Privacy Policy

Privacy notice

Our website is provided by Motorfinity Group Limited (‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website and when you use our services or products, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

What this policy applies to

This privacy policy relates to your use of our website and services only.

Throughout our website and/or services we may link to other websites owned and operated by certain trusted third parties or refer you to such third parties to complete transactions with you. Those third parties may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third parties, please consult their privacy policies as appropriate.

Personal data we collect about you

The personal data we collect about you depends on the particular activities carried out through our services and/or website. We will collect and use the following personal data about you:

• your name, address and contact information, including email address and telephone number

• IP address and geographical location and software used to browse the website (such as software used, type of computer device and screen resolution)

• the vehicles and/or other products and services you are interested in

• whether your require finance and/or part exchange on the vehicle(s)

• any delivery addresses specified for your order

• information to check and verify your identity, e.g. date of birth

• your billing information, transaction and payment card or other payment method information

• Financial and personal information to support your any finance application

• bank account and payment details

• details of any information, feedback or other matters you give to us by phone, email, post or via social media

• your account details, such as username and login details

• your personal or professional interests (e.g. whether you are employed in the blue light services)

• information about the services we provide to you

• your contact history and purchase history

• information about how you use our website and technology systems

If you do not provide personal data we ask for where it is required, it may delay or prevent us from providing services to you.

How your personal data is collected

We collect personal data from you:

• directly, when you enter or send us information, such as when you register your interest, submit an enquiry or contact us (including via telephone or email), send us feedback, purchase products or services from us, post material to our website and complete customer surveys or participate in competitions via our website, and

• indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explain in our Cookies Policy available at www.motorfinity.uk/cookie-policy/

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, for example:

• where you have given consent

• to comply with our legal and regulatory obligations

• for the performance of a contract with you or to take steps at your request before entering into a contract, or

• for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

What we use your personal data for Our reasons

Create and manage your account with us for our legitimate interests.

To perform our contract with you or to take steps at your request before entering into a contract.

Providing services to you or suggestions for product or services to perform our contract with you or to take steps at your request before entering into a contract.

Providing support, dealing with complaints or suggestions for product or services for our legitimate interests.

To perform our contract with you or to take steps at your request before entering into a contract.

Provide your details to the third party supplier of the relevant services/products for our and your legitimate interests.

To perform our contract with you or to take steps at your request before entering into a contract.

Conducting checks to identify you and verify your identity or to help prevent and detect fraud against you or us to comply with our legal and regulatory obligations.

For our legitimate interests, i.e. to minimise fraud that could be damaging for you and/or us.

To perform our contract with you or to take steps at your request before entering into a contract.

To enforce legal rights or defend or undertake legal proceedings Depending on the circumstances:

• to comply with our legal and regulatory obligations.

• in other cases, for our legitimate interests, i.e. to protect our business, interests and rights.

Customise our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website Depending on the circumstances:

• your consent is gathered by cookies. If you have provided such a consent you may withdraw it at any (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn) —see our Cookies Policy available at www.motorfinity.uk/cookie-policy/

• where we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price

Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive or to check our website is working as intended depending on the circumstances:

• your consent as gathered by cookies. If you have provided such a consent you may withdraw it at any (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn) —see our Cookies Policy available at www.motorfinity.uk/cookie-policy/

• where we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.

Communications with you not related to marketing, including about changes to our terms or policies or changes to the services or other important notices depending on the circumstances:

• to comply with our legal and regulatory obligations.

• for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.

• To perform our contract with you or to take steps at your request before entering into a contract.

Protecting the security of systems and data used to provide the services To comply with our legal and regulatory obligations.

We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us.

Statistical analysis to help us understand our customer base for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.

Updating and enhancing customer records depending on the circumstances:

• to perform our contract with you or to take steps at your request before entering into a contract.

• to comply with our legal and regulatory obligations.

• where neither of the above apply, for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products.

Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, e.g. to record and demonstrate evidence of your consents to comply with our legal and regulatory obligations.

Marketing our services to existing and former customers For our legitimate interests, i.e. to promote our business to existing and former customers.

See ‘Marketing’ below for further information

Audits for our legitimate interests, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards.

To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency.

In such cases information will be anonymised where possible and only shared where necessary depending on the circumstances:

• to comply with our legal and regulatory obligations.

• in other cases, for our legitimate interests, i.e. to protect, realise or grow the value in our business and assets.

Job applications and employment for our legitimate interests.

To perform a contract of employment with you or to take steps at your request before entering into a contract of employment

To comply with our legal and regulatory obligations

Given the nature of our website, we do not expect to collect the personal data of anyone under 13 years old. If you are aware that any personal data of anyone under 13 years old has been shared with our website please let us know so that we can delete that data.

Marketing

We may use your personal data to send you updates (by email, text message, telephone or post) about our products and services including exclusive offers, promotions or new products or services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

• contacting us at hello@motorfinitycorporate.co.uk, or

• using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.

We may ask you to confirm or update your marketing preferences if you ask us to provide further products or services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations outside the Motorfinity Group Ltd for marketing purposes.

In particular, we want you to know that we do not sell, rent or trade our email lists with other companies and businesses for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

Who we share your personal data with

We routinely share personal data with:

• other organisations within Motorfinity Group Ltd.

• third parties who deliver products or services to you (for example, the third party supplier of vehicles, lease companies or finance companies)

• other third parties we use to help us run our business (for example, software providers, marketing agencies or website hosts and website analytics providers)

• our bank.

We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on them to ensure they can only use your personal data to provide services to us and to you.

We or the third parties mentioned above occasionally also share personal data with:

• our and their external auditors (for example, in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations)

• our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations.

• law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations.

• other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations.

Who we share your personal data with—further information.

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

How long your personal data will be kept

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

For example, there are legal requirement for us to hold your personal data and financial information on record for up to a total of six years from the date the information is provided, or from the date of last correspondence with you, whichever is the latter. This six year period satisfies the requirement of our regulator, the Financial Conduct Authority, and is also in line with other financial industry retention periods.

Different retention periods apply for different types of personal data. Further details can be provided on request.

Following the end of the of the relevant retention period, we will delete or anonymise your personal data.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Transferring your personal data out of the UK

It is sometimes necessary for us to transfer your personal data to countries outside the UK. In those cases we will comply with applicable UK laws designed to ensure the privacy of your personal data.

We may transfer your personal data to our service providers located outside the UK. Under data protection laws, we can only transfer your personal data to a country outside the UK where:

• in the case of transfers subject to UK data protection law, the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here. We rely on adequacy regulations for transfers to the following countries:

– the European Union

• there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you. These include service providers outside the European Union. We will have in place specific contractual provisions in place with these organisations that have been approved by the ICO for use in the UK which give personal data the same protection it has in the UK (as required by the UK GDPR) as well as having undertaken assessments of the risk posed by transferring the data outside the UK. These include the following service providers:

– MailChimp (The Rocket Science Group)

– Microsoft Corporation (Microsoft Windows, Office and other products)

– Amazon for data service and hosting

– Google Analytics

• a specific exception applies under relevant data protection law.

Where we transfer your personal data outside the UK we do so on the basis of an adequacy regulation. In the event we cannot or choose not to continue to rely on an adequacy regulation we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.

Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.

Cookies

A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our website. We use cookies on our website.

For further information on our use of cookies, when we will request your consent before placing them and how to disable them, please see our Cookie policy found at www.motorfinity.uk/cookie-policy/

Your rights

You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your personal data the right to be provided with a copy of your personal data.

A more detailed explanation of this right under UK law is available here.

To obtain a copy of any information you may send us a request at hello@motorfinitycorporate.co.uk

Correction (also known as rectification) the right to require us to correct any mistakes in your personal data.

A more detailed explanation of this right under UK law is available here:

If you wish us to correct personally identifiable information, you may contact us at hello@motorfinitycorporate.co.uk

Erasure (also known as the right to be forgotten) The right to require us to delete your personal data—in certain situations.

A more detailed explanation of this right under UK law is available here:

If you wish us to exercise your right to be forgotten, you may contact us at hello@motorfinitycorporate.co.uk

Restriction of use the right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data

A more detailed explanation of this right under UK law is available here:

If you wish us to exercise this right, you may contact us at hello@motorfinitycorporate.co.uk

Data portability The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

A more detailed explanation of this right under UK law is available here:

If you wish us to exercise this right, you may contact us at hello@motorfinitycorporate.co.uk

To object to use The right to object:

• at any time to your personal data being used for direct marketing (including profiling)

• in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

A more detailed explanation of this right under UK law is available here

If you wish us to exercise this right, you may contact us at hello@motorfinitycorporate.co.uk

Not to be subject to decisions without human involvement The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. We do not make any such decisions based on data collected by our website

A more detailed explanation of this right under UK law is available here:

If you wish us to exercise this right, you may contact us at hello@motorfinitycorporate.co.uk

The right to withdraw consents If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time:

You may withdraw consents by contacting us at hello@motorfinitycorporate.co.uk

Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:

• provide enough information to identify yourself (including your full name, address and customer or matter reference number) and any additional identity information we may reasonably request from you, and

• let us know which right(s) you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine need to access it. We continually test our systems

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us. Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner's Office may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

Changes to this privacy policy

We may change this privacy policy from time to time.

How to contact us

You can contact us and/or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

hello@motorfinitycorporate.co.uk

Motorfinity, 3 Northgate Terrace, Northern Road, Newark, Nottinghamshire, NG24 2EU.

01636 557 171