LEGAL
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Privacy Policy
Introduction
[DEALERSHIP NAME] ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website [WEBSITE URL] and use our services.
Please read this Privacy Policy carefully. By using our website, you agree to the collection and use of information in accordance with this policy.
Information We Collect
Personal Information
We may collect personal information that you voluntarily provide to us when you:
Submit an enquiry form or contact form
Request a test drive or vehicle viewing
Apply for vehicle financing
Subscribe to our newsletter or marketing communications
Create an account on our website
Communicate with us via phone, email, or in person
This information may include:
Full name
Email address
Phone number
Postal address
Date of birth
Driver's license information
Financial information (for financing applications)
Vehicle preferences and purchase history
Trade-in vehicle details
Automatically Collected Information
When you visit our website, we automatically collect certain information about your device and browsing activity, including:
IP address
Browser type and version
Operating system
Referring website
Pages viewed and time spent on pages
Geographic location (city/country level)
Device type (mobile, tablet, desktop)
Cookies and Tracking Technologies
We use cookies, web beacons, and similar tracking technologies to collect information about your website usage. For detailed information, please see our Cookie Policy.
How We Use Your Information
We use the information we collect for the following purposes:
To Provide Services:
Process vehicle enquiries and test drive requests
Facilitate vehicle sales and financing applications
Arrange vehicle delivery and collection
Process trade-in valuations
Respond to customer service requests
To Improve Our Business:
Analyze website usage and customer preferences
Improve our website functionality and user experience
Develop new products and services
Conduct market research and analysis
To Communicate With You:
Send appointment confirmations and reminders
Provide updates on your enquiry or purchase
Send marketing communications (with your consent)
Notify you of new vehicle arrivals matching your preferences
Send service reminders and maintenance offers
For Legal and Security Purposes:
Comply with legal obligations and regulations
Prevent fraud and unauthorized transactions
Protect our rights and property
Enforce our terms and conditions
Legal Basis for Processing (GDPR)
Under the General Data Protection Regulation (GDPR), we process your personal data based on:
Consent: You have given clear consent for us to process your personal data for specific purposes (e.g., marketing communications)
Contract: Processing is necessary to fulfill a contract with you (e.g., completing a vehicle sale)
Legal Obligation: Processing is necessary to comply with legal requirements (e.g., financial regulations, tax laws)
Legitimate Interests: Processing is necessary for our legitimate business interests (e.g., fraud prevention, improving services)
How We Share Your Information
We do not sell your personal information to third parties. We may share your information with:
Service Providers:
Finance and leasing companies (for financing applications)
Vehicle history check providers (HPI, Experian Automotive)
Payment processors
Email marketing platforms
Website hosting and analytics providers
Customer relationship management (CRM) systems
Legal Requirements:
Law enforcement or regulatory authorities when required by law
Courts or legal proceedings
Protection of our rights and property
Business Transfers:
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity
All third parties are contractually obligated to protect your data and use it only for specified purposes.
Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.
Retention Periods:
Enquiry Data: 2 years from last contact
Customer Purchase Data: 7 years (tax and accounting requirements)
Marketing Consent: Until you withdraw consent or 3 years of inactivity
CCTV Footage: 30 days (unless required for legal proceedings)
Financial Records: 7 years (legal requirement)
After the retention period, we will securely delete or anonymize your personal data.
Your Rights Under GDPR
You have the following rights regarding your personal data:
Right to Access: Request a copy of the personal data we hold about you
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data (subject to legal obligations)
Right to Restrict Processing: Request that we limit how we use your data
Right to Data Portability: Request a copy of your data in a commonly used format
Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
Right to Withdraw Consent: Withdraw consent at any time (without affecting prior lawful processing)
Right to Lodge a Complaint: File a complaint with the Information Commissioner's Office (ICO) if you believe we've mishandled your data
To exercise any of these rights, please contact us at [PRIVACY EMAIL ADDRESS].
Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction, including:
SSL/TLS encryption for data transmission
Secure servers and firewalls
Access controls and authentication
Regular security audits and updates
Staff training on data protection
Secure disposal of physical records
However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
International Data Transfers
Your information may be transferred to and processed in countries outside the UK/European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, such as:
Standard Contractual Clauses approved by the European Commission
Adequacy decisions by the European Commission
Binding Corporate Rules
Children's Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
Third-Party Links
Our website may contain links to third-party websites (e.g., finance providers, manufacturer websites). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.
Marketing Communications
With your consent, we may send you marketing communications about:
New vehicle arrivals
Special offers and promotions
Events and test drive opportunities
Industry news and insights
You can opt out of marketing communications at any time by:
Clicking "unsubscribe" in any email
Contacting us at [EMAIL ADDRESS]
Updating your preferences in your account settings
Even if you opt out of marketing, we may still send you service-related communications (e.g., appointment confirmations, purchase updates).
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:
Posting the updated policy on our website
Updating the "Last Updated" date
Sending an email notification (for material changes)
Your continued use of our services after changes constitute acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us:
[DEALERSHIP NAME]
Email: [PRIVACY EMAIL]
Phone: [PHONE NUMBER]
Address: [PHYSICAL ADDRESS]
Data Protection Officer:
Email: [DPO EMAIL]
Supervisory Authority:
Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113