Privacy Notice

In line with GDPR legislation, we would like to make you aware of how we handle the personal data we collect in the course of our business. We respect your right to privacy and your right to control the processing of your personal information.

This notice, which without limitation applies when using the services provided by Warren Garage Ltd and our website, www.warrengarage.co.uk provides you with information about:

Identity and contact details of the Data Controller and Data Protection Officer
What personal data we collect
How we use your data
Consent
Data Sharing
Data Access Requests

How We Use Your Data - Legal Basis for Data Processing

Personal details given to, or collected by Warren Garage Ltd will be used in order to conduct our business. This data will be processed on the lawful basis as detailed below.

CCTV footage is also captured on our premises. These recordings will be processed on the lawful basis of legitimate interest. The legitimate interest being pursued is keeping the property, employees and visitors safe and secure.

An explanation of the legal basis for the processing of data is detailed below.

Legal Obligation

Where this applies, data is kept strictly in accordance with our requirements to comply to legislation. Eg HMRC / Auto Enrolment / Department of Immigration – right to work / DVSA.

Contract

In providing our services to customers, we need to process certain data. This is necessary in order to perform our core business of repairing and performing MOT’s on vehicles.

Customer name and contact details including telephone nos and email addresses are required in order to provide our services, eg. Job booking / estimates and to keep the customer informed in relation to their repair, if further parts are required or to let them know their car is ready to collect.
Customer car registration details are required so we can order the correct parts for the vehicle and identify the particular job. The registration details also ensure we apply the correct costs to the correct vehicle.
Occasionally we will ask for address details. This will only arise if the customer specifically requests collection / delivery of their vehicle as part of their contract with us.

Consent

It is important to us that genuine consent should be given, giving a clear and open choice, building trust and enhancing our reputation.

Definitive customer consent will be requested for the processing of any data to be used for the purpose of marketing. Within our business this includes the following:

Customer telephone numbers / Email addresses – for the purpose of providing a text or email reminder service. Specifically, this is to let customers know their vehicle is due an MOT or SERVICE or to provide appointment reminders.

Consent is given / not given in the following way.

At the point of sale we will ask the customer for their specific preferences in relation to reminders and direct marketing (direct marketing is not currently practised.)
We ask people for their preference to positively opt in or not.
We specify what the consent is for and specifically what the purpose is.
Records of consent are held within our Garage Management System, to which ‘Web Seller Pro’ also have access for the purpose of managing the software and storing our data.

Withdrawing Consent

We make it easy for customers / staff to withdraw their consent at any time. and staff are aware of how to action this. Customers may request to withdraw their consent by contacting us, either by phone, email to bp@warrengarage.co.uk or in writing to our registered address which is 255 Frimley Green Road, Frimley Green, Surrey GU16 6LD.

Consent preferences can be edited within the ‘customer privacy settings’ in our Garage Management Software. Reception staff have been trained on how to action this and consent may be withdrawn at any time.
We will act on withdrawals of consent as soon as we can but always within 48 hours.
We will not penalise individuals who wish to withdraw consent.
In the case of staff, any preference to withdraw consent should be raised with Beverly Paling. This will be actioned within 48 hours.

Data Sharing

Except as set out in this policy, we will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. Some of the data we process will occasionally be required to be shared with a third party as an essential part of being able to provide our services to you.

Companies that help us to fulfil our work, such as parts suppliers are required to have vehicle registration numbers.
Companies that provide payment services that enable us to process card payments.
Our software provider who also provide our customer reminder / notification, text / email service.
Government agencies, law enforcement agencies or third parties where we are required by law to do so.

How Long will Data be Stored

As part of our service to customers in both diagnostics and recommending what work may be required, it is necessary for us to store vehicle history. By this we mean details of all historic work we have carried out on that vehicle. Our software also stores against each vehicle, the details, specifically, name, contact phone nos and sometimes email address of the customer who has brought the vehicle to us. In order to hold a full history of the vehicle, this data is stored indefinitely.

Where we hold information from our customers for the loan of our courtesy car, we keep this information for a period of 3 months only.

Data Access Requests

We are happy to provide details of all data held in respect of any customer. This will be provided to the customer, upon providing proof of identity (proof of name) in the format used by our garage management software. It will be provided in printed form and forwarded to the customer free of charge within five working days.

Any data access requests from staff should be directed to Beverly Paling, who will provide printed copies free of charge and within five working days.