Vertu Motors Group Privacy Policy
Summary
As part of your dealings with any member of the group of companies of which Vertu Motors plc is the holding company (each company being a “Vertu entity”) we will collect and otherwise process personal information about you in order to supply vehicles, goods and services to you and to administer our relationship with you. This may involve sharing your personal information with third parties. This Privacy Policy describes in detail how we will use your personal information and how you can exercise your rights with respect to your personal information.
If we decide to change this Privacy Policy, we will post the updated Privacy Policy on our websites so that you are always aware of what personal information we collect, how we use it and under what circumstances we disclose it. The updated Privacy Policy will take effect as soon as it is posted on our Websites.
Introduction
In this Privacy Policy, references to we, us or our (or words of similar import) means the Vertu entity that processes your personal information (as defined below) and interacts with you (for example, the entity from whom you purchase a vehicle or other services).
The documents you receive from any Vertu entity will identify the relevant Vertu entity that you are dealing with in any particular instance.
These include: Bristol Street Fourth Investments Limited
Bristol Street First Investments Limited
Vertu Motors (VMC) Limited
Vertu Motors (Chingford) Limited
Albert Farnell Limited
Grantham Motor Company Limited
Vertu Motors (Continental) Limited
South Hereford Garages Limited
Vans Direct Limited
and for the purposes of this Privacy Policy Vertu Motors Plc and the Vertu entities in the same group as Vertu Motors Plc (including those listed above) shall constitute the Vertu Group.
In this Privacy Policy, references to you mean the person whose personal information (as defined below) we collect, use and process. This includes anyone who visits our Websites, contacts us in connection with the purchase of a Vehicle and/or any goods or services we provide or otherwise interacts with us (for example, via a dealership).
In this Privacy Policy, references to a Website means any website owned and operated by or on behalf of any Vertu entity including websites of our dealerships.
We are committed to protecting your privacy. We will use your personal information in accordance with the Data Protection Act 2018 and the EU General Data Protection Regulation 2016/679 thereafter (GDPR) both as amended from time to time (together the Data Protection Legislation). and other applicable laws and regulations that relate to data protection and privacy.
Who is responsible for your personal information?
For the purposes of the Data Protection Legislation the relevant Vertu entity is the data controller in respect of your personal information that we collect and process as further described in this Privacy Policy. . All information is stored on a group database so will be shared with other organisations in the Vertu Motors group..
We may share your personal information with other organisations that may receive and process your personal information as a data controller in their own right. Please see below for further information.
What information do we collect?
We may collect and process information about you, including your name, date of birth, address, contact details (including email address and mobile phone number), vehicle details, purchase history and data collected as part of any finance application or payment (including previous addresses, employment details, payment and bill information, and bank account and credit or debit card details). We may also obtain copies of your driving licence and other identification, and your vehicle insurance details.This information is referred to in this Privacy Policy as personal information.
In particular, we may collect and process the following personal information about you:
· Information that you provide by filling in forms, including those on our Websites and those on third-party websites that contain advertisements for our vehicles.
· A copy of your driving licence when you test drive a vehicle or are provided with a courtesy car or data provided by an online checking service regarding your driving licence and any penalties.
· When you enquire about or purchase a vehicle or services we collect personal information to respond to your enquiry and to process and complete your purchase.
· Details about the transactions you carry out with us including vehicle support services and vehicle purchases and purchases of other goods.
· CCTV footage in which you feature when you visit our premises.
· Information contained in and records of communications between us, including e-mails, letters and text messages. We also record calls between us for training, monitoring and quality control purposes.
· Details of your visits to our Websites, including, but not limited to, traffic data, location data (including the country and telephone area code where your computer is located), IP address, browser and operating system information, and the resources that you access (including the pages of our Website that you view and the website from which you access our Website). For more details of how we collect data through the use of cookies, please see the separate cookies policy on our Websites.
· Information concerning your marketing preferences where these rely on consent.
· Information relevant to the insurance products that we sell that are provided by third parties.
· Information from you to enable us to propose you for vehicle finance, as required by the relevant third party finance company. This will include financial and employment information and verification documents.
· Details of diagnostic tests and work carried out on your vehicle including video footage and records of parts used.
· Some of our sites will use automatic number plate recognition technology to monitor vehicles visiting the site.
· If you follow or comment on social media posts from or shared by the Group, we may collect details that are part of your public profile on social media sites.
· Details regarding your family members if they are provided to us as part of a vehicle purchase, or for example, if another family member is using or collecting your vehicle.
· We may be provided with personal information about you by manufacturers or finance companies if you have purchased a vehicle or enquired regarding a vehicle or work to be done.
· Details supplied by you as part of a competition or prize draw entry.
There may be circumstances when we collect special categories of personal data regarding your health, sexual orientation or criminal convictions, if you provide this information to us as part of a discussion regarding your vehicle or vehicle enquiry. In particular, if you use the Motability scheme, we may collect details about your disability and health to administer your application and verify your eligibility for the scheme.
If you provide us with personal information about another person, you must ensure that before you provide us with their personal information, you have their agreement to do so and that they are aware of the ways in which we use personal information as set out in this Privacy Policy.
We may also collect non-identifying information about your preferences in connection with our Websites, for the purposes of enhancing and personalising your experience on the Websites. We may provide our manufacturer partners and our advertisers with aggregate information about Website users. We may also use such aggregate information to help advertisers reach the kind of audience they want to target. We may make use of the personal data we have collected from you to enable us to comply with our advertisers' wishes by displaying their advertisement to that target audience.
How do we use your personal information?
We use your personal information in connection with our business activities. In particular, we may use your personal information in the following ways:
· to respond to queries from you regarding the possible purchase of goods or services, including looking at your searches and history on our website prior to an enquriy;
· to carry out our obligations arising from any contracts entered into between you and us including purchase of vehicles and provision of services, and to respond to queries from you regarding those contracts;
· to manage and administer the relationships between you and us (or one or more of the members of the Vertu Group);
· to notify you about changes to our services and to otherwise communicate with you; for example, we will use your contact details in order to respond to any queries that you submit to us; and
· to obtain feedback from you regarding us and the manufacturer of your vehicle;
· to provide you with information regarding other services and products that are available to you from us or third parties;
· to provide you with reminders regarding your vehicle including, for example, when your vehicle is due to have a service or MOT undertaken; and
· to contact you when you may be in a position to change your vehicle, including when your finance agreement is due for renewal. In some cases, we will be asked to contact you by a vehicle manufacturer or finance company.
If you enquire about a potential vehicle purchase we will use your information to contact you for up to 3 months about that potential purchase and to carry out a soft credit search to enable us to provide you with finance quotes at a rate that matches your credit history. We may then provide your details and credit score to up to 3 lenders if you wish to apply for finance for your purchase. If you go ahead and purchase a vehicle from us we will use your information in various other ways, details of which are provided to you at the time of your purchase. These include:
· contacting you to obtain feedback on your purchase or other services provided;
· contacting you in the future with MOT and service reminders if you continue to use our group for servicing/MOT of your vehicle
· contacting you in the future if you may be in a position to change your vehicle.
All of the above are examples of where we believe that we have a legitimate interest in doing so.
In accordance with your preferences, we may also use your personal information to provide you with additional information about vehicles, services, promotions and offers that may be of interest to you. The section below entitled "What choices do I have?" explains how you can change whether to receive this information. Please note that, even if you choose not to receive this information, we may continue to use your personal information in the ways described above and below.
Your personal information may also be used by us, our employees, contractors or agents, and disclosed to third parties, in order to comply with any legal obligation (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us (or one or more Vertu entity)), or to protect our rights, property or safety or those of our customers, employees or other third parties.
In addition, where permitted by law, we may combine the information we hold with information about
you or your interests, socio-economic and socio-demographic status, online identifiers and current
contact details collected by third parties such as marketing agencies and from public sources.
How long do we keep your personal information?
We will not retain information longer than we need to. In general, if you enquire but do not purchase a vehicle from us, we will keep your information for 2 years to enable us to deal with future enquiries more effectively and to deal with any concerns regarding the enquiry process. If you purchase a vehicle from us, or have servicing or repair work carried out, or purchase a part from us, we will keep your information for 7 years from your last transaction with us. We may keep details of a vehicle for longer than that but without it being attached to your information.
With whom do we share your personal information?
In connection with the above uses of your personal information, we may share your personal information with third parties as described below. We will share your personal information with other Vertu entities in the Vertu group for the purposes set out above and below.
We may disclose your personal information to third parties in connection with our business activities, including in the following circumstances:
· We may pass your personal information to third party organisations that provide services to us such as web-hosting companies, mailing vendors, analytics providers, prospecting agencies and marketing agencies, IT and telephone service providers and any third party to whom we sub-contract work (such as repairs or specialist fitting) or who provide services or offers to our customers on our behalf.
· We may share your name and contact details with Facebook and other social media sites to enable them to identify you as a customer of the Group and to assess criteria such as age and location to assist with our marketing on social media.. We do not receive any details from Facebook that we do not already hold and the data would be used in a generic way only to target advertising.
· We may pass personal information to external agencies and organisations (including the police and other law enforcement agencies) for the purpose of preventing and detecting fraud (including fraudulent transactions) and criminal activity. We may also disclose personal information to the police and other law enforcement agencies in connection with the prevention and detection of crime.
· We may pass your personal information to Experian and Evolution Funding Limited (or other similar credit agencies) to enable them to provide us with a credit score for you.
· We may pass your personal information including your credit score to third party finance companies for the purposes of them providing you with finance. Those organisations may carry out further credit checks and may disclose your data to credit reference agencies for that purpose.
· We will pass your personal information to third party providers of insurance products that we offer, if you take up the option of purchasing one of those products.
· We will provide your information to the DVSA if you buy a vehicle from us to record you as the registered keeper and to obtain road tax on the vehicle.
· If you purchase a used vehicle from us, we may pass your contact and purchase information to General Insurance Distribution Limited to enable them to offer you an asset protection policy on your vehicle.
· if you buy a used vehicle we will provide your contact details to Judge Service Research Limited to enable them to contact you to obtain feedback.
· If you take out a Motor Assured Warranty, we will pass your information to the AA to enable them to provide the breakdown insurance included with that warranty.
· In the event that we sell or buy any business or assets (including car dealerships), we may disclose personal information held by us about our customers to the prospective seller or buyer of such business or assets. If we or substantially all of our assets are acquired by a third party (or subject to a reorganisation within our corporate group), personal information held by us about our customers will be one of the transferred assets.
· We may pass your personal information to third parties if we are under a duty to disclose or share your personal information in order to comply with any legal obligation (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us (or one or more members of the Vertu Group)); or to protect our rights, property or safety or those of our customers, employees or other third parties;
· We may pass your personal information to the relevant franchise manufacturer partner relating to your vehicle. They may use this to register your ownership of the vehicle and to contact you directly regarding your vehicle and to obtain feedback and/or to provide offers. Most manufacturers will share your information within their group and this may include information being transferred outside of the EEA. Further details about specific manufacturer use of your data is set out below.
· If you purchase a Motability vehicle we will provide your details to Motability Operations Limited to enable them to contact you regarding your vehicle.
We may share non-personal aggregate statistics (group) data about visitors to our Websites, sales and traffic patterns with members of the Vertu Group and other parties.
Protecting your personal information
Our security procedures mean that we may occasionally request proof of identity before we are able to disclose sensitive information to you.
The transmission of information via the internet is not completely secure; this risk is not specific to our Websites and is common across the internet. We cannot guarantee the security of your data (including your personal information) transmitted to our Website; any transmission is at your own risk.
What choices do I have?
If you think the personal information we hold about you is inaccurate or incorrect, you can request that we correct this information (including your marketing preferences) by writing to us using the details below.
You can choose to stop receiving marketing emails or SMS messages from us by following the unsubscribe link and instructions on the respective marketing emails or SMS messages we send you.
You can also choose to change your marketing preferences by writing to us using the details below. This will not prevent all uses of your information (where we believe we have legitimate interests to use it) but if you are concerned about this you can ask us to stop all contact with you.
Access to your personal information
The Data Protection Legislation gives you the right to access your personal information. To request access to your personal information, please contact us using the details below.
Right to be forgotten
You have the right to request that Vertu Group delete your personal data in certain circumstances if you would like more information about this please contact us using the details below. If you have purchased goods or services from us we will retain details of your purchase for 7 years. If we are unable to delete your data as we believe that we are required to retain it, we will delete as much information as we are able to and will also stop sending you any further information.
Third Party sites
Our Websites contain links to other websites. This privacy policy applies only to our Websites‚ so visitors should always be aware when they are moving to another site and read the privacy statement of any site which collects personal information. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our Websites.
We do not pass on any personal information about our visitors to any other site (unless we have obtained your consent to do so). In addition, if you linked to a Website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site and contact the owner or operator if you have any concerns or questions.
Transferring your information outside of Europe
As part of the services offered to you through the Website, the information which you provide to us may be transferred to countries outside the European Economic Area (EEA). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EEA. If we transfer your information outside of the EEA in this way, we will take steps to ensure that it is to a country with data protection laws which are at least as stringent as those in England or we will put in place appropriate safeguards in accordance with our legal obligations to ensure that your personal information is adequately protected irrespective of the country to which it is transferred. These safeguards may include obtaining contractual assurances from any third party given access to your personal information that your personal information will be protected by standards which are equivalent to those that protect your personal information when it is in the EEA.
If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.
Cookies
Our Websites use cookies. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve our Website. Details of the cookies used and how we use the information we obtain are set out in our cookie policy at https://www.bristolstreet.co.uk/cookie-policy/
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
How to contact us
If you have any questions, comments or requests regarding this Privacy Policy, please feel free to contact us by writing to us at: Data Protection Officer, Vertu Motors Plc, Vertu House, Fifth Avenue Business Park, Team Valley, Gateshead, Tyne & Wear, NE11 0XA or emailing on datacontroller@vertumotors.com.
You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Manufacturer-specific information
We will share your information with the manufacturer of your vehicle when you purchase a new vehicle, and in certain other circumstances. We act as a separate data controller from the manufacturers and on occasion may act as a data processor for the manufacturers. If you want to update your communication preferences with the manufacturers, you will need to do this separately to any request made to us, unless you specifically ask us to communicate with the manufacturer on your behalf by email to datarequests@controller.com. Further details on how each manufacturer will use your data, and who to contact, are set out below.
Audi If you have enquired about or purchased a new Audi vehicle from a Vertu Audi dealership, your information will be passed to Volkswagen Group United Kingdom Limited. They may also receive data relating to Audi used car buyers and Audi service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.audi.co.uk/legal-pages/legal-and-privacy.html#privacyStatementSection.
BMW and BMW Motorrad If you have enquired about or purchased a new BMW or BMW Motorrad vehicle from a Vertu BMW or BMW Motorrad dealership, your information will be passed to BMW (UK) Limited. They may also receive data relating to BMW or BMW Motorrad used car and motorcycle buyers and BMW and BMW Motorrad service or repair customers. Details of how they use information regarding customers and prospective customers can be found at https://www.bmw.co.uk/en/footer/legal/privacy-policy.html.
Citroen If you have enquired about or purchased a new Citroen vehicle from a Bristol Street Motors Citroen dealership, your information will be passed to Citroen UK Limited. They may also receive data relating to Citroen used car buyers and Citroen service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.citroen.co.uk/privacy.
Ford If you have enquired about or purchased a new Ford vehicle from a Bristol Street Motors or Macklin Motors Ford dealership, your information will be passed to Ford Motor Company Limited. They may also receive data relating to Ford used car buyers and Ford service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.ford.co.uk in the Customer Privacy Policy at the foot of each page.
Honda If you have enquired about or purchased a new Honda vehicle from a Vertu Honda dealership, your information will be passed to Honda Motor Europe Limited. They may also receive data relating to Honda used car and motorcycle buyers and Honda service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.honda.co.uk/privacy.html.
Hyundai If you have enquired about or purchased a new Hyundai vehicle from a Bristol Street Motors or Macklin Motors Hyundai dealership, your information will be passed to Hyundai Motor UK Limited. They may also receive data relating to Hyundai used car buyers and Hyundai service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.hyundai.co.uk/legal/privacy.
Jaguar Land Rover If you have enquired about or purchased a new Jaguar or Land Rover vehicle from a Farnell or Gordon Lamb Jaguar or Land Rover dealership, your information will be passed to Jaguar Land Rover Limited. They may also receive data relating to Jaguar and Land Rover used car buyers and Jaguar and Land Rover service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.landrover.co.uk/privacy-policy/index.html.
Jeep If you have enquired about or purchased a new Jeep vehicle from a Bristol Street Motors Jeep dealership, your information will be passed to FCA Italy S.p.A. They may also receive data relating to Jeep used car buyers and Jeep service or repair customers. Details of how they use information regarding customers and prospective customers can be found at https://www.jeep.co.uk/privacy.
Kia If you have enquired about or purchased a new Kia vehicle from a Macklin Motors or Vertu Kia dealership, your information will be passed to Kia Motors (UK) Limited. They may also receive data relating to Kia used car buyers and Kia service or repair customers. Details of how they use information regarding customers and prospective customers can be found at https://www.kia.com/uk/Privacy/.
Mazda If you have enquired about or purchased a new Mazda vehicle from a Bristol Street Motors or Macklin Motors Mazda dealership, your information will be passed to Mazda Motors UK Limited. They may also receive data relating to Mazda used car buyers and Mazda service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.mazda.co.uk/privacy-policy/.
Mercedes-Benz If you have enquired about or purchased a new Mercedes-Benz vehicle from a Vertu Mercedes-Benz dealership, your information will be passed to Toyota (GB) Plc. They may also receive data relating to Mercedes-Benz used car buyers and Mercedes-Benz service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.mercedes-benz.co.uk/ in the Privacy Notice linked at the foot of the page.
MINI If you have enquired about or purchased a new MINI vehicle from a Vertu MINI dealership, your information will be passed to BMW (UK) Limited. They may also receive data relating to MINI used car buyers and MINI service or repair customers. Details of how they use information regarding customers and prospective customers can be found at https://www.bmw.co.uk/en/footer/legal/privacy-policy.html.
Mitsubishi If you have enquired about or purchased a new Mitsubishi vehicle from a Macklin Motors Mitsubishi dealership, your information will be passed to The Colt Cars Group Limited. They may also receive data relating to Mitsubishi used car buyers and Mitsubishi service or repair customers. Details of how they use information regarding customers and prospective customers can be found at https://www.mitsubishi-motors.co.uk/legal/privacy-policy.
Nissan If you have enquired about or purchased a new Ford vehicle from a Bristol Street Motors or Macklin Motors Nissan dealership, your information will be passed to Nissan Motor (GB) Limited. They may also receive data relating to Nissan used car buyers and Nissan service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.nissan.co.uk/gdpr.html
Peugeot If you have enquired about or purchased a new Peugeot vehicle from a Bristol Street Motors or Macklin Motors Peugeot dealership, your information will be passed to Peugeot Motor Company plc. They may also receive data relating to Peugeot used car buyers and Peugeot service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.peugeot.co.uk/privacy-policy/.
Renault If you have enquired about or purchased a new Renault vehicle from a Bristol Street Motors Renault dealership, your information will be passed to Renault UK Limited. They may also receive data relating to Renault used car buyers and Renault service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.renault.co.uk/personal-data.html.
SEAT If you have enquired about or purchased a new SEAT vehicle from a Bristol Street Motors SEAT dealership, your information will be passed to Volkswagen Group United Kingdom Limited. They may also receive data relating to SEAT used car buyers and SEAT service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.seat.co.uk/privacy-statement.html
Skoda If you have enquired about or purchased a new Skoda vehicle from a Bristol Street Motors Skoda dealership, your information will be passed to Volkswagen Group United Kingdom Limited. They may also receive data relating to Skoda used car buyers and Skoda service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.skoda.co.uk/discover/privacy-statement.
Suzuki If you have enquired about or purchased a new Suzuki vehicle from a Macklin Motors Suzuki dealership, your information will be passed to Suzuki GB PLC. They may also receive data relating to Suzuki used car buyers and Suzuki service or repair customers. Details of how they use information regarding customers and prospective customers can be found at https://cars.suzuki.co.uk/privacy/.
Toyota If you have enquired about or purchased a new Toyota vehicle from a Vertu Toyota dealership, your information will be passed to Toyota (GB) Plc. They may also receive data relating to Toyota used car buyers and Toyota service or repair customers. Toyota (GB) Plc may send you a communication requesting your consent to receive marketing from them. Details of how they use information regarding customers and prospective customers can be found at www.toyota.co.uk/footer/privacy-policy. If you want to change your marketing preferences with Toyota at any time, please contact Toyota at privacy@tgb.toyota.co.uk or 0344 701 6202.
Vauxhall If you have enquired about or purchased a new Vauxhall vehicle from a Bristol Street Motors Vauxhall dealership, your information will be passed to Vauxhall Motors Limited. They may also receive data relating to Vauxhall used car buyers and Vauxhall service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.vauxhall.co.uk/tools/privacy-policy.html.
Volkswagen If you have enquired about or purchased a new Volkswagen vehicle from a Vertu Volkswagen dealership, your information will be passed to Volkswagen Group United Kingdom Limited. They may also receive data relating to Volkswagen used car buyers and Volkswagen service or repair customers. Details of how they use information regarding customers and prospective customers can be found at www.volkswagen.co.uk/privacy.
Authorised BMW motorcycle dealer privacy policy.
Who we are
We are Inchcape Retail. , Inchcape Retail includes the following companies, all of which are Registered in England & Wales and have their Registered Office at First Floor, Unit 3140 Park Square, Solihull Parkway, Birmingham Business Park, Birmingham, B37 7YN :-
- Inchcape Retail Limited (Company Number 194561) which is authorised and regulated by the Financial Conduct Authority;
- Chapelgate Motors Limited (Company Number. 2841981) (an Appointed Representative of Inchcape Retail Limited);
- Gerard Mann Limited (Company Number 660644) (an Appointed Representative of Inchcape Retail Limited); and
- The Cooper Group Limited (Company Number 821770) (an Appointed Representative of Inchcape Retail Limited;
- We are also registered with the Information Commissioner's Officer with the following registration numbers:
- Inchcape Retail Z5437528;
- Chapelgate Motors Limited Z7569674;
- Gerard Mann Limited Z5063131;and
- The Cooper Group Limited Z6970928;
2 What is Personal Information?
Personal information is any information which we collect about you that can be used to identify you and is stored either electronically or in a usable filing system. Personal information will include any information, such as your name, address, ip address, vehicle registration number, that is collected about you by us for any reason, whether it be in connection with a purchase, by visiting our website or by contacting us.
It also includes any personal information that we may collect about you that is in the public domain, such as information made public on social media that is available to us when you connect with us on social media.
It is our intention to provide you with as much information as possible about what we do with that personal information, so that when you provide the personal information to us, you do so with an awareness of how it will be used.
3 How we collect your personal information and why
Inchcape Retail (we, us, our, Inchcape) will need to collect personal information about you, and there are different ways that we might do so; this privacy notice tells you what to expect when we collect personal information:
(a) from visitors to our website, www.inchcape.co.uk;
(b) through social media;
(c) anyone referred to us from enquiries made of our brand partners (via their websites or otherwise) or used vehicle websites such as Auto Trader Limited or Carwow;
(d) anyone who contacts us;
(e) anyone who purchases a vehicle;
(f) anyone who uses our service and maintenance services;
(g) anyone who subscribes to our marketing.
3.2 Visitors to our websites
Our website is managed by Fusion Workshop Limited trading as ‘Kagool’. As part of the service provided by Kagool, they will help to maintain the security and the performance of our website by (i) encrypting data in transit and protecting user connections (ii) using third party scanning services to scan against known web attacks (iii) investigating site errors using third party New Relic and (iv) providing secure hosting services through Microsoft Azure. Kagool's privacy notice can be found at www.bekagool.com/legal-pages/website-terms-of-use
3.2.1 Cookies
Cookies are small files of letters and numbers that we store on your browser or the hard drive of your device. Like most websites, we use cookies on our website for our legitimate interests. There are different types of cookies that we use for different purposes; however generally speaking cookies help us to distinguish you from other users of our website, which allows us to provide you a better experience and also allows us to improve our website.
You can block cookies at any time by activating the setting on your browser that allows you to refuse some or all cookies. However, if you do block cookies there may be parts of our website that you will be unable to access or that will not function properly.
We use the following types of cookies:
(a) Strictly necessary cookies.
These are cookies that are essential for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Site Region: Global
Cookie Name: recent_cars
Expiry: 1 month
Description: Used to store cars a site visitor has recently viewed in order to present them back to the visitor on other pages.
Site Region: Global
Cookie Name: ASP.NET_SessionId
Expiry: At end of visit
Description: General purpose platform session cookie, used by sites written with Miscrosoft .NET based technologies. Used to maintain an anonymised user session by the server. Used by the website to serve the correct data to the site visitor.
(b) Analytical/performance cookies.
They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Site Region: UK & Worldwide
Cookie Name: SC_ANALYTICS_GLOBAL_COOKIE
Expiry: 10 years
Description: Used to track site pages visited
Site Region: UK & Worldwide
Cookie Name: _dc_gtm_UA-324282-13 _dc_gtm_UA-324282-14
Expiry: 1 minute
Description: These cookies enables us to manage data in Doubleclick to improve reporting on campaign performance
Site Region: UK & Worldwide
Cookie Name: _ceg.s, _ceg.u, _ceir
Expiry: 5 years
Description: These cookies are placed by Crazy Egg, a platform that produces heatmaps that allow us to analyse how users engage with this website
Site Region: UK & Worldwide
Cookie Name: MhVisitorID
Expiry: 1 year
Description: Cookie provided by Mediahawk - Tracks online performance from telephone calls on the website
Site Region: UK & Worldwide
Cookie Name: IDE
Expiry: 13 months
Description: Cookie provided by Doubleclick to target advertising based on what’s relevant to a user, to improve reporting on campaign performance, and to avoid showing ads the user has already seen
Site Region: UK & Worldwide
Cookie Name: _ga_id, _gid
Expiry: 2 years
Description: Google Analytics cookies that allows us to recognise and count the number of visitors and to see how visitors move around our website
Site Region: UK & Worldwide
Cookie Name: tp-b2b-selected-business-unit-idm , _biz_nA, , _vwo_uuid, amplitude_idundefinedtrustpilot.com, __asc , ,
Expiry: 1 year
Description: The generation of statistics regarding Trustpilot user reviews of the business.
Site Region: UK & Worldwide
Cookie Name: Uvc, dt, di2, uid, vc, loc
Expiry: 1 year
Description: Part of the AddThis service which enables social sharing of content on site
(c) Functionality cookies.
These are used to recognise you when you come back to our website so that we can personalise our content for you, greet you by name and remember your preferences (for example, your region).
Site Region: UK & Worldwide
Cookie Name: optimizelyEndUserId
Expiry: 6 months
Description: Enables personalised content and allows us to serve different versions of web pages to improve performance
3.2.2 Third party services
Whenever you visit our website, www.inchcape.co.uk, we will use a third party service, Google Analytics, to collect standard information about your website use, such as internet logs and details of your visitor behaviour patterns. The reason we use this service is that it is within our legitimate interests to find out how many people visit the website and the various parts of the website, it improves the service provided to you and improves customer experience. This information helps us to find out how our website is working and how to improve it. We do not identify anyone, and we do not make or allow Google Analytics to (or attempt to) identify anyone visiting our website.
(a) We have YouTube video content embedded on our website. YouTube controls any information that is collected by viewing their content. YouTube's privacy policy can be located at https://www.google.co.uk/intl/en-GB/policies/privacy/.
3.3 Social media
Any information you provide to us via social media (including messaging, "liking", "following" and other communications) is controlled by the social media network.
Our website contains links to our social media pages. We currently use:
3.3.1 Twitter, which has its own privacy notice that can be located at https://twitter.com/en/privacy;
3.3.2 Facebook, which has its own privacy notice that can be located at https://www.facebook.com/privacy/explanation;
3.3.3 LinkedIn, which has its own privacy notice that can be located at https://www.linkedin.com/legal/privacy-policy?trk=uno-reg-guest-home-privacy-policy;
3.3.4 Instagram, which has its own privacy notice that can be located at https://help.instagram.com/519522125107875?helpref=page_content.
We recommend that you read their privacy notices and contact them directly if you have any concerns regarding their use of your personal information.
3.4 Contacting us
Our website provides you with different ways to contact us. All communications are handled, reviewed and responded to internally by us.
Calls made to our dedicated contact centres will be recorded. It is within our legitimate interests to record such calls for training, monitoring and quality purposes. The call recording system, ‘Genesys’, is operated by Redcentric Limited and the data is stored and hosted on Inchcape UK’s own servers in the UK. Call data will be retained for up to 1 year before being deleted. Advisors are also videoed making the customer bookings via the Genesys system. The videos are retained on the same server for 62 days before being deleted.
Please note, however, that email monitoring or blocking software may also be used and that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
As part of communicating with us, you will also submit personal information about you that we require in our legitimate interest. This includes your name, address and additional contact details.
Any personal information that is provided in and during communications is used only for the purpose of reviewing the communications and conducting the ongoing administration and management of communications. We will not use your personal information in an identifiable manner in any publication without your further explicit consent.
We will delete this personal data when we reasonably consider that we no longer need it for this purpose.
Please note that we may need to contact you about the application through any of post, email or telephone. Please can you make sure that you keep us updated of any changes to your contact details.
3.5 Personal information collected when you purchase a vehicle
When you purchase a vehicle, we will need to collect information from you relating to your purchase. This varies depending on whether you are purchasing the car with or without finance.
When collecting personal information from you relating to a purchase (either with or without finance) at one of our retail centers, we will either complete a hard copy order form or an electronic order form on an iPad terminal at the center you visit. If you complete a hard copy sales form, one of our personnel will manually input the information manually in to our electronic system within 24 hours and destroy the hard copy form.
We may also hold personal information related to your purchase in a hard copy file in a secure physical filing system, at the center that you attended when you made your purchase or at a secure document archiving facility.
All electronic and hard copy files, relating solely to purchase information, will be destroyed after 7 years. If you opt in to receive marketing materials, your contact details will be retained unless and until you opt out of receiving such communications. More details about withdrawing your consent can be found here.
Without Finance
This personal information includes the purchaser's name, address, vehicle registration number and payment details, which are a contractual necessity without which we cannot proceed with your purchase. If you are purchasing on behalf of a business but are not the business owner we will also collect this information about the owner. We will also collect your name, address (if different from the purchaser's), contact details, email, business name (if applicable) and the number of vehicles, operating locations and employees. It is in our legitimate interests to collect this additional information in order to manage and administer your purchase and our relationship with you; for example, we may call you to let you know that your vehicle is ready to be delivered and therefore deliver to the appropriate operating location.
With Finance
This personal information includes the purchaser's name, address, vehicle registration number, salary details, employment history and payment details, which are a contractual necessity without which we cannot proceed with your purchase. If you are purchasing on behalf of a business but are not the business owner we will also collect this information about the owner. We will also collect your name (if applicable) and the number of vehicles, operating locations and employees. It is in our legitimate interests to collect this additional information in order to manage and administer your purchase and our relationship with you; for example, we may call you to let you know that your vehicle is ready to be delivered and therefore deliver to the appropriate operating location.
We process information relating to your finance application on behalf of Inchcape UK’s finance providers, who are acting as a data controller. Please refer to Section 4 below for further details of our finance providers.
3.6 Vehicle service, maintenance and repair
You may also visit us to have your vehicle serviced, maintained or repaired, and we will process your personal data when you do.
We will collect your and (if different) the vehicle owner's name and address, the vehicle registration number and your payment details as a contractual necessity in order to provide you with a service. If you do not provide these details, we will not be able to provide you with our services.
We will also collect your contact details, date of birth, gender, marital status, identifiers issued by public bodies (e.g. Driving License Number), email address, the business name (if applicable), number of vehicles, your operating locations and number of employees. If you are not the business owner, we will also collect the name and contact details of the business owner, and it will be your responsibility to ensure that such person is provided with a copy of this notice. It is in our legitimate interests to collect this information in order to tailor the service we provide; for example, to call you to give you an update on the progress of the service or on the arrival of an ordered part.
3.7 Subscribing to our marketing
If you are a customer, or have made an enquiry into our products or services, we will provide you with a clear choice to consent to receiving marketing promotional material, updates, reminders and communications by giving you an opt-in to receiving such communications. If you have provided your consent we will collect your contact details (name, postal address and email address) and vehicle details (make and model) to provide you with such communications. You have the right to withdraw your consent at any time. For full details on how to withdraw consent please see below.
We will either collect your personal information, in a hard copy form or an electronic form at one of our iPad points or over the telephone or via our website. If we use a hard copy form, one of our personnel will within 24 hours manually input the information into our electronic system and destroy the hard copy. All electronic files are stored on our Dealer Management System, Autoline. The Autoline system is provided, maintained and hosted by CDK Global (UK) Limited in the United Kingdom. We also store customer data in our showroom system, IA Live. The IA Live system is provided, maintained and hosted by Inchcape Retail in the United Kingdom. In respect of our Jaguar Land Rover brand, we store customer data in a system called enquiryMAX. The enquiryMAX system is provided, maintained and hosted by enquiryMAX Limited on behalf of Jaguar Land Rover. enquiryMAX Limited and CDK are providers of industry standard software solutions and a copy of their privacy notices can be found at http://www.cdkglobal.co.uk/privacy-policy and http://www.enquirymax.com/privacy/.
We use third parties, Emailcenter UK Limited, Northend Print Solutions Limited, Webmart Limited, and Marks Fitzpatrick Gaule Limited to manage our newsletter subscriptions.
If you ever decide you no longer wish to receive our marketing communications, you opt out at any time by unsubscribing from the mailing list, using the link provided in the marketing communications email, or by using the contact details below. If you do unsubscribe, please note that we will still keep your details in our system marked as ‘denied’ so that we can make sure that you do not receive our marketing communications again in the future.
4 Your data and third parties
We do use third parties to provide services to us from time to time; therefore, we will need to share data with them that it is in our legitimate interests for business administrative needs. A list of third parties that we use and how they process personal information is set out in the table below. Part I of the table refers to such third parties that are located within the EEA. Part II of the table refers to such third parties that are located outside of the EEA and sets out what additional safeguards we have in place to protect your personal information when transferring personal information outside of the EEA.
PART 1
THIRD PARTIES
Volkswagen UK
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety
How long is this data kept by this third party?
For information on how Volkswagen use your personal data please refer to their privacy notice at: http://www.volkswagen.co.uk/privacy
Audi UK
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety
How long is this data kept by this third party?
For information on how Audi UK use your personal data please contact them at https://www.audi.co.uk/about-audi/contact-us.html
Mercedes Benz
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety
How long is this data kept by this third party?
For information on how Mercedes-Benz use your personal data please refer to their privacy notice at: https://www.daimler.com/privacy/
Toyota GB PLC (for Toyota and Lexus)
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety
How long is this data kept by this third party?
For information on how Toyota GB use your personal data please refer to their privacy notice at: https://www.toyota.co.uk/footer/privacy-policy.json
Jaguar Land Rover Limited
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety
How long is this data kept by this third party?
For information on how Jaguar Land Rover Limited use your personal data please refer to their privacy notice at: https://www.landrover.co.uk/privacy-policy/index.html
BMW UK
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety
How long is this data kept by this third party?
For information on how BMW UK Limited use your personal data please refer to their privacy notice at: https://www.bmw.co.uk/global/privacy-policy
CONSULTANTS
Third party consultants of Inchcape UK
What data?
Name, address, email address, phone number, vehicle and all vehicle purchase and services purchase details
Why do we share this data?
Consultancy services on all areas of Inchcape UK’s business
How long is this data kept by this third party?
Data is not retained by consultants
THIRD PARTY SOFTWARE
DMS Autoline
What data?
Name, address, email address, phone number
Why do we share this data?
Aftersales and Aftercare
How long is this data kept by this third party?
Archived every 28 days. Archived data kept for 1000 days. Accounts information is deleted from the system on a monthly basis once the most recent transaction data has been archived for 1000 days. Archived data is retained for 7 years
enquiryMAX Limited (software used by Jaguar Land Rover)
What data?
Name, address, email address, phone number, all vehicle purchase and services purchase details
Why do we share this data?
Sales, aftercare / aftersales, insurance of warranty cover, marketing, customer relationship management, vehicle safety, marketing, customer care
How long is this data kept by this third party?
For information on how enquiryMAX Limited will use your personal data please refer to their privacy notice at: http://www.enquirymax.com/privacy/
RTC Computer System
What data?
Name, address, email address, phone number
Why do we share this data?
Aftercare, marketing
How long is this data kept by this third party?
2 years
Maxemail System provided by Emailcentre
What data?
Name, Email address, Mobile Number, Vehicle Data, Service and MOT Dates
Why do we share this data?
Generate Service and MOT reminders, Marketing Communications; Marketing
How long is this data kept by this third party?
Indefinitely, unless a deletion report is run.
Kagool Limited
What data?
Name, address, telephone numbers, email address, servicing information, vehicle information
Why do we share this data?
Website management, customer enquiry management and delivery, MyGarage customer account, online booking management, optional surveys
How long is this data kept by this third party?
Where customer registers for “My Garage” their email address and any personal information such as telephone number, address and email address is stored in the database indefinitely.
The Network Collective
What data?
Telephone numbers but with no identifying data
Why do we share this data?
Telephone expense management and telecomms networks advisors
How long is this data kept by this third party?
No storage process only
Lex Autolease Supply Trak – electronic purchasing system
What data?
Company/employer; Delivery Destination; Driver Name / Phone number
Why do we share this data?
To book delivery with agent
How long is this data kept by this third party?
For information on how Lex Autolease will use your personal data please refer to their privacy policy at: https://www.lexautolease.co.uk/business/privacy
Ebbon Dacs – electronic purchasing system
What data?
Company/employer; Delivery Destination; Driver/Fleet Manager Name; Driver/Fleet Manager Phone number; Driver/Fleet manager email address
Why do we share this data?
To book delivery with agent
How long is this data kept by this third party?
For information on how Ebbon Dacs use your personal data please contact them at: http://www.ebbon-dacs.com/contact-us/
Epyx Onelink – electronic purchasing system
What data?
Company/employer; Delivery Destination; Driver/Fleet Manager Name; Driver/Fleet Manager Phone number; Driver/Fleet manager email address
Why do we share this data?
To book delivery with agent
How long is this data kept by this third party?
For information on how Epyx will use your personal data please refer to their privacy policy at: http://www.epyx.co.uk/
Genesys – Dimension Data
What data?
Name, address, email address, phone number, vehicle purchase information
Why do we share this data?
Telephony services
How long is this data kept by this third party?
62 days for video recordings and 1 year for call recordings
iDEALFILE – Motor Documents Solutions Limited
What data?
Name, address, email address, phone number, vehicle purchase information
Why do we share this data?
Sales data
How long is this data kept by this third party?
Motor Documents Solutions Limited will comply with our instructions on destruction of personal data in line with the purpose it is used for as set out in this privacy notice
Autoflow
What data?
Name, address, email address, phone number, vehicle data, insurance information (where applicable)
Why do we share this data?
Aftercare/Aftersales
How long is this data kept by this third party?
At least 2 years
CLAIMS AND ACCIDENT MANAGEMENT COMPANIES
Auxillis
What data?
Name, Email address, VRN, driving licence number, any driving licence penalties / speeding fines, IP address, age (and DOB), home address, Phone Numbers, Voice recordings (Data subject voice), gender
Why do we share this data?
Accident Management
How long is this data kept by this third party?
Records in the claims system (Proclaim) are archived 3 years after case closure into an offline copy of the system that is not accessible by operational staff. After 7 years, the records are permanently and securely destroyed.
THIRD PARTY REPAIRERS
Inchcape Retail’s authorised third party body repair providers
What data?
Name, address, email address, telephone number, vehicle data and insurance information (where applicable)
Why do we share this data?
Aftersales and aftercare
How long is this data kept by this third party?
Further details can be provided upon request.
MARKETING AGENCIES
Emailcenter UK Limited
What data?
Name, address, email address, phone number, date of birth, age, sex, vehicle details, retail centre visited
Why do we share this data?
Marketing
How long is this data kept by this third party?
Deleted once used
GoldSand Digital Limited
What data?
Email address
Why do we share this data?
Magazine distribution
How long is this data kept by this third party?
Deleted once used
Porsche (Partner PCMS)
What data?
Name, Address, Email address
Why do we share this data?
Marketing
How long is this data kept by this third party?
Deleted once used
Rhino Design Limited
What data?
Name, Address, Email address, phone number
Why do we share this data?
Used on an Adhoc basis for Sale Event Marketing
How long is this data kept by this third party?
28 days
NJ Northend Limited
What data?
Name, Address, Email address, phone number
Why do we share this data?
Used for Adhoc Marketing Campaigns, Customer letters – print only
How long is this data kept by this third party?
3 months
Webmart Limited
What data?
Name, Address, phone number, date of birth, age, sex
Why do we share this data?
Used for Adhoc Marketing Campaigns, Customer letters – print only
How long is this data kept by this third party?
Deleted once used
Interactive Marketing (UK) Limited
What data?
Name, Address, phone number, email address
Why do we share this data?
Lost sales telephone calling services
How long is this data kept by this third party?
Live for 42 days then archived for a further 140 days before being shredded
Uni-mail Ltd
What data?
Name, address, Vehicle Data, Service and MOT Dates
Why do we share this data?
Generate Postcard Service and MOT reminders for Toyota and Lexus
How long is this data kept by this third party?
Deleted once used
Marks Fitzpatrick Gaule Limited
What data?
Name, address, email address, phone number, vehicle data
Why do we share this data?
Phone Prospecting to support sales events
How long is this data kept by this third party?
Deleted once used
Paragon Group Limited
What data?
Name, address, vehicle details
Why do we share this data?
Marketing
How long is this data kept by this third party?
4 weeks
Dentsu Aegis / IProspect
What data?
Name, address, vehicle details, email address, telephone number – all hashed and anonymised
Why do we share this data?
Marketing
How long is this data kept by this third party?
Dentsu Aegis/IProspect will comply with our instructions on destruction of personal data in line with the purpose it is used for as set out in this privacy notice
Mediahawk Limited
What data?
Information about visitors activity on the website including their IP address and their telephone number when they call the company. Call recordings are stored for Porsche customers.
Why do we share this data?
Marketing analytics
How long is this data kept by this third party?
For a maximum of 5 years. Call recordings 30 days (plus up to 60 days archived).
Reputation.com (UK) Limited
What data?
Name, email address, vehicle information
Why do we share this data?
Customer feedback services
How long is this data kept by this third party?
During term of contract with Inchcape UK
Chameleon Contact Specialists Limited
What data?
Name, address, email address, phone number, vehicle data
Why do we share this data?
Phone Prospecting to support sales events
How long is this data kept by this third party?
12 months
FINANCE PROVIDERS
Black Horse Limited (trading as Black Horse Motor Finance)
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Black Horse Limited use your personal data please refer to their privacy notice at: https://www.blackhorse.co.uk/privacy
Volkswagen Financial Services (UK) Limited (trading as Volkswagen Finance, Audi Financial Services, Volkswagen Commercial Vehicle Finance, Porsche Financial Services)
What data?
Name, title, address, email address, phone number, date of birth, age, sex, indentifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Volkswagen Financial Services (UK) Limited use your personal data please refer to their privacy notice at: http://www.vwfs.co.uk/en/home/privacy-policy.html
Toyota Financial Services (UK) PLC
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Toyota Financial Services (UK) PLC use your personal data please refer to their privacy notice at: https://www.lexusfinancial.com/us/en/online_policies_and_agreements.html#opp
Lexus Financial Services (UK) PLC
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Lexus Financial Services (UK) PLC use your personal data please refer to their privacy notice at: https://www.lexusfinancial.com/us/en/online_policies_and_agreements.html#opp
BMW Financial Services (GB) Limited (trading as BMW Financial Services, Mini Financial Services, ALPHERA Financial Services)
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how BMW Financial Services (GB) Limited use your personal data please refer to their privacy notice at: https://myfinance.bmw.co.uk/en_GB/legal/privacy.html
Jaguar and Land Rover Financial Services Limited
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Jaguary Land Rover Financial Services Limited use your personal data please refer to their privacy notice at: https://www.landrover.co.uk/offers-and-finance/further-information.html
Mercedes-Benz Financial Services UK Limited
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Mercedes-Benz Financial Services UK Limited use your personal data please refer to their privacy notice at: https://www.mercedes-benz.co.uk/passengercars/buy/finance/existing-finance-customers.module.html#
Santander Consumer (UK) PLC
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Santander Consumer (UK) PLC use your personal data please refer to their privacy notice at: https://www.santanderconsumer.co.uk/your-data/privacy-policy/
DSG Financial Services Limited
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how DSG Financial Services Limited use your personal data please refer to their privacy notice at: http://www.dsgfs.com/documents/DSG%20Financial%20Services%20Ltd%20-%20Privacy%20Policy.pdf
Evolution Funding Limited
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Evolution Funding Limited use your personal data please refer to their privacy notice at: https://web.evolutionfunding.com/privacy-policy/
Startline Motor Finance Limited
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Startline Motor Finance Limited use your personal data please refer to their privacy notice at: https://startlinemotorfinance.com/privacy-cookie-policy/
Secure Trust Bank PLC (trading as Moneyway)
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Secure Trust Bank PLC Limited use your personal data please refer to their privacy notice at: https://www.securetrustbank.com/privacy-statement
Blue Motor Finance Limited
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how Blue Motor Finance Limited use your personal data please refer to their privacy notice at: https://bluemotorfinance.co.uk/home/privacy_policy
N.I.I.B Group Limited (trading as Northridge Finance)
What data?
Name, title, address, email address, phone number, date of birth, age, sex, identifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number), marital history / status, salary, family and household members, housing status (e.g. privately owned, rented, living with parents), employment and career history, employment termination details, income, payments, loans or grants, insurance.
Why do we share this data?
Sales, finance, insurance or warranty cover
How long is this data kept by this third party?
For information on how N.I.I.B Group Limited use your personal data please refer to their privacy notice at: https://www.northridgefinance.com/privacy-policy/
DCML Insurance
What data?
Name, address, email address, phone number, date of birth, age, sex, indentifiers issued by public bodies (e.g. Social Security / National Insurance, Passport number)
Why do we share this data?
Aftercare/aftersales
How long is this data kept by this third party?
6 years
INSURANCE ADMINISTRATORS
Car Care Plan
What data?
Name, address, email address, phone number, date of birth, age, sex, marital status / history
Why do we share this data?
Sales, aftercare / aftersales, insurance
How long is this data kept by this third party?
Refer to Car Care’s privacy notice at: www.view-privacy-policy.co.uk
MISCELLANEOUS THIRD PARTIES
British Car Auctions
What data?
For auction customers: vehicle details only. For logistics customers: data in relation to collection/delivery and also the inspection if applicable. This includes, but is not limited to, the vehicle registration details, the name and address of the collection point, the name and address of the delivery point, and any other contact details which would assist in completing the job at hand.
Why do we share this data?
Auction services, remarketing services, vehicle logistics, inspection and collection
How long is this data kept by this third party?
7 years
PART 2
Surveymonkey Inc (Wufoo)
What data?
Name, address, email address, telephone number
Why do we share this data?
Wufoo provides online form building software services
How long is this data kept by this third party?
Refer to third party’s privacy notice at: https://www.wufoo.com/2018/04/05/wufoo-and-gdpr-well-compliant-with-the-new-european-data-protection-rules
Safeguards regarding transfer of data outside the EEA
The company group is registered under the Privacy Shield.
5 Disclosure of personal information
We will not usually disclose your personal information other than as already explained in Section 2 and 3 above. However, there may be circumstances where we need to share personal information other than as anticipated in Section 2 and 3 above. These include:
5.1.1 where we are legally required to disclose the information. This includes sharing the personal information with tax authorities and law enforcement agencies for the purposes of the prevention and detection of crime;
5.1.2 where we need to disclose the personal information for the purpose of or in connection with any legal proceedings, or for the purpose of obtaining legal advice, or the disclosure is otherwise necessary for the purposes of establishing, exercising or defending legal rights;
5.1.3 disclosure is required to protect the our interests, or someone else's interests (for example, to prevent fraud);
5.1.4 disclosure is necessary to protect your vital interests (for example if you are unwell at our premises, we may need to seek medical assistance);
5.1.5 it is to a third party for the purposes of providing administrative or processing services on our behalf. If such disclosure is required we will take steps to ensure that the third party protects the personal information in the same way that we do and notify you of any changes to this privacy notice; and
5.1.6 to any prospective purchaser of our business assets or organisation.
6 Keeping personal information secure
We know that you provide your personal information in good faith and expect it to be looked after. This is why we take the security of your personal information seriously. This means that we have taken steps internally in order to ensure that our systems adequately protect your personal information. This includes:
(a) keeping special categories of data in a separate password protected file to all other personal information;
(b) locating all personal information that we control on internal servers located in the United Kingdom;
(c) ensuring strict access controls on a need to know basis; and
(d) monitoring access to the personal information.
7 Your rights
You have rights in respect of your personal information and this Section explains a bit more about those rights that are applicable to what we do with your personal information and when you can exercise them. If you would like more information about any of your rights, please contact us on the details set out below.
7.1 Withdrawing consent
Where you have explicitly consented to us processing special categories of data, you can withdraw consent to our processing the special categories of data at any time during the application process. If you wish to withdraw consent, please do so by sending your request in writing to our contact details below.
7.2 Accessing your personal information
We want you to fully understand and be comfortable with how we use your personal information. You can contact us at any time to ask whether we process any personal information about you. If we do hold or use your personal information in any way, you have the right to access that personal information. All we ask is that:
7.2.1 you make your request to access in writing to the contact details below;
7.2.2 you verify your identity; and
7.2.3 you are fair and reasonable with how often you make this kind of request (otherwise we may be entitled to charge a fee for handling excessive requests).
Please allow us up to one month from receipt of your request in order to provide a response.
7.3 Requesting more information
We hope that you can understand that it is very difficult to cover all the possible ways in which we collect and use personal information. We have tried to be as clear and as open as we can and will continue to update this privacy notice as our use of personal information develops. However, if you have any questions regarding our use of your personal information, we will be happy to give you peace of mind by answering any questions or providing any additional information that we can. If you do have any specific questions, or need anything explaining, please get in touch on the contact details below.
7.4 Additional rights
You also have some additional rights that you may exercise as set out here. We may publish a policy, from time to time, to explain how we will handle such requests and what you can expect from us when you make a request to exercise your rights. If we do publish any such policy, we will provide a link to it here. In each instance we may ask you to make your request in writing to the contact addresses below and provide verification of your identity.
7.4.1 You have the right to request that we rectify any inaccuracy about you that we may hold, in which case we may ask you to verify the corrected information (for example, we may ask for a recent utility bill for proof of change of address)
7.4.2 You have the right to request that we erase your personal information. Please be aware that we can only comply with such a request if
(a) your personal information is no longer required for the purposes it was collected for (for example, we need your personal information to respond to a communication);
(b) the collection, storage or use of the personal information by us is prevented by law;
(c) your personal information is not required for the purposes of establishing, exercising or defending a legal claim such as in the conduct of legal proceedings.
7.4.3 You have the right to request that we restrict or refrain from processing your personal information:
(a) for the time it takes us to verify the accuracy of your personal information where you have disputed its accuracy;
(b) where the collection, storage or use of the personal information by us is unlawful but you decide not to ask for erasure;
(c) where, we no longer need your personal information but you need them for the purposes of establishing, exercising or defending a legal claim;
(d) for the time it takes to determine whether we have an overriding legitimate ground to continue to process your personal information, where you have exercised your right to object to processing.
7.4.4 You have the right to data portability in respect of information we have collected from you based on consent or for the reason of entering into a contract. If you exercise this right, we will transfer a copy of the information that you have provided to us at your request.
7.4.5 You have the right to object to our use of your personal information:
(a) where we are using that information based on our legitimate interests, and where we do not have compelling overriding grounds to continue to use your personal information; or
(b) at any time, where we use your personal information to send you the newsletter or any other type of direct marketing, in which case it will no longer be used for that purpose, but may use it for another lawful purpose.
8 Complaints
You are important to us, and so is protecting your personal information. We have high standards when it comes to collecting and using personal information. For this reason, we take any complaints we receive from you about our use of your personal information very seriously and request that you bring any issues to our attention.
Where you are communicating with us for the purpose of making a complaint, we will only use your personal information to handle, investigate and respond to the complaint and to check on the level of service we provide. Where the complaint is about a member of our team, we may have to disclose your identity to whoever the complaint is about. You may let us know that you don't want information that identifies you to be disclosed and we will try to respect your request; however, it may not be always possible to handle a complaint on an anonymous basis.
If you are unhappy, you can also contact the Information Commissioner's office to make a complaint directly.
9 Updating this privacy notice
We keep our privacy notice under regular review in order to ensure that it properly reflects our use of personal information. This privacy notice was last updated on 30 March 2018.
10 How to contact us
You can contact us by:
10.1 Post: First Floor, Unit 3140 Park Square, Solihull Parkway, Birmingham Business Park, Birmingham, B37 7YN
10.2 Email: data.protection@inchcape.com
10.3 Telephone: 0845 125 5900
