Stoneacre Privacy Policy

Where we use ‘we’, ‘our’ and ‘us’ this refers to Decidebloom Ltd t/a Stoneacre, which includes all dealerships in the Stoneacre Motor Group as detailed on www.stoneacre.co.uk. Decidebloom Ltd is registered in England and Wales under the Company number - 3003995. Our registered office is Omega Boulevard, Capitol Park, Thorne, DN8 5TX.

This website is owned and operated by Decidebloom Ltd. We are the controller in respect of your personal information that we collect, and process as further described in this Privacy Policy. 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.

We are registered as a controller with the Information Commissioner’s Office (ICO) and our registration number is: Z7037971.

Introduction

Your privacy is of paramount importance. It is important that you read this privacy statement together with any other privacy policy or fair processing notice that we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy statement supplements any other such notices and privacy policies and is not intended to override them. We aim to ensure your experience of using our website or visiting us in branch is fulfilling, hassle-free and secure.

1. What data we collect from you

We collect information about you and your vehicle when you engage with us via our website or contact one of our retail centres. We may collect this information electronically, over the telephone, through postal correspondence or in person.

We may also collect your information when it is shared with us following your contact with one of our manufacturer partners, for example when requesting a test drive.

We only request information, which is necessary, relevant and adequate for the purposes you are providing it for. The information we collect may include some or all of the following:

Your personal identification data which includes your name, title, username or similar title, date of birth and gender. When engaging in a business context we may collect your job title, company contact details, fleet size and company details. Contact information which includes your address, email address, telephone numbers. Financial details which include bank account and payment card details.
You may also need to provide us with a copy of identification documents such as your driving licence (to confirm your identity and address, when you test drive a vehicle, are provided with a courtesy car or data provided by an online checking service regarding your driving licence and any penalties) passport and/or utility bills. These documents will include your personal information such as your nationality, place of birth, photograph and driving licence / passport number.
Transaction Data which includes details about payments to and from you, details of any transactions between you and us which includes the date and time you used our services, voice recordings of calls you make to us in connection with your transaction "Live Chat" recordings and information within correspondence you send to us.
Technical Data which includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website, the website address from which you accessed our website and the pages you visited on our website.
Usage Data which includes information on how you use our website, products and services.
We may be provided with personal information about you by 3rd parties, such as finance companies, manufacturers or enquired for work to be done to your vehicle.
Details of diagnostic tests and work conducted on your vehicle, which may include video footage and records of your vehicle, including parts used.
Information that you provide by filling in forms, including those on our website that may contain advertisements for our vehicles, and information provided by you as part of a purchase or potential purchase on our website, even if that purchase does not proceed.
Information contained in records of communications between us, including e-mails, letters and text messages. We may also record calls between us for training, monitoring and quality control purposes.
All of our premises has CCTV for monitoring and security purposes. We may therefore collect CCTV footage of you if you visit our premises.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy statement.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may break the law or not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

2. How we use your information/data

We will only use your personal data where there is a legal basis for processing your personal data. Generally, we will use your personal data in the following ways:

We may use your personal data, where necessary to perform a contract with you and to fulfil and complete your orders, purchases and other transactions entered into with us, and to enable us to respond to or understand customer/driver’s needs.

We may also process data necessary for us to operate the administrative and technical aspects of our business efficiently and effectively.

In circumstances where you have provided us with a freely given, informed and specific choice to allow DecideBloom Ltd to process your data, consent will be the lawful basis under which we process your data. Where we rely on your consent, you can withdraw your consent at any time by contacting us.

We may use and process your personal data where necessary for our legitimate interests provided that such interests are not overridden by your interests and fundamental rights and freedoms.

Examples of where processing may be necessary for our legitimate interest include:

Processing to enable us to support customers with sales and enquiries and provide important information about any products or services you have purchased from us.
Processing your personal details via our 3rd party online sales activity portal.
Maintaining Guarantee and Vehicle Service Records.
Responding to customer’s correspondence and fulfilling requests (for example test drives, service requests, brochure requests or providing information about specific vehicles).
To conduct 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.
If you have asked for a vehicle valuation from us, to contact you regarding feedback or a potential purchase of that vehicle.
To notify you about changes to our services and to communicate with you, i.e. we will use your contact details in order to respond to any queries that you submit to us.
Analysing, evaluating and improving our products and services to enhance our customer’s experience.
Undertaking market analysis, research and customer surveys, to improve our understanding of our customers and provide tailored offers, products and services.
Sending targeted information to customers from time to time following the purchase of a product or service from us where legally permitted.
Verifying the accuracy of information, we hold to create a better understanding of our customers.
For network and information security purposes, so we can protect information against loss, damage, theft or unauthorised access.
Assisting in providing a safe and secure environment within our premises.
Managing your queries, complaints and claims.
To recover debts due to us.
To provide you with information regarding other services and products that are available to you from us or third parties, including follow up calls, emails, or SMS to determine your interest in any such products. In order to fulfil your request, we will pass your information, with your agreement, to the necessary third party. We have contracts in place with our suppliers which means they must keep your information secure and can only use it in accordance with our specific instructions to provide finance for the purchase of a vehicle.
To provide you with reminders regarding your vehicle which includes when your vehicle’s MOT is due or if your vehicle requires a routine service.
When you may be in a position to change your vehicle, we may contact you, for example when your finance agreement is due for renewal, or your Motability agreement is ending. In some cases, we will be asked to contact you by Motability, a vehicle manufacturer or your current finance provider.

If you enquire about a potential vehicle purchase on finance, whether online or at one of our Dealerships, in the first instance we will ask you to agree for us to carry out a soft credit search (using an external credit reference agency) to enable us to provide you with finance quotes at a rate that matches your credit history.

Your details will be passed into a 3rd party company, Blue Owl Network Ltd trading as AutoConvert (contact details below). Your information will be shared with their chosen Credit Reference Agencies (CRA), Equifax Ltd and Experian Ltd (contact details below). When Equifax and/or Experian receives a search request from us via AutoConvert, they will place a soft quotation footprint that will be visible to you only, on your credit file, other parties including lenders will not see this. Other parties will not see this quotation footprint, and it will not affect your credit score/rating or ability to apply for finance from other lenders. AutoConvert will access from Equifax Ltd and/or Experian Ltd both public (including the electoral register) and shared credit and fraud prevention information.

This information will be used to check your eligibility against a select group of lenders. Information on applications will be recorded by the CRA.

When you submit a full application for finance with us, online or in one of our Dealerships, you give consent to undertake a full credit search by one of our panel of lenders, a footprint of which will be recorded on your credit file, whether the application is declined or accepted.

By submitting or part completing an enquiry form on our website or providing your email address, mobile phone number, or postcode, you acknowledge and consent to receive marketing communications from Stoneacre. These communications may include information about our products, services, promotions, special offers, and other relevant content. Your consent to receive marketing communications is entirely voluntary, and you have the right to withdraw your consent at any time. You can do so by contacting us using the contact information provided in this Privacy Policy or by using the unsubscribe or opt-out option provided in our marketing communications.

We may process your information regarding updates to our terms and conditions and policies, and to comply with legal requirements (e.g. to register your car with the DVLA, assist with HMRC, bringing or defending legal proceeding and to undertake legal checks and comply with our obligations under applicable legislation) where permitted under the terms of the Data Protection Act 2018.

We will make checks such as, assessing this application for credit and verifying identities to prevent and detect crime. If you give us false or inaccurate information and we suspect or identify fraud we will record this and may also pass this information to FPAs, and other organisations involved in crime and fraud prevention.

You will receive marketing communications from us if you have requested such information from us or purchased goods or services from us and you have not opted out of receiving that marketing, or where it is in our legitimate interests to send such marketing and we are legally permitted to do so (for example, if you are a business customer).

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You can opt-out of receiving marketing at any time and control your marketing preferences by clicking here and checking or unchecking the relevant boxes to adjust your marketing preferences. You can also access this page by following the opt-out links on any marketing message sent to you. Alternatively, you can contact us using the contact details above and we will update your preferences.

Where you opt out of receiving these marketing messages, this will not affect our ability to continue to process any personal data provided to us in connection with a product/service purchase, warranty registration, product/service experience or other transactions and we may still contact you in relation to purely transactional matters. If you enquire or purchase a product from Stoneacre after opting out, you will automatically be reinstated to full opt in.

Where and when we need your consent - There will be circumstances where we will only process your data if we have your consent to do so. For example, if you provide us with data that is classed as a special category of data such as health information, criminal records of convictions and offences, or allegations of criminal offences. We will only process this with your permission (unless we feel the processing is necessary to protect your vital interests or if the law allows us to do so). You have a right at any time to ask us to stop the processing of that specific data.

3. How do we share this information?

Except as otherwise expressly stated in this policy, we will only pass on your information to third parties such as our manufacturer and/or finance partners for marketing purposes where you have given us consent to do so.

Sometimes it is necessary for us to share the information we hold on you. These circumstances are outlined below. Third Parties We may disclose your information where there is legitimate reason to do so to other third parties. This may include:

We may pass your personal information to third-party organisations that provide services to us. Examples of such organisations are web-hosting companies, telephone service providers, analytics providers, prospecting agencies and marketing agencies, IT providers (including data storage, data security, data integration, accounting), mailing vendors 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.
Sharing your personal details via our 3rd party online sales activity portal.
To professional advisers which may include consultants, lawyers, bankers and insurers who provide us with consultancy, banking, legal, insurance and accounting services.
HM Revenue and Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.
We may also disclose personal data to the police, regulatory bodies, or similar third parties where we are under a legal obligation to do so.
We may pass your personal information to Experian (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 considering providing you with finance. Such organisations may conduct further credit checks and may disclose your data to credit reference agencies for that purpose.
We will pass your personal information to a third-party provider of a GAP insurance product that we offer, if you consent to being provided with an indicative quotation for and / or accept the option of purchasing this product. If you then choose to take out a GAP Insurance policy, we will pass your information to Ingenie Ltd who administer the policy and they will pass your information to Acasta Europe Limited, the insurer.
If you take out a Autotrust Warranty or Harley Davidson Warranty, we will pass your information to Car Care Plan to enable them to provide the details included with that warranty.
If you purchase a Motability vehicle, we will provide your details to Motability Operations Limited so they may contact you regarding your vehicle.
We will provide your information to the DVLA if you buy a vehicle from us, this is to enable them to record you as the registered keeper and to be able to obtain road tax on the vehicle.
Third parties who we may choose to sell, transfer or merge parts of our business or assets with, or who we may seek to acquire other business or merge with them. If a change happens to our businesses, the new owners may use your personal data in the same way as set out in this privacy policy.
In addition, we may disclose data in order to enforce or apply our website terms and conditions and other agreements; or to protect our rights, property, or safety of our customers, or others. This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
We may pass your personal information to the specific franchise manufacturer partner relating to your vehicle, whether or not you go choose to purchase the vehicle. We may also pass your information to them for any warranty claim you may have, feedback you provide to us or in connection with servicing and repair of your vehicle. They may use this to register your ownership of the vehicle and to contact you directly regarding your vehicle. They also require this to fulfil your order transaction, manage complaints or provide you with information or a service that you have requested. The manufacturer may also conduct a customer survey to help manufacturers analyse and evaluate sales data to enable them to enhance their product offerings. On occasion, we may share voice recordings to provide manufacturers with evidence of our customer service levels. These recordings will not be used for marketing purposes unless your explicit consent has been given. Most manufacturers will share your information within their group, and this may include information being transferred outside of the EEA. For some manufacturers, we will also ask you whether you consent to further contact from the manufacturer and pass this consent (or lack thereof) to the manufacturer.
We may also share your personal information with the manufacturer because it is in our legitimate interest to do so, as we are required to do so by the terms of our agreement with the manufacturer and to maintain our on-going relationship with the manufacturer. It is in the manufacturer’s legitimate interest to have that information, to enable them to communicate important information to you, understand customer demographics and requirements and to send you information that it believes may be of interest to you; and
It is also in your interest that we share your personal information with the manufacturer, so that you can receive important safety information and other relevant communications.

In order to improve our marketing efforts, we may share certain data with trusted partners and platforms. This data sharing is essential for the following purposes:

Attribution Purposes: We may share postcode data with partners such as Autotrader for attribution purposes. This helps us assess the effectiveness of our marketing campaigns and measure the impact of our advertising efforts.
Tailored Marketing Communication: To deliver more personalised and tailored marketing communication, we may share your email address with platforms such as Google and Facebook. This enables us to create and target specific audiences for our marketing campaigns.

We may use your data to create lookalike audiences. These lookalike audiences enable us to identify individuals who share similar characteristics and interests with our existing customers. We may then market to these lookalike audiences via third-party social channels such as Facebook & Google.

If you are having repairs conducted in one of our Bodyshop’s, we will hold your data on our Bodyshop management system. During the repair process, information regarding the work may be shared on electronic platforms, all of which comply with our GDPR assessments. For repair insurance claims, we may also provide your data to third parties for example, independent assessors or an external hire Car Company. We may also provide necessary data to specialist subcontractors like transportation agents, specialist or manufacturer agents. All of these third parties will have agreed to comply with our code of conduct with regards to holding and using your data.

4. How do we secure and protect your personal data?

We use technical and organisational security measures to protect all personal data we hold against manipulation, loss, destruction and access by third parties. We continually work to improve these measures in line with technological developments.

We store all the personal data we hold on to our secure servers in specialist hosting centres. These servers can only be accessed via a secure firewall using individual password protected logins. Where we hold personal data in hard copy/paper format it is stored in secure archiving.

Where we pass your information to third party processors, we have contracts in place to restrict the processing activity to that as requested by us. We also specify deletion of the information once processing is complete.

Where we share information with third parties such as manufacturer and finance partners, they will become data controllers. This binds them to the same legislation as we are, and you will be able to review their privacy statements and manage your information directly with them.

Our security procedures mean that we may occasionally request proof of identity/address before we are able to disclose sensitive information to you.

The submission of information via the internet is not completely secure; this risk is not specific to our website and is common across the internet. We cannot guarantee the security of your data (including your personal information) submitted to our website; any submitted information is at your own risk.

You should also be aware that other methods you use to contact us, such as email or post, may not be entirely secure and your personal information may be susceptible to being intercepted in transit.

To be transparent on how we will use your data, we can confirm that:

We will never contact you to ask you for your online banking details, including passwords and phrases.
We will never send someone to your home who cannot identify themselves as a Stoneacre employee to collect any of your financial information, such as bank cards or cash.
We will never ask you to authorise the transfer of funds direct to a Stoneacre employees personal bank account.

If any of above occurs, the person contacting you (or offering the services) is not acting on our behalf and you should not, under any circumstances, provide any personal information or money.

If you suspect you have been the target or victim of fraud:

Contact us immediately, by phoning 01405 744 000. Alternatively, contact the supplying Dealership using the number shown on our official website.
Report the fraud to the police through Action Fraud. Contact details can be found at www.actionfraud.police.uk.
Please be aware of other scams/frauds, particularly people offering to recover funds you have lost.

5. How can you manage the information we hold about you?

It is important that we hold accurate and current personal data about you. Therefore, we ask you to keep us informed if the personal data we hold about you changes (such as moving home, change of email or telephone numbers). Please contact us using the details below should any of this change.

6. Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including:

The right to be informed.

You have the right to be informed about how we use your personal data. This includes:

Who we are.
Any legal reason for us requiring your data.
How long we keep your data for.
The existence of your rights under the General Protection Regulations.

The right of access.

Confirmation that your data is being processed by us.
Request access to your personal data (known as a subject access request)

The right to rectification.

You have the right to have your personal data rectified if it is inaccurate or incomplete.

The right to erasure.

You have the right to request that all information we hold about you to be deleted and or removed where there is no compelling reason for its continued process, such as the end of your contract(s)

The right to restrict processing.

You have the right to request that we restrict further processing of your personal data where:

You contest the accuracy of the personal data we hold on you, until it has been rectified and verified.
You have objected to us processing your personal data (where there is a legitimate reason for the processing such as a performance of a contract) until your objection has been fully considered and a decision made.
Processing is unlawful and you request the process of your data be restricted instead of erased.

The right to object.

Where we process your personal data for the performance of your contract, you have the right to object to the processing, however, this must be on grounds relating to your particular situation. In these circumstances, we will stop processing your personal data unless:

We can demonstrate compelling legitimate grounds for the processing, or the processing is for the establishment, exercise or defence of legal claims.

Where we process your personal data for direct marketing purposes, you have the right to object at any time. If you object to your personal data being processed for direct marketing purposes:

We will stop the processing as soon as we receive your objection.
We will deal with your objection at any time.

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 which you receive. You can also ask us to stop including you in marketing campaigns by contacting us using the details below. You can also choose to change your marketing preferences by writing to us using the details below.

These changes 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.

Upon receipt of a request, we will confirm your identity before processing the request. If you have made a subject access request, any of your personal data in response to the request will be provided in the most practical format, unless you have stipulated an alternative format, and this is reasonably possible. Please be aware, we may still withhold personal data that you request to the extent permitted or required by law.

If you wish to exercise any of the rights set out above, please contact: group.compliance@stoneacre.co.uk.

You will not ordinarily have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

In addition to the rights set out above if you have given consent to us processing your personal data for any purpose, you have the right to withdraw your consent at any time. You can do this by contacting us using the contact details set out above. If you withdraw your consent, it will not affect the lawfulness of us relying on your consent prior to such withdrawal.

We try to respond to all requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

7. How long do we keep your information for?

We never retain personal data in an identifiable format for longer than is necessary for the relevant purpose.

If you have purchased goods or services from us, we will retain details of your purchase for 6 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.

Where we have obtained your personal data following a request for test drive, brochure, quotation or any other information on our products or services, we will retain this information on our database until you let us know differently.

The following exceptions apply to the above retention periods:

If we are required by law to hold your personal data for a longer/shorter period (for further details, please contact group.compliance@stoneacre.co.uk).
You have raised a complaint or concern regarding a product or service from us. In which case we will retain your information for a period of 6 years from the date of the complaint or query.

8. Transferring your information outside of Europe

As part of the services offered to you, the information which you provide to us may be transferred to countries outside the United Kingdom and 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.

9. Third Party links/sites

This website may also include links to third-party websites, plug-ins (such as Facebook, Instagram, YouTube, Google+ and Twitter) and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. Stoneacre cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our website.

10. How to contact us

If you have any questions about this privacy statement, including any requests to exercise your legal rights, please either write to us at Stoneacre, Omega Boulevard, Capitol Park, Thorne, DN8 5TX or email us group.compliance@stoneacre.co.uk.

You have the right to make a complaint at any time to the ICO, the UK regulator 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.

11. Cookies

When you browse our website, we may use “cookies” to keep track of your visit and give you a better browsing experience. Please see our cookie policy for more information.

You will be asked to set cookie preferences when you access our website for the first time. You can 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.

12. Call recording.

Please note that all calls may be recorded for training, monitoring and quality purposes. All recordings will be managed strictly in accordance with the provisions of this privacy notice.

List of current manufacturers/suppliers

Decidebloom Ltd t/a Stoneacre is a franchisee or any agent for the following manufacturers. For details on each manufacturers Privacy Policy, please refer to the manufacturers website using the links below.

Motor vehicles

Abarth - https://www.abarthcars.co.uk
Aston Martin - https://www.astonmartin.com/en-gb
Citroen - https://www.citroen.co.uk
CUPRA - https://www.cupraofficial.co.uk
Dacia - https://www.dacia.co.uk
Fiat - https://www.fiat.co.uk
Ford - https://www.ford.co.uk
Hobby - https://www.hobby-caravans.co.uk
Honda - https://www.honda.co.uk
Hyundai - https://www.hyundai.co.uk
Jeep - https://www.jeep.co.uk
Kia - https://www.kia.com/uk
Lexus - https://www.lexus.co.uk
Mazda - https://www.mazda.co.uk
MG - https://www.mg.co.uk/privacy-policy
Nissan - https://www.nissan.co.uk
Peugeot - https://www.peugeot.co.uk
Renault - https://www.renault.co.uk
SEAT - https://www.seat.co.uk
Suzuki - https://cars.suzuki.co.uk
Toyota - https://www.toyota.co.uk
Vauxhall - https://www.vauxhall.co.uk
Volvo - https://www.volvocars.com/uk

Motorcycles

Harley Davidson - https://www.harley-davidson.com
Triumph - https://www.triumphmotorcycles.co.uk

Commercial Vehicles

Maxus - https://saicmaxus.co.uk

Changes to this policy

We may review this policy from time to time. We will notify you of changes by posting an updated version of our Privacy Policy on our website.

Last Updated: April 12th, 2024

Where we use ‘we’, ‘our’ and ‘us’ this refers to Decidebloom Ltd t/a Stoneacre, which includes all dealerships in the Stoneacre Motor Group as detailed on www.stoneacre.co.uk. Decidebloom Ltd is registered in England and Wales under the Company number - 3003995. Our registered office is Omega Boulevard, Capitol Park, Thorne, DN8 5TX.

This website is owned and operated by Decidebloom Ltd. We are the controller in respect of your personal information that we collect, and process as further described in this Privacy Policy. 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.

We are registered as a controller with the Information Commissioner’s Office (ICO) and our registration number is: Z7037971.

Introduction

Your privacy is of paramount importance. It is important that you read this privacy statement together with any other privacy policy or fair processing notice that we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy statement supplements any other such notices and privacy policies and is not intended to override them. We aim to ensure your experience of using our website or visiting us in branch is fulfilling, hassle-free and secure.

1. What data we collect from you

We collect information about you and your vehicle when you engage with us via our website or contact one of our retail centres. We may collect this information electronically, over the telephone, through postal correspondence or in person.

We may also collect your information when it is shared with us following your contact with one of our manufacturer partners, for example when requesting a test drive.

We only request information, which is necessary, relevant and adequate for the purposes you are providing it for. The information we collect may include some or all of the following:

Your personal identification data which includes your name, title, username or similar title, date of birth and gender. When engaging in a business context we may collect your job title, company contact details, fleet size and company details. Contact information which includes your address, email address, telephone numbers. Financial details which include bank account and payment card details.
You may also need to provide us with a copy of identification documents such as your driving licence (to confirm your identity and address, when you test drive a vehicle, are provided with a courtesy car or data provided by an online checking service regarding your driving licence and any penalties) passport and/or utility bills. These documents will include your personal information such as your nationality, place of birth, photograph and driving licence / passport number.
Transaction Data which includes details about payments to and from you, details of any transactions between you and us which includes the date and time you used our services, voice recordings of calls you make to us in connection with your transaction "Live Chat" recordings and information within correspondence you send to us.
Technical Data which includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website, the website address from which you accessed our website and the pages you visited on our website.
Usage Data which includes information on how you use our website, products and services.
We may be provided with personal information about you by 3rd parties, such as finance companies, manufacturers or enquired for work to be done to your vehicle.
Details of diagnostic tests and work conducted on your vehicle, which may include video footage and records of your vehicle, including parts used.
Information that you provide by filling in forms, including those on our website that may contain advertisements for our vehicles, and information provided by you as part of a purchase or potential purchase on our website, even if that purchase does not proceed.
Information contained in records of communications between us, including e-mails, letters and text messages. We may also record calls between us for training, monitoring and quality control purposes.
All of our premises has CCTV for monitoring and security purposes. We may therefore collect CCTV footage of you if you visit our premises.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy statement.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may break the law or not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

2. How we use your information/data

We will only use your personal data where there is a legal basis for processing your personal data. Generally, we will use your personal data in the following ways:

We may use your personal data, where necessary to perform a contract with you and to fulfil and complete your orders, purchases and other transactions entered into with us, and to enable us to respond to or understand customer/driver’s needs.

We may also process data necessary for us to operate the administrative and technical aspects of our business efficiently and effectively.

In circumstances where you have provided us with a freely given, informed and specific choice to allow DecideBloom Ltd to process your data, consent will be the lawful basis under which we process your data. Where we rely on your consent, you can withdraw your consent at any time by contacting us.

We may use and process your personal data where necessary for our legitimate interests provided that such interests are not overridden by your interests and fundamental rights and freedoms.

Examples of where processing may be necessary for our legitimate interest include:

Processing to enable us to support customers with sales and enquiries and provide important information about any products or services you have purchased from us.
Processing your personal details via our 3rd party online sales activity portal.
Maintaining Guarantee and Vehicle Service Records.
Responding to customer’s correspondence and fulfilling requests (for example test drives, service requests, brochure requests or providing information about specific vehicles).
To conduct 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.
If you have asked for a vehicle valuation from us, to contact you regarding feedback or a potential purchase of that vehicle.
To notify you about changes to our services and to communicate with you, i.e. we will use your contact details in order to respond to any queries that you submit to us.
Analysing, evaluating and improving our products and services to enhance our customer’s experience.
Undertaking market analysis, research and customer surveys, to improve our understanding of our customers and provide tailored offers, products and services.
Sending targeted information to customers from time to time following the purchase of a product or service from us where legally permitted.
Verifying the accuracy of information, we hold to create a better understanding of our customers.
For network and information security purposes, so we can protect information against loss, damage, theft or unauthorised access.
Assisting in providing a safe and secure environment within our premises.
Managing your queries, complaints and claims.
To recover debts due to us.
To provide you with information regarding other services and products that are available to you from us or third parties, including follow up calls, emails, or SMS to determine your interest in any such products. In order to fulfil your request, we will pass your information, with your agreement, to the necessary third party. We have contracts in place with our suppliers which means they must keep your information secure and can only use it in accordance with our specific instructions to provide finance for the purchase of a vehicle.
To provide you with reminders regarding your vehicle which includes when your vehicle’s MOT is due or if your vehicle requires a routine service.
When you may be in a position to change your vehicle, we may contact you, for example when your finance agreement is due for renewal, or your Motability agreement is ending. In some cases, we will be asked to contact you by Motability, a vehicle manufacturer or your current finance provider.