Aggregated Site Usage Statistics
Cookies may be placed on your computer, phone or other Internet device to provide us with aggregated data of the usage of this site and the mediums which are driving traffic to the site. The data gathered by these is aggregated and therefore your individual usage of this site cannot be attributed to you.
Essential Site Features
Cookies may be placed upon your computer, phone or other Internet device in order to provide essential site features such as allowing you to compare different cars in stock and complete enquiry forms quickly.
Complimentary Site Features
What are cookies?
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
Cookies may be either 'persistent' cookies or 'session' cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
Cookies that we use
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the site. Therefore, it is recommended that you do not disable cookies.
Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.
Cookies used by our service providers
We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work, the social media sites (including Twitter and Facebook) will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
- What do we mean by your ‘Personal Data’?
- Special Category Personal Data (Sensitive Personal Data)
- Information about connected individuals
- How do we collect your Personal Data?
- Why do we need to collect and use your Personal Data?
- How will we use the information we collect about you?
- Who do we share your information with?
- Security precautions in place to protect the loss, misuse or alteration of your information
- Transferring your information outside of Europe
- How long will we hold your information for?
- How can I access the information you hold about me?
- Links to other websites
- What if you are unhappy with the way your Personal Data is processed?
- Contact us
We may change this policy from time to time so please check our website occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this policy.
If there’s something you do not understand, please ask us to explain it.
Telephone: 01603 664411
In writing: GDPR Data Controller
22 Heigham Street
What do we mean by your ‘Personal Data’?
Your Personal Data means any information that describes or relates to your personal circumstances. Your personal data may identify you directly, for example: Your name, address, date of birth or National Insurance number. Your personal data may also identify you indirectly, for example: Your employment situation, your physical and mental health history or any other information that could be associated with your cultural or social identity.
In the context of providing our services, the personal data we process may include:
- Title, names, date of birth, gender, nationality, civil/marital status, contact details, addresses and documents that are necessary to verify your identity
- Vehicle registration number, dates and types of ownership, renewal dates, MOT dates
- Employment and remuneration information (including salary/bonus schemes/overtime/sick pay/other benefits) and employment history
- Bank account details, tax information, loans and credit commitments, personal credit history, sources of income and expenditure, and details of dependents
Where we provide an ongoing service to you, we will update the information we hold as part of our review process and retain notes for our records.
Special Category Personal Data (Sensitive Personal Data)
We do not retain any sensitive personal data, however, evidence will be required to prove disability entitles zero rated VAT.
Information about connected individuals
How do we collect your Personal Data?
We will collect and record your personal data from a variety of sources, but mainly directly from you. You will usually provide information via our website, using our live chat service, over the phone, via email or using a third party that advertised our products or services. With regards to electronic ID checks, we do not require your consent to verify your identity using an online identity verification system. We may also collect information when you voluntarily complete client surveys or provide feedback to us.
Information relating to usage of our website is collected using cookies. These are text files placed on your computer to collect standard internet log information and visitor behavior information. We will use your information collected from the website to personalise any vehicle or service-related adverts on third party or independent websites.
Why do we need to collect and use your Personal Data?
The primary legal basis that we intend to use for the processing of your data is the performance of our contract with you. The information that we collect about you is essential for us to be able to carry out the services that you require from us effectively. Without collecting your personal data, we would also be unable to fulfill our legal and regulatory obligations.
If Special Category Personal data is required, we will obtain your explicit consent to collect and process this information.
How will we use the information we collect about you?
We collect information about you in order to provide you with the services for which you engage us.
We will use your information to:
- Run financial credit checks, via the third party application process, if relevant
- Register a vehicle or service in the keepers name
- For ongoing lease/finance/hire agreements
- For vehicle reminders, recalls and renewal information
- Providing details to you of any potential rectification or safety work required, via any suitable media
- Share vehicle launches, news, savings and offer updates
Who do we share your information with?
We will not sell or rent your information to third parties.
We will not share your information with third parties for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law.
In order to deliver our services to you effectively, we may send your details to third parties such as those that we engage for professional compliance, accountancy or legal services as well as product and platform providers that we use to arrange financial products for you, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf.
Where third parties are involved in processing your data, we will have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data and that they will only act in accordance with our written instructions. We will not release your information to third parties outside of this firm to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
To fulfil our obligations in respect of the prevention of money laundering and other financial crime, we may send your details to third-party agencies for the purposes of identity verification.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it is retained securely and processed in a confidential manner. Your information may be accessed by your adviser and our employees for the purposes of providing our services to you. In addition, it may be accessed by senior managers and our compliance consultants (or the FCA) for the purposes of ensuring compliance with our regulatory obligations and reviewing the quality of our services.
Information may be transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, although we strive to protect your personal information, we cannot guarantee the security of any information that passes between us, and you should consider the risk of this. Once we receive your information, we make our best effort to ensure its security on our systems.
We endeavour to take all reasonable steps to protect your data, including the use of encryption technology, but cannot guarantee the security of any Data you disclose online. You accept the inherent security implications of dealing online over the Internet and will not hold us responsible for any breach of security unless we have been negligent.
If we email you, our email will be encrypted. However, unless you have encryption software, your response may not be.
Transferring your information outside of Europe
We do not envisage that the performance by us of our service will involve your personal data being transferred outside of the European Economic Area (EEA).
If in the future, the information that you provide to us is transferred to countries outside the EEA (by way of example, this could happen if any of our third-party providers’ servers were located in a country outside of the EEA), you accept the inherent security implications of dealing with such countries, which may not have similar data protection laws to the UK. By submitting your Personal Data, you’re agreeing to this potential transfer, storing or processing. If we or a third-party provider were to transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy.
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.
How long will we hold your information for?
We will retain the personal data that is necessary to provide our services to you for the course of our relationship with you. We will take all reasonable steps to keep your personal data up to date throughout our relationship.
We are also subject to regulatory requirements to retain your personal data for specified minimum periods. These are, generally:
- 7 years – service/vehicle/invoice/warranty data
- 1- 5 years for financial products
- 3 years for sale leads/enquiries
- 6 months for recruitment enquiries
These are minimum periods, during which we have a legal obligation to retain your records. Your personal data will be retained by us either electronically or in paper format for a maximum of seven years, or, in instances whereby we have the legal right to or a legitimate interest in such information, we will retain our records indefinitely, but will cease future processing at your request.
You have the right to request the deletion of your personal data. We’ll comply with this request subject to the restrictions of our regulatory obligations and legitimate interests as noted above.
How can I access the information you hold about me?
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us using the contact details provided.
We have an obligation to ensure that your personal information is accurate and up to date. Please ask us to correct or remove any information that is incorrect.
We would like to send you information about our products and services that may be of interest to you. If you agree to receive marketing information, you have the right at any time to stop us from contacting you for marketing purposes. We would require that you are specific that it is marketing information only, we would remind you of certain safety requirements, such as MOT, or other vehicle related deadlines. Unless you had specifically enacted your ‘right to be forgotten’.
If you no longer wish to be contacted for marketing purposes, please contact us using the details set out at the end of this policy.
Links to other websites
In addition, if you arrived on our 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 read the policy of any third-party site.
What if you are unhappy with the way your personal data is processed?
You have the right to raise a complaint with the supervisory authority for data protection if you are unhappy with the way we or a third party has processed your personal data. In the UK this is:
Information Commissioner’s Office
Telephone: 0303 123 1113 (local rate)
Holden & Holden Ltd
Norwich, Norfolk NR2 4TF
T: 01603 664411