1.2 This Privacy Statement was last updated on 24th May 2018.
1.3 We may review this Privacy Statement from time to time and any changes will be notified to you by posting an updated version on our website and /or by contacting you by email. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on our website, whichever is the earlier. We recommend you regularly check for changes and review this Privacy Statement whenever you visit our website.
1.4 If you have any questions about how we collect, store and use your personal information, or if you have any other privacy-related questions, please contact our Privacy Correspondent, Sarah Rainer by email at firstname.lastname@example.org.
2. Who We Are
2.1 In this Privacy Statement the terms “we”, “us”, “our” refers to Cotswold Accident Repairs and for the purposes of the General Data Protection Regulation (Cotswold Accident Repairs) is the data controller of the data we hold on you. The registered office of Cotswold Accident Repairs is Unit 4, Wharton Buildings, Downs Road, Witney, Oxon OX29 0RF.
2.2 A data controller determines the purpose and means of processing your personal data.
3. How We Collect Your Personal Information
We may collect and process the following information about you:
3.1 Personal information you give to us: this is information about you that you give to us:
by entering information on our website
when visiting our business premises
via social media platforms
when corresponding with us by phone, email or otherwise
when you open an account with us
3.2 Personal Information we collect about you: we may collect the following information:
Details you enter through the website;
Any personal information which you allow to be shared as part of your public profile or third party social network
Information resulting from enquiries, quotations or sales whether by phone, email or in person at our business premises.
3.3 Personal Information we may receive from other sources: We obtain certain personal information about you from sources outside our business which may include credit check companies.
4. What Type of Personal Information Do We Collect and Process About You
4.1 The types of data we may hold relating to you are as follows:
Company for whom you work
Technological Data (IP Addresses)
Credit Rating and Bank Details
Credit Limit and Payment Terms
Identification data being the information contained in a formal identification document or social security or other unique reference relating to you.
Sales information relating to the sale of products or services to you or their repair or return.
Correspondence or other communications with you about our services or business.
5. Why and How We Use Your Personal Information
Why we use your personal information
We use the information we hold on you for the following purposes:
For account administration: including opening an account, verifying your identity, undertaking credit related searches, invoicing, managing credit limits and payments
For managing and performing our contracts with you: including answering enquiries, providing quotations, placing orders, delivering our service to you and your customers and dealing with any issues arising including warranty claims.
The Legal Basis For Our Uses of Your Personal Information
Our Legitimate Interests are:
To run, grow and develop our business
To provide services to our customers, make and receive payment, provide customer services and to know the customer that we are providing goods and services to.
Processing your account application and responding to queries from you.
Processing data you give us about your customers for the purposes for which you provide us with that data and as a record of any sales.
Providing services to you and your customers
Managing warranty claims
Monitoring your account activity
Prevention of fraud and other criminal activities
To verify the accuracy of data that we hold about you and create a better understanding of you as a customer.
To correspond and communicate with you
Management of queries, complaints or claims.
Performance of a Contract
The personal information you provide may be processed when it is necessary in order for us to:
Enter into or perform a contract with you
Supply you with our services or
Where you are in discussions with us about a service
Processing your account application, managing changes to your personal deliveries and responding to queries from you.
Making deliveries to you and your customers
Managing warranty claims
Compliance with legal obligations
Where we are under a duty to disclose or share your personal information in order to comply with a request from government or law enforcement officials
To meet national security or law enforcement requirements or to prevent illegal activity
To identify you when you contact us
To verify the accuracy of data we hold about you.
Where we rely on your consent as the legal basis for processing your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this Privacy Statement. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
Contacting you with marketing information about our services.
6. Others Who May Receive or Have Access to Your Personal Information
6.1 We will share your personal information internally.
6.2 We will also share your personal information to third parties in the following circumstances.
Our suppliers, service providers and subcontractors, such as credit reference agencies, fraud prevention agencies, payment processors, suppliers of technical and support services, insurers, logistics providers, manufacturers and cloud service providers, debt collectors, our legal and other professional advisors, including auditors.
Companies assisting us in our marketing and advertising.
Third party payment processor in relation to credit/debit card payments
Fraud prevention agencies if false or inaccurate information is provided to us as part of your use of our services or otherwise, and fraud is identified or suspected.
If we are under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers and
When we restructure or sell our business or its assets or have a merger or re-organisation.
6.3 If you ask us not to include you in future, we will take this as an instruction not to do so and will amend our records accordingly.
6.4 We work closely with various third parties to bring you a range of product and services which are complementary to those which we provide. Any third parties with whom we share our personal information are limited in their ability to use your personal information; they are not entitled to use your personal information for any purpose other than to provide services to us and/or to you. For example, we may share our details with a manufacturer for warranty purposes. We will always ensure that any third parties with whom we share your personal information are subject to privacy and security obligations consistent with our practices and with applicable laws.
7. How Long We Keep Your Personal Information For:
7.1 We keep your personal information for no longer than necessary for the purposes for which the personal information is processed. The length of time we retain personal information will depend on the purposes for which we collect and use it, or as required to comply with applicable laws, or to establish, exercise or defend our legal rights.
7.2 Further information on the length of time during which we retain your personal information can be found in our Data Retention Policy. We do not retain personal information in an identifiable format for longer than is necessary.
7.3 We may need your personal information to establish, bring or defend legal claims. For example we will retain your personal information for 7 years in case of any investigation by the tax authorities.
8. Your Rights
You have certain rights in relation to your personal information. There is normally no charge for exercising these rights. If you would like further information in relation to these rights, or would like to exercise any of them, please contact us by email at email@example.com at any time. In relation to certain rights, we may ask you for information to confirm your identity and , where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where not required, after we have received your request.
Subject to any exceptions, you may have the right to:
8.1 Access your personal information
You have the right to ask for a copy of the information we hold about you about you by emailing or writing to us at the address at the end of this Privacy Statement. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold such information.
8.2 Correct, modify and update your personal information
The accuracy of you information is important to us and we are working on ways to make it easier for you to review and correct the information we hold about you.
In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us in any of the details described at the end of this Privacy Statement.
8.3 Erase your personal information or restrict its processing
In certain circumstances, you may ask for your personal information to be removed from our systems by emailing or writing to us at the address at the end of this Privacy Statement. Unless there is a reason the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.
You may also ask us to restrict processing your personal information where you believe it is unlawful for us to do so, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. In these situations, we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
8.4 Withdraw your consent
Where you have given your consent to our processing of your personal data you may at any time withdraw your consent. Unless we have another legal basis to process your personal data (such as compliance with a legal obligation) we will cease any processing of your personal data following receipt of your notice or withdrawal of consent.
8.5 Object to our use of your personal information
Where we rely on our legitimate business interests as the legal basis for processing your personal information for any purpose(s) set out above or at the time your data is collected, you may object to us using your personal information for these purposes by emailing or writing to us at the address at the end of this Privacy Statement. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data.
You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request.
8.6 Ask us to transfer your personal information in a structured data file to you or to another service provider if it is technically possible (data portability)
Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract you may ask us to provide you with a copy of such information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form, such as a CSV file.
You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of our personal information if it concerns other individuals or we have another lawful reason to withhold such information.
8.7 Lodge a Complaint with the competent supervisory authority and seeking a judicial remedy.
If you are concerned about the way we have processed or collected your personal information you have the right to complain to the UK data protection regulator being if you are concerned about the way we have processed or collected your personal information you have the right to complain to the UK data protection regulator being the Information Commissioners Office (https://ico.org.uk).
9. Security and Confidentiality
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of our information transmitted to our website and any transmission is at your own risk. Once we have received your personal information, we put in place reasonable and appropriate controls to ensure that it remains secure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.
10.1 We may contact you with marketing information by post, email, SMS or by telephone or with targeted advertising delivered online through social media and platforms operated by other companies by using your personal information, or use your personal information to tailor marketing to improve its relevance to you, unless you object.
10.3 From time to time, we may ask you to refresh your marketing preferences by asking you to confirm you still wish to receive marketing information from us.
10.4 You have the right to opt-out of your personal information to provide marketing to you in any of the ways mentioned above or by contacting us in the ways set out below.
11. Contact Us
11.1 Our Privacy Correspondent is Sarah Rainer. Please direct any queries about this Privacy Statement or about the way we process your personal information to our Privacy Correspondent using our contact details below.
11.2 If you wish to write to us, please write to us at Cotswold Accident Repairs, Unit 4 Wharton Buildings, Downs Road, Witney, Oxon OX29 0RF.
11.3 Our email address for data protection queries is: firstname.lastname@example.org