GDPR: DATA PRIVACY NOTICE FOR CLIENTS AND SUPPLIERS
1. INTRODUCTION
Auto Tec is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Questions?
Any questions you have in relation to this policy or how we use your personal data should be sent to admin@myvehicle.co.uk or addressed to The Data Protection Officer, Auto Tec, Tything Rd, Kinwarton, Alcester, B49 6ES.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
DEFINITIONS
Data controller
A controller determines the purposes and means of processing personal data.
Data processor
A processor is responsible for processing personal data on behalf of a controller.
Data subject
Natural person
Categories of data: Personal data and special categories of personal data
Personal data
The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data
The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. ABOUT US
For the purposes of data protection law, Auto Tec is the data controller. Our contact details are: Auto Tec, Tything Rd, Kinwarton, Alcester, B49 6ES.
Your personal data (i.e. any information which identifies you, or which can be indentified as relating to you personally) will be collected and used by Auto Tec (with data controller number Z2431915)
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us. This includes information you give when registering, placing an order or communicating with us. For example:
- Personal details (name, email, address, phone number etc) when you ask us for a quotation or if you purchase a product or service from us;
- Financial information (payment information such as credit/debit card or bank details)
- If you purchase a product or service as a gift for someone, your details will be recorded (as will the recipient’s).
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if another company asks us to provide a service or product direct to their customer.
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Sensitive personal data
We do not collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about our customers or suppliers.
4. HOW WE USE INFORMATION
We use your personal data with your consent, or where it is necessary in order to:
- provide services, products and the performance of a contract
- purchase products and services in accordance with our business operations
- inform individuals of our products, news, events or activities
- comply with a legal duty
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else closely related purposes).
Administration
We use personal data for administrative purposes. This includes:
- fulfilling orders for goods or services (whether placed online, over the phone or in person)
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we will keep a record of this).
5. DISCLOSING AND SHARING DATA
We will never sell your personal data. We may share personal data with subcontractors or suppliers who provide us with services. For example, if you order something from the website, your name and address will be shared with the delivery company. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
6. MARKETING
If you have opted-in to receive communications from us we may contact you to let you know of our events and activities in addition to news of our products, services and offers.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact The Data Protection Officer, Auto Tec, Tything Rd, Kinwarton, Alcester, B49 6ES.
7. HOW WE PROTECT DATA
We employ a variety of physical and technical measure to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secured computer systems and we control who has access to information (using both physical and electronic means).
Payment security
For payments by credit or debit card, Auto Tec complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and never stores card details.
CCTV
Our premises at Auto Tec, Tything Rd, Kinwarton, Alcester, B49 6ES use CCTV and you may be recorded when you visit. CCTV is there to help provide security and to protect you and your vehicles. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review, CCTV footage is recorded over.
Auto Tec complies with the Information Commissioner’s Office CCTV Code of Practice and notices are in place.
8. STORAGE
Where we store information
Auto Tec is based in the UK and we store our data within the UK. Some organisations provide services to us, for example, some of our systems use Microsoft products. As a US company, it may be that using their products results in personal data being transferred to or accessible from the US. However, personal data will still be adequately protected as Microsoft is certified under the USA’s Privacy Shield scheme.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data:
- For general enquiries or quotation purposes – 7 years for legitimate business reasons.
- For sales and after-sales purposes – 7 years for compliance of HMRC requirements and in case of any legal claims and for legitimate business reasons to comply with our guarantees and warranties.
- We retain the personal data of our suppliers and business colleagues for the length of our business relationship.
9. KEEPING YOU IN CONTROL
We want to make sure you understand your legal rights. Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- the right to confirmation as to whether we have your personal data and, if we do to obtain a copy of the personal data which we hold (this is known as subject access request);
- the right to request that we correct any personal data if it is found to be inaccurate or out of date;
- the right to request your personal data is erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data;
- the right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- the right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
Please bear in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact The Data Protection Officer, Auto Tec, Tything Rd, Kinwarton, Alcester, B49 6ES.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
10. AUTOMATED DECISION MAKING
We do not use any form of automated decision making in our business.
11. CHANGES TO THIS PRIVACY POLICY
Any changes we may make to our privacy policy in the future will be posted on this page
and, where appropriate, notified to you by email. Please check back frequently to see any
updates or changes to our privacy policy.
This Privacy Policy was last updated on 8th June 2018.