Maintaining the security of your data and ensuring that you are in control of how your data is handles is a priority for m3commercials. We are dedicated to ensuring that we are transparent about the data that we collect about you, how we use it and the conditions whereby we may disclose your data to others. We will ensure that your data is kept secure and that you are aware of the steps we have taken to ensure the security of your data.
M3commercials will adhere to guidelines published in the United Kingdom Data Protection Act 1998 and the General Data Protection Regulation 2018. Any questions relating to this notice and our privacy practices should be sent to [email protected]
WHAT PERSONAL DATA WE COLLECT
We only collect required data to enable us to carry out the service you have requested, applied for or accessed. Below we have set out in more detail the personal data we collect and why we collect it.
If you enquire about selling a vehicle or purchasing one of our vehicle stock. We may require your name, email address, contact telephone number, vehicle registration number, mileage, and current valuation offers so we can respond to your enquiry. We also request your postcode in some instances in order to work out the distance to your home or premises for the purpose of delivery or collection.
SELLING YOUR VEHICLE
If you request a valuation for your vehicle we require your registration number, mileage, your name, email address, telephone number and postcode. If you sell your vehicle to m3commercials we will require your proof of ownership, proof of address, bank details including your name, account number and sort code. In order to settle finance, we will require settlement figures and third party access to your finance provider to discuss the settlement. Receipts and invoice documentation used to form service history may contain personal information and will be shared to a third party and new owner. You can remove/cover your personal information- like your name, address and contact number from these documents without prohibiting the documents purpose. Your name and address on the V5 registration document will be visible by a third party if the vehicle is sold at auction or through a trade sale.
BUYING A VEHICLE
If you buy a vehicle from m3commercials we will collect your full name, address, contact number, email address if warranty is applied, payment details, details of the vehicle you are buying and, if applicable, details of the vehicle you will be using as a part exchange. Your details will not be used for marketing purposes unless you provide consent for us to do so. If you purchase a vehicle with for warranty we will provide your information to a third party. Your information will be sent to the DVLA in order to change registered keeper on the V5 logbook.
If you take a test drive we require a copy of your driving licence, we will store a copy of this in case of any speeding, parking or other motoring offence that may occur.
TAKING VEHICLE FINANCE
If you require finance for your vehicle purchase, we will require additional information including marital and housing status, number of dependents, previous address, occupation, employer, business address and bank details, in addition we will also require proof of address (i.e. utility bill) and any other relevant information. With your permission this information will be passed to our selected finance partners. Your personal information will be stored within the vehicle pack and will be stored for 7 years in accordance with FCA regulations.
AT OUR PREMISES
We operate from rented premises which has CCTV to monitor the security of the building. Your image and vehicle registration may be captured and stored. Please speak to the management of these premises to find out the policy in place.
COMPETITIONS AND GIVEAWAYS
If you enter one of our competitions, we require your name, email address and telephone number so that we can contact the winner. Competitions are subject to terms and conditions.
CONTACT BY PHONE
We may contact you in response to an enquiry.
HOW ME MIGHT USE PERSONAL INFORMATION
Where consent has been provided;
M3commercials may use your personal data for marketing purposes and will contact you in accordance with your selected preferences.
- via email, text message, post or telephone with offers, services and other related products.
You have the right to opt out of receiving promotional communication at any time by;
- Changing your marketing preference by selecting the preferences link located at the bottom of each of our marketing emails.
- Text STOP in response to a text message.
- Contacting m3commercials via [email protected]
Where there is a legitimate interest;
We may use and process your personal information where it is necessary for us to pursue our Legitimate Interest as a business for the following purposes;
When visiting our website, we may collect data directly from you as set out in this policy, as well as analysing your browsing activity, along with your previous response to marketing communications. The results of this data (collected by Cookies) allow us to ensure that we contact you with information on products and offers that are relevant to you.
WEBSITE BANNER ADVERTISING
If you visit our website, you may receive banner advertisements whilst browsing other websites including but not limited to search engines and social networking. Any banner advertisement you will see will relate to products you have viewed whilst browsing our website on your computer or other devices. You can remove or disable cookies and these advertisements at any time.
SOCIAL MEDIA ADVERTISING
You may receive advertising based on information about you that we have provided to the social media platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it receives from us.
We may need to process your data to manage your queries, complaints, or enquiries. We may contact you by the contact details you have previously provided.
We may use and process your personal data where necessary to fulfil our services.
- To exchange information for warranty/ aftersales relevant to your vehicle and purchase.
- To arrange delivery/collection with a third party contractor.
- To share your vehicle information with our car buying partners. Only with your consent will we provide your personal information.
- Processing/storing paper documentation relevant to the sale or purchase of a vehicle.
IN YOUR VITAL INTEREST
We may use your personal information to contact you if there are urgent safety or product recall notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information may prevent or reduce any potential harm to you.
WHERE LEGALLY REQUIRED TO PROVIDE INFORMATION
We will use your personal data to comply with our Legal Obligation including: (i) to assist HMRC, the Police, the Driver and Vehicle Licensing Agency (DVLA) or any other public authority or criminal investigation body; (ii) to identify you when you contact is; and (iii) to verify the accuracy of data that we hold about you.
COLLECTION OF GENERAL DATA AND INFORMATION
Our website collects a series of general data. This general data and information is stored in the server log files. General data includes (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) any other similar data and information that may be used in the event of attacks on our information technology systems.
When using general data and information, we do not draw any conclusions about visitors. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, we only analyse anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our enterprise, and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by individuals.
SHARING DATA WITH THIRD PARTIES
In order to make certain services available to you, we may disclose your personal information to third parties. We will only disclose the minimum amount of personal data in order to provide the service required. Each of our third-party suppliers have agreed that necessary compliance is in place to ensure that your data is kept safe once it is passed to them. Our third-party suppliers only have the rights to use your data for the purpose of fulfilling the service required of them, they do not have marketing rights over your data, unless you have specifically expressed third party consent. Your data will be shared with third parties under the following circumstances;
- If you purchase a new vehicle your information may be shared with a third party for warranty, registration and safety recall purposes.
- For the purposes of marketing we may provide your personal information to marketeers who assist m3commecials with marketing campaigns relevant to the business and services offered.
When you provide us with your personal data we may ask you to set your marketing preferences with us so that you can choose (if any) the marketing you receive from m3commercials.
This may be done by;
- Selecting what information you wish to receive when registering on a lead or data capture form via our website.
STORAGE OF PERSONAL INFORMATION
Information about you may be transferred outside the UK to a country, territory or international organisation that may not have UK equivalent data protection standards. Where applicable we will ensure that your personal information is protected by implementing appropriate safeguards.
HOW DO YOU PROTECT PERSONAL INFORMATION?
We implement appropriate technical and organisational measures to protect personal information that we hold from unauthorised disclosure, use, alteration or destruction. Where appropriate, we use encryption and other technologies that can assist in securing the information you provide. We also require our third party suppliers to comply with data privacy requirements.
HOW LONG WILL YOUR INFORMATION BE KEPT
The period for which we may retain information about you will depend on the purposes for which the information was collected, whether you have requested the deletion of the information, and whether any legal obligations require the retention of it (for example, for regulatory compliance). We will not retain information about you for longer than is necessary to fulfil the purposes for which it was collected.
You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for your information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received your request.
ACCESSING YOUR PERSONAL INFORMATION
You have the right to ask for a copy of the information we hold about you by emailing or writing to us at the end of this notice. The request will be provided free of charge. An administration fee will be applied if the request is manifestly unfounded, excessive in nature or additional copies are required. We may not provide you with a copy of your information if this concerns other individuals or we have another lawful reason to withhold that information.
CORRECTING AND UPDATING PERSONAL INFORMATION
The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information we hold about you. In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold about you is inaccurate or out of date, please let us know by contacting us via the details at the end of this notice.
WITHDRAWING YOUR CONSENT
Where we rely on your consent as the legal basis for processing your personal information, as set out under ‘How we might use your personal information’ section, you may withdraw your consent at any time by contacting us using the details at the end of this notice. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can also do this via the link located at the bottom of our emails. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
ERASING YOUR PERSONAL INFORMATION
In certain circumstances, you may ask for your personal data to be removed from our systems by emailing or writing to us at the address at the end of this notice. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.
You may also ask us to restrict processing your personal data in the following situations;
- Where you believe it is unlawful for us to do so.
- You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.
In these situations, we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company in connection with legal proceedings.
TRANSFERRING YOUR PERSONAL INFORMATION
Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under section ‘How we might use your personal information’ you may ask us to provide you with a copy of that information. We will provide you with the information via email within 30 days of the initial enquiry. We may not provide you / transfer you a copy of your data if this concerns other individuals or we have another lawful reason to withhold that information.
COMPLAINING TO THE UK DATA REGULATOR ICO
You have the right to complain to the Information Commissioners Officer (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO website for further details.
HOW TO CONTACT US
Please contact us if you have any questions about our privacy notice or information we hold about you:
By email: [email protected]
Or write to us at: Regus m3commercials, Quatro House, Lyon Way, Frimley Road, Camberley, Surrey, GU167ER
Changes to your Privacy Notice & Cookies Policy
Any changes we make to our Data Protection and Privacy Notice in the future will be published on this page.
This notice was last updated: 24th May 2018