Compliance

In processing personal data, we will comply with relevant legislation in force from time to time in the UK. We may change this policy, without notice from time to time by updating this policy as we improve our service to you and as relevant Data Protection legislation comes into force. Your personal information will continue to be held in accordance with our policy as it develops. We will not reduce your rights under this policy without your explicit consent

Legal Basis for Processing

We gather data on two groups

I. the non-registered viewer of our website in which our services are described (“Viewer”)

II. those making enquiries for test drives and for other information (“Enquirers”)

III. our Customers applying for finance or other applications (“Customers”)

• Where you are merely a Viewer we will normally only gather data indirectly but might also do so directly if you i) request further information from use ii) engage with us on social media as examples.

• Where you are our Enquirers or Customers we will gather data indirectly and directly.

Lawful Basis

We are required to process your personal data in a lawful, fair and transparent manner.

Consent – where you are a Viewer you will be accepting our cookie policy in order to continue to view how our services operate. We detail below the extent of indirect use of data which is anonymised and is not designed to identify you individually.

Our service may include being in contact with you as follow up even after your initial question has been answered, to maintain your registration with us including carrying out verification checks.

​

Data Controller makes the decisions concerning how personal data is processed. Accordingly we are the Data Controller for your personal information. Therefore we should be your first point of contact Should you have any concerns about this please do not hesitate to contact us. Website Anonymous Tracking

Some personal data may be processed by us when you are merely browsing.

Cookies

A cookie is a small file which is placed on your device when you visit a website. The file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies help us provide you with a better website by tailoring the website operations to your needs and to respond to you as an individual user such as identifying which pages you find useful and which you do not. Such a cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and does not identify you individually.

​

Website Tracking Technology

Our website uses tracking technology to help us to analyse user behaviour. Google Analytics is an example of this technology. It is an analysis service by Google Inc., 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. Google Analytics allows us to analyse the use of our website application usage.

The information about your visit collected by Google Analytics is usually transferred to a Google server in the USA and saved there. Google will use the information collected on behalf of the application operator to evaluate the users' use of the application, to compile reports about the users' activities within this application, and to provide further services for the application operator related to the use of the application.

You can find more information about what data can be collected via Google Analytics at Google Analytics Support

By using the website, the user explicitly consents that his or her information is collected via Google Risk and Personal Data

Please note that sending information over the internet is not completely secure and we cannot guarantee the security of your data while it is in transit. Any data you send is at your own risk. Please do not include sensitive personal data sent over the internet.

What we might collect

• Name

• Contact information including postal address, email address and telephone contact details depending on the service you are requesting

• Demographic information such as post code and location

• Other information relevant to your existing car, vehicle and price preferences, driving licence status, availability

• Interest in customer surveys and/or offers

Compilation of Data

In order for the vehicle search function on Cramlington Garages Ltd to operate, it is essential that we hold onto and connect data together to identify you and your preferences. This will include location data, your name and similar information, demographic information (for example the number of seats required), price or finance options.

Location Data

We use a third party provider to recognise and populate postcode searches. Holding of this data including search histories is held in accordance with the privacy policies of these third parties. We use our reasonable endeavours to ensure that such policies will not diminish your rights. We do not link historical searches with your name.

Financial Information

If you are requesting a finance option on-line then we will redirect you to a third party provider’s website. They will have their own privacy policy that you will need to consider when supplying information to them. You should assure yourself that you are content with their policy as you will be supplying sensitive data to them. Please note that we do not control these third parties and cannot take responsibility for their handling of your personal financial information.

Testimonials

We would be delighted if you would provide us with testimonials of your great experiences with us. We will review these before placing them on our marketing literature including our website and will only use your first name or an assumed name if you so wish. Should you wish for your testimonial to be removed please let us know using the contact details provided below.

Customer Experiences

We may also keep data to record the appreciation shown by a customer and their experiences. This is for internal purposes to enable us to check that we continue to provide an excellent service. If the record is initiated by us then we will anonymise it, using only first names.

Should the record be initiated as a result of a request or complaint by you then only essential information relating to the issue will be kept and in that event for no longer than [3] months unless you request otherwise. After [3] months we may retain information showing the fact of the request or complaint for training purposes but the information will be anonymised.

What we do with the information we gather

We take different types of information from you. Processing of anonymous data is either stored on your device and not accessed by us (e.g. cookies) or informs our statistical analysis on website and page use (e.g. traffic cookies, Google Analytics).

Processing of your personal information involves a number of different actions depending on why you have supplied us with information:

Storage

​

In normal circumstances your information is held by (client name) for a maximum of [3] months or indefinitely if you have opted in or there is another basis for holding your data

Anonymous Tracking

We use anonymous tracking to:

• to customise our website according to your preferences and tastes

• to improve how we display information on our products and services on our website for your benefit and in keeping with your device

• to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

• to allow you to participate in interactive features of our service, when you choose to do so;

• as part of our efforts to keep our site safe and secure;

• to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;

• to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Initial Response

We require your personal information to handle our initial response with you. To improve your customer experience, and based on feedback we receive, we may vary from time to time the types of information we ask for. Common types of information we ask for might include:

Location Data: we take your location details in order to inform you where we are located closest to you and how you can travel to us. This will also inform us of where your local dealer is and enable us to further handle your personal information accordingly.

​

Further Processing

Once information is received by us it is stored centrally. We then use location data to supply your local dealer with a copy of your contact details and other information relevant to your request in order for them to be in contact with you.

The personal information enables our dealer:

• to operate the Cramlington Garages Ltd customer service and respond to your enquiry

• for internal record keeping, to follow up your enquiry at times convenient to you. This may mean that your local dealer i) attempts multiple contacts with you to fulfil your requests for contact ii) holds your data for up to [3] months to answer any follow up discussed with you

After a period of 3 months your local dealer will delete your personal information from its local records.

Supplying your data to third parties

Where we must share your data for the purposes of providing you with the services you have requested we will use reasonable endeavours to put in place contractual and practical systems to protect your personal information securely. Further we will notify them of any preferences you have indicated concerning use of your personal data.

Future Marketing

• depending on your consent we may periodically use your contact details to send you promotional emails or texts about new products, special offers or other information which we think you may find interesting using the contact details which you have provided

• depending on your consent to contact you, using your contact details, for market research purposes

• depending on your consent, supply of your contact details to third parties for use with related marketing messages

Your data will be initially held with Autoweb for up to 30 days from date of enquiry and then deleted. Marketing data is accessible separately from other information we might have relating to you.

Request for Deletion of information

If you have provided your consent to receive future marketing messages then we will hold this information until you indicate that you no longer wish to receive messages from us.

If you contact us to indicate that you no longer wish to receive messages from us we may store that indication centrally.

Contracts with you

We would not normally use information obtained via our website to finalise contracts with you. Such information will be held in separate records. In the event that such personal information is used to enter into contracts with you it will be transferred and it accuracy checked in that process. Should such data be used to assist in purchases made with you then that information may be held as part of our accounting records held by us for compliance purposes. Only data sufficient for these purposes will be held and this data will be held securely and is kept separately and only for the purposes of tax compliance.

Business Purchase or Sale

Please note that if the business were to be sold or transferred or we were to purchase another business, your data will be transferred with it but only as part of the business as sold or transferred. Your personal information may be disclosed to a prospective buyer or seller of such business.

External Sites and Social Media controlled by us (usually our social media spaces on platforms such as Facebook, Twitter or LinkedIn) or those used by third parties. We cannot control the information practises of other companies and organisations that might advertise, display, link to, or offer to obtain our goods or services for you. We cannot take responsibility for, cannot control and this policy does not cover spaces on the internet not controlled by us.

Linking to other websites

Similarly our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Note also that third party cookies might be downloaded onto your device as a result of your use of this website, for example if you were to send information to or from this website to your social media account your account may require the use of such cookies to enable this transfer to take place. These cookies are not under our control and we disclaim any responsibility for the acts of third party cookies.

Posting Comments & Social Media

Please note that if you choose to post comments on this website or via our social media accounts containing personal data we cannot accept responsibility for the use or misuse of such data by others who have access to such posts and we suggest that you consider carefully before posting any such data. Please note that we may review tracking data generated by social media providers such as Facebook for measuring how useful our social media presence is for you.

Social Media Data Gathering

We employ technology to help us identify when you might have encountered us through social media or to send you targeted marketing messages relating to products we have to offer during your social media experience. The use of this technology does result in our holding your personal contact details and likes and dislikes. We do not categorise this information based on what the law describes as “sensitive personal data”.

Facebook as an example of Social Media Integration

 integrates with different social media to the benefit of communicating with you. In order to explain how some social media works we have set out below one example of how your data is used in this case by Facebook. Other social media use your data in different ways and you should review the privacy policy of each provider should you be concerned.

USA. An overview of Facebook integrations and social plugins can be found here: http://developers.facebook.com/docs/plugins/.

When users enable the Facebook connection in their settings, the Facebook integration establishes a connection between a user's device and the Facebook server.