Burrows Motor Company GDPR Privacy NoticeBurrows Motor Company takes its obligations concerning data protection seriously. We are providing this notice so you have information about how we collect and process your personal information. We ask you to please read this Privacy Notice as it has important information you need to know.
What does our company do?Burrows Motor Company sells new and used motor vehicles, new and usedcommercial vehicles, services and MOT’s car and vans, supplies parts to both retail and commercial customers, and organises and manages the repair of accident damaged vehicles for individuals, motor insurance companies and fleets. We work with contracted specialists and vehicle manufacturers that supply the vehicles, parts, paint, materials, and services to enable the sale, maintenance and repair of your vehicle.
How do we use your personal information?This privacy notice is to let you know how Burrows Motor Company promise to look after your personal information. This includes what has been passed on to us via your insurer, what you tell us about yourself, what we learn by having you as a client or customer, and the choices you give us about what you want us to send to you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
We promise:
- To keep your data safe and private
- To manage your data based on your rights
- Not to sell your data
How the law protects youAs well as our privacy promise, your privacy is protected by law. Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing outside Burrows Motor Company. The law says we must have one or more of these reasons:
- To fulfil a contract we have with you, or
- When it is in our legitimate interest, or
- When it is our legal duty, or
- When you consent to it
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what it is. In most cases it will be to maintain or repair your vehicle.
What information do we collect and process?In order for us to sell, maintain or repair your vehicle it is legitimate and necessary to receive from your insurer, fleet manager, company, or from yourself necessary personal data. “Personal Data” is information about you which, either on its own or when connected with other data, allows us to identify you as an individual customer to provide you with our services. The personal data we hold may include the following:
Your full name and contact information (address, town, postcode, email and phone number)
Your credit card details and/or bank account details (if paying by cheque or bank transfer)
Your purchase details (including time, date and cost, and VAT status and insurance excess)
Your insurance company (if our work is part of an insurance claim)
Your vehicle information (make, model, registration number)
Your proof of identity (valid driving licence and/or passport)
Your image on security CCTV around our repairer sites
Your work address and contact information
Your calls and correspondence with us
Your feedback
Personal data will be collected from you or passed to us by your insurance company/fleet manager/vehicle recovery agent. However, some personal data may, where lawful to do so, or with your consent, be collected by us from third parties (e.g. DVLA to check speeding offences for use of courtesy vehicles).
Data MinimisationData minimisation is a principle that states that data collected or processed should not be held or further used unless for essential reasons clearly stated in advance. This is defined as information that is adequate, relevant and limited to what is necessary for the purposes for which its processed. This approach represents best practice for reducing the risk of unauthorised access and maintaining customer trust.
When processing and collecting data from our clients and customers we ask ourselves the following questions:
- How are we planning to use the data?
- Is there a way of achieving the purpose without having to collect the data?
- Does the individual know we are processing or collecting the data?
- Does the individual know why we are processing or collecting the data?
- How long will we need the data for to achieve the purpose
If you choose not to give personal informationPlease note that you are under no obligation to provide us with your personal information, but not providing certain data could prevent us from serving you, which could lead to cancellation of the service.
Why do we need your personal data?Burrows Motor Company processes personal data about you for a number of purposes, including:
To provide or manage any information, products or services you have asked for
Help us identify you when you contact us
To organise specialist repair functions such as system recalibration with contracted third parties
To follow up with you shortly after the repair to your vehicle to check everything is satisfactory
For internal record keeping (to be able to respond to customer enquiry and invoicing)
To send you essential reminders for service and MOT of your vehicle
To make an appointment with you to assess the accident damage on your vehicle
For number plate recognition as part of our customer service and site security
To process payments by credit/debit card or bank account details
To remind or update you of progress or completion date
To provide our services to you as requested or agreed
To help us improve the services we offer
This list is not exhaustive and may be updated from time to time. We do not ‘trade’ in your personal data and will not sell or rent your details.
Who will your personal data be shared with?Burrows Motor Company works with vehicle manufacturers, insurance companies and accident management companies. We may share your basic personal data, such as name, contact details, claim number and vehicle details with the relevant company you are connected with to provide the service you have requested.
Limited personal information may also be made available to third parties providing relevant services under contract to Burrows Motor Company, such as vehicle specialists, engineers, auditors, compliance managers, insurance companies, IT hosting, vehicle recovery agents and maintenance providers. These companies may use information about you to perform their functions in accordance with the services we have requested and contract terms agreed as part of our service to you.
We may also disclose specific information upon lawful request by government authorities, law enforcement and regulatory authorities where required or permitted by law. Also in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We store all the personal information you provide on our secure servers. All electronic transactions you make to or receive from us will be encrypted using SSL technology.
Data transmission over the Internet is inherently insecure and we cannot guarantee the security of data sent over the Internet. You are responsible for keeping your password and user details confidential and we will never ask you for your password.
In the event that we sell our business, we may share your details with the buyer to enable them to fulfil the service we have agreed with you.
Your personal information will not be transferred to, stored or otherwise processed outside the EU. Our data minimisation policy limits information to what is necessary for the purposes for which they are processed. International transfers of data between any of the countries we operate in is limited to operational and financial information. Personal information is not transferred.
Do we get involved in direct marketing?Burrows Motor Company will, from time to time, send you offers that may be of interest to you if you have opted in for offers and events, for either new or used vehicles as well as requesting optional customer service feedback. We hope that you would like to be kept informed of upcoming offers and events, and that the quality of our service and people will be enough for you to recommend us to others and view our website.
What rights do you have to amend personal information?You have the right to review the personal data held by us and have inaccurate information about you corrected. To understand more about our data processing activities or to request access to your personal information, please contact our customer support team or email info@burrowsmotorcompany.co.uk
What if you want us to stop using your personal information?You have the right to object to our use of your personal information, or to ask us to delete, remove, or to stop using your personal information if there is no need for us to keep it. This is known and the ‘right of erasure’ or the ‘right to be forgotten’. There may be legal, warranty related or other reasons why we need to keep or use your data, but please tell us if you think that we should not be using it.
How long do we keep your personal information?Burrows Motor Company will keep your details on record for as long as it is necessary to meet record keeping requirements. We hold booking, invoice and email details for seven years. They are then deleted in accordance with data protection and other applicable legislation. Should you wish to make a warranty claim after this period, you will need to provide a copy of our invoice or our completed guarantee
Website and CookiesOur Burows Motor Company Ltd website is powered by G-Forces Web Management Limited (“GForces”), our third party web services provider.GForces is committed to ensuring that data is processed in accordance with applicable data privacy laws, and is kept secure.GForces is certified to the standard of ISO27001 (an international standard for information security).GForces uses Amazon Web Services, Inc. as its cloud platform provider.All data processed byGForces is stored on Amazon’s we servers in the EEA.
If you visit our website When someone visits our website, GForces collects standard internet log information (your IP address, browser, and type of device) and details of visitor behaviour patterns (where you joined our site from, the path you take through our site and where you leave). These are stored against unique ids (which are strings of numbers). GForces collects this information for the legitimate business purpose of monitoring the number of visitors to the various parts of the site, the general geographic location of visitors and engagement levels, which in turn enables it to make improvements to its websites and services, and provide business intelligence. This information is only processed in a way which does not identify anyone. It is kept indefinitely.
GForces also uses Google Analytics to collect standard internet log information and details of visitor behaviour patterns, which are stored against unique ids (i.e. strings of numbers). We collect this information for the legitimate business purpose of monitoring website traffic and engagement levels, which in turn enables us to make improvements to our website and the way we sell our cars and services. This information is only processed in a way which does not identify anyone. It is kept indefinitely.
If you use our enquiry forms When you submit information using an online form, GForces processes the data collected and stores it for 31 days for the legitimate business purpose of enabling us to access the information and deal with your request (it is then kept for a further 14 days in GForces’ routine back-ups for business continuity purposes).We collect the following information:
- Information about your computer and about your visits to and use of our website, such as your IP address, geographical location, browser type, referral source, length of visit and number of page views.
- Information relating to any transactions carried out between you and us on or in relation to our website, including information relating to any purchases you make of our goods and services.
- Information that you provide to us for the purpose of registering with us.
- Information that you provide to us for the purpose of subscribing to our website services, email notifications and / or newsletters.
- Any other information that you choose to send us
- Information about your computer and about your visits to and use of our website, such as your IP address, geographical location, browser type, referral source, length of visit and number of page views.
- Information relating to any transactions carried out between you and us on or in relation to our website, including information relating to any purchases you make of our goods and services.
- Information that you provide to us for the purpose of registering with us.
- Information that you provide to us for the purpose of subscribing to our website services, email notifications and / or newsletters.
- Any other information that you choose to send us
Personal information submitted on this website will be used for the purposes specified in this privacy notice or in relevant parts of our website. We may use your personal information to:
- Administer our website
- Improve your browsing experience by personalising the website
- Enable your use of the services available on our website
- Send you general (non-marketing) commercial communications
- Send you email notifications which you have specifically requested
- Where you have specifically given consent for us to do so, send to you our newsletter and other marketing communications (relating to our business [or the businesses of carefully-selected third parties]) which we think may be of interest to you, by post, by email or similar technology. You can inform us at any time if you no longer require marketing communications to be sent by emailing us at info@burrowsmotorcompany.co.uk
- Provide third parties with statistical information about our users without identifying any individual user
- Deal with any enquiries and complaints made by or about you relating to the website
- Administer our website
- Improve your browsing experience by personalising the website
- Enable your use of the services available on our website
- Send you general (non-marketing) commercial communications
- Send you email notifications which you have specifically requested
- Where you have specifically given consent for us to do so, send to you our newsletter and other marketing communications (relating to our business [or the businesses of carefully-selected third parties]) which we think may be of interest to you, by post, by email or similar technology. You can inform us at any time if you no longer require marketing communications to be sent by emailing us at info@burrowsmotorcompany.co.uk
- Provide third parties with statistical information about our users without identifying any individual user
- Deal with any enquiries and complaints made by or about you relating to the website
We use a third party provider, Gubagoo Inc. to supply and support our LiveChat service.If you use the LiveChat service we will collect your name and email address if you provide this, and any other personal information that you volunteer to us.This is used for the legitimate business purpose of handling customer enquiries in real time and then following up.This data is stored by Gubagoo for 2 years to enable us to access the information and deal with your enquiry.Gubagoo stores the information in the US under the EU-US PRIVACY SHIELD FRAMWORK.Please see Gubagoo’s privacy policy for more information on how they use your data.
https://www.gubagoo.com/about/policyOur Burrows Mint Cars website is powered by Roger Burnett Racing Ltd, trading as RBP, our third party web services provider.RBP is committed to ensuring that data is processed in accordance with applicable data privacy laws, and is kept secure.
If you visit our website When someone visits our website, RBP collects standard internet log information (your IP address, browser, and type of device) and details of visitor behaviour patterns (where you joined our site from, the path you take through our site and where you leave). These are stored against unique ids (which are strings of numbers). RBP collects this information for the legitimate business purpose of monitoring the number of visitors to the various parts of the site, the general geographic location of visitors and engagement levels, which in turn enables it to make improvements to its websites and services, and provide business intelligence. This information is only processed in a way which does not identify anyone. It is kept indefinitely.
RBP also uses Google Analytics to collect standard internet log information and details of visitor behaviour patterns, which are stored against unique ids (i.e. strings of numbers). We collect this information for the legitimate business purpose of monitoring website traffic and engagement levels, which in turn enables us to make improvements to our website and the way we sell our cars and services. This information is only processed in a way which does not identify anyone. It is kept indefinitely.
If you use our enquiry forms When you submit information using an online form, RBP processes the data collected and stores it for 31 days for the legitimate business purpose of enabling us to access the information and deal with your request (it is then kept for a further 14 days in RBP’s routine back-ups for business continuity purposes).We collect the following information:
Personal information submitted on this website will be used for the purposes specified in this privacy notice or in relevant parts of our website. We may use your personal information to:
Burrows Motor Company will store your information on their Dealer Diary system for as long as legitimately required to complete the service/transaction you have requested.
Our may website contains links to other websites.We are not responsible for the privacy notices, policies or practices of third party websites. Please visit the third party website if you wish to view their privacy notice / policy.
We will not, without your express consent, provide your personal information to any third parties for the purpose of direct marketing. Except as provided in this privacy notice, we will not provide your information to third parties.
We use cookies on our website. A cookie is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server, which enables the web server to identify and track the web browser.
We may send a cookie, which may be stored on your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of our website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you.
Most browsers allow you to refuse to accept cookies. For example, in Internet Explorer you can refuse all cookies by clicking ‘Tools’, ‘Internet Options’, ‘Privacy’, and selecting ‘Block all Cookies’ using the sliding selector. However, this will have a negative impact upon the usability of many websites, including ours.
We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other information about website use by means of cookies which are stored on user’s computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information and their privacy policy is available at:
http://www.google.com/privacypolicy.htmlContact UsIf you have any questions about this privacy notice or our treatment of your personal information, please write to us by email at info@burrowsmotorcompany.co.uk or by post to The Data Protection Officer, Burrows Motor Company, Quest Park, Wheatley Hall Road, Doncaster DN2 4LT.
Changes to this Privacy NoticeThe Data Privacy laws will change on 25 May 2018. Burrows Motor Company may change this Privacy Notice from time to time in order to reflect changes in the law. This version was updated in May 2018.
Version HistoryVersion
| Changes
| Approval
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| Burrows Motor Company GDPR Privacy Notice 16052018 (initial Draft)
| KS
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2
| Burrows Motor Company GDPR Privacy Notice 23052018 minor tweaks for clarity
| KS
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3
| Burrows Motor Company GDPR Privacy Notice 25052018 approval
| Board of Directors
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