Context and overview
We may update this privacy policy from time to time by publishing the amended version on our website.
This privacy policy explains the types of personal data we may collect about individuals. It also explains how we store and handle that data, and keep it safe. It does not apply to information we hold about companies or other organisations.
For example, when a court order is submitted to share data with law enforcement agencies or a court of law.
Sometimes, we’ll need to share your details with a third party who is providing a service (such as delivery couriers). We do so to maintain our service with you. Without sharing your personal data, we’d be unable to fulfil your request.
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent - In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive email newsletters. When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
Contractual obligations - In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you order a part from us for home delivery, we’ll collect your address details to deliver your purchase.
Legal compliance - If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting the Cotswold Motor Group Ltd to law enforcement.
Legitimate interest - In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we will use your purchase history to send you or make available personalised offers. We will also use your address details to send you direct marketing information by post, telling you about products and services that we think might interest you.
We know how much data security matters. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. Access to your personal data is password-protected, and sensitive data; such as payment card information is not stored or recorded during phone calls. We regularly monitor our system for possible vulnerabilities and attacks.
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will be deleted. We will continue to keep information on your vehicle, such as service history, but will delete the personal details.
Orders - When you buy from us, we’ll keep the personal data you give us for seven years so we can comply with our legal and contractual obligations.
Inactivity - If there has been no contact with you for more than 3 years, your record will be flagged as inactive and then delete the data. Due to a change in our DMS system, all records were automatically updated to last contact being 8 Jan 2018.
Warranties - If your purchased item (Vehicle or Part/Accessory) included a warranty, the associated personal data will be kept until the end of the warranty period, or inactivity period, whichever is later.
We sometimes share your personal data with trusted third parties.
For example, delivery couriers, technicians visiting your home, for fraud management, to handle complaints, to help us personalise our offers to you and so on. We will also pass your data onto the Manfacturer (BMW or MINI) unless you ask us not to.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
We will only do this in very specific circumstances, for example:
To help personalise your journey through Cotswold websites we currently use the following companies who will process your personal data as part of their contracts with us:
You have the right to request:
You can contact us to request to exercise these rights at any time as follows:
To ask for your information please contact The Data Protection Officer, Cotswold Motor Group Ltd, Corinthinan Park, Corinthian Way, Cheltenham. GL51 6UP.
If we choose not to action your request we will explain to you the reasons for our refusal.
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
To protect the confidentiality of your information, we may ask you to verify your identity before proceeding with any request you make under this Privacy policy.
There are several ways you can stop communications from us:
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113 or go online to www.ico.org.uk/concerns
We hope this Privacy policy has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:
Data Protection Team
Cotswold Motor Group Ltd
Corinthian Park
Corinthian Way
Cheltenham
GL51 6UP
This policy was last updated on 14/05/18