Summary Table

This table is a plain-English summary only. The full Notice, Privacy Policy and Hire Terms apply.