Privacy policy

Customer Privacy Notice

 

When you buy a product or receive services from:

• a Ford dealer; and/or
• Ford Motor Company Limited ("Ford", "we", "our" or "us")

certain information about you and your vehicle ("personal information") will be collected.

This notice explains how your personal information will be used and who it will be shared with.

In addition to this notice, some Ford products and services (including some Ford apps) have their own privacy policies which describe in more detail how your personal information is used in a particular context. You can also find out more about what information your vehicle collects and uses by consulting the owners' manual or its accompanying app (where available).

Who your personal information will be shared with

Your personal information may be disclosed to:

• companies or other organisations that we have engaged to provide services on our behalf, such as web-hosting companies, mailing vendors, analytics providers, event hosting services, and information technology providers;
• companies or other organisations where you have asked us to or agreed that we may share your personal information with them;
• Ford dealers and our partners where this is necessary to provide you with a product or service;
• professional advisors;
• any law enforcement agency, court, regulator, government authority or other third party where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights, the rights of any third party or individuals' personal safety, or to detect, prevent, or otherwise address fraud, security or safety issues; or
• any third party that purchases, or to which we transfer, all or substantially all of our assets and business. Should such a sale or transfer occur, we will use reasonable efforts to try to ensure that the entity to which your personal information is transferred uses it in a manner that is consistent with this notice.

Ford may also share your personal information with FCE Bank plc (“Ford Credit”), Ford Motor Company, other Ford Motor Company Group companies worldwide. When we share your personal information, we will make sure that is used for purposes which are compatible with those described in this notice. A list of the companies within Ford Motor Company Group is available at www.ford.co.uk.

Transferring your personal information internationally

Your personal information will be treated in accordance with UK law concerning data protection and may be transferred within the European Economic Area ("EEA"), as well as to countries outside the EEA (including to the USA). The countries to which we transfer your personal information may not be regarded by the European Commission as ensuring an adequate level of protection for personal information. As a result, when we transfer your personal information outside the EEA we will put in place appropriate safeguards in accordance with our legal obligations to ensure that your personal information is adequately protected, irrespective of the country to which it is transferred. These safeguards may include obtaining contractual assurances from any third party given access to your personal information that your personal information will be protected by standards which are equivalent to those that protect your personal information when it is in the EEA. If you would like to know more about how Ford protects your personal information when it is transferred outside the EEA, or to obtain a copy of the safeguards we put in place to protect your personal information when it is transferred, please contact: Privacy Enquiry, PO Box 616, Hull HU9 9PR or Email: see the privacy contact details published at www.ford.co.uk

What personal information will be used

Ford collects your personal information when:

• you fill in forms or make bookings (for example, if you book a service or request a test drive);
• receive services or purchase products at a Ford dealer; and
• ou contact us (for example, we will keep a record of the information you provide when you write to us or contact our customer service centres).

When you bring your vehicle in for servicing or repair, Ford will collect diagnostic information about your vehicle and keep a record of the work carried out and parts supplied. We explain more about this in a separate section at the end of this notice.

The personal information we collect includes:

• your name and contact information (such as your address, telephone number(s) and email address) and information about your business or employer if you are enquiring in a commercial capacity;
• information about your vehicle (including your Vehicle Identification Number ("VIN"), vehicle registration number, model, age and mileage);
• the products and services in which you are interested or have purchased;
• your contact and marketing preferences; and
• information required for financing purposes such as payment information

In addition and where permitted by law, we may combine the information we hold with information about you or your interests, socio-economic and socio-demographic status, online identifiers and current contact details collected by third parties such as marketing agencies and from public sources.

We may be required by law to collect certain personal information. We may also be required to collect your personal information as a result of a contractual relationship with you. Failure to provide this information may prevent or delay the fulfilment of these obligations.

How your personal information will be used

We use the personal information we collect to:

• fulfil your requests (for example, to provide services to you);
• manage and improve our business and our relationship with you;
• assess the quality of the services we and Ford dealers provide, and the services our suppliers provide to us or on our behalf
• deal with your enquiries;
• conduct research;
• send you marketing material in line with your communications preferences; and
• comply with our legal and regulatory responsibilities, to respond to legal process or requests for information issued by government authorities or other third parties, and to prevent and detect crime and fraud, or protect your, our or others’ rights.

For more information about how the personal information we collect when your vehicle is serviced or repaired is used, please see the 'Repair, diagnosis and servicing for your Ford vehicle' section of this notice below.

We, Ford Motor Company and other Ford Motor Company Group companies worldwide may combine and, using automated decision making processes, analyse your personal information to assist with the purposes outlined above, and to:

• help understand, develop and improve our products, processes, services and marketing strategies;
• personalise our communications, products and services to you;
• keep your personal information up to date;
• understand our customers better; and
• manage and improve our relationship with you.

This could include, for example, informing our distribution strategy, evaluating the effectiveness of our marketing and customer service, conducting market analysis and identifying products or services which may be of interest to you, and contacting you to tell you about those products and services.

In some limited circumstances, the automated decisions we take may have a legal or similar effect on you. We will only make these kinds of automated decisions about you where:

• the decisions are necessary for performing or entering into a contract with you;
• the decisions are authorised by law; or
• you give your consent to us carrying out automated decision-making.

You can contact us to request further information about automated decision-making, and in some circumstances object to our use of automated decision-making, or request that an automated decision is reviewed by a human.

We would like to make sure the communications we send you and our interactions with you are as relevant to you as possible. As a result, from time to time, we may use information about you collected from public sources and from third parties (as described in the 'What personal information will be used' section above) to help us determine what Ford products and services you might be interested in. For example, analytics providers and advertising services may analyse the information they collect from online and other sources to provide us with information about your demographics and interests, such as inferences about your age range and the types of products or services that may interest you. We may then send you information about those products and services in accordance with your communications preferences, and use the information we hold about you to inform our customer service centres if you contact them. We may also work with third parties to show you tailored advertising on social media platforms or, if you have consented to the use of cookies, when you browse the internet/visit other websites. You can find out how to stop receiving marketing material from us in the 'Your rights' section below.

We keep your personal information in identifiable form for as long as is reasonably necessary to fulfil the purposes for which it was collected and as required to comply with applicable legal and regulatory obligations. This generally means holding your personal information for as long as one of the following apply:

• your personal information is reasonably required in order to provide the services you have requested;
• your personal information is reasonably required in order to protect and defend our rights or property (this will generally be the length of the relevant legal limitation period); or
• applicable laws or regulations otherwise require the retention of your personal information.

The lawful grounds that will be relied upon when your personal information is used

There are different lawful grounds that we rely on to use your personal information and we will collect and use your personal information in the following situations:

• where our use of your personal information is necessary to perform a contract or contracts that you are a party to, or to take steps that you request before entering into a contract. These contracts could include the conditions on which you enter a competition or agreements you enter into for service products, for example;
• where our use of your personal information is within our legitimate interests or the legitimate interests of the organisation with which we have shared your personal information and we have made sure that your personal information, and your rights in relation to that information, are protected. For example, we may rely on this legal ground if we and/or the companies within the Ford Motor Company group use your personal information to: understand and improve our (or their) products, services and/or business or marketing strategies; for research purposes; to manage and improve our relationship with you and for administrative purposes; to help find out what information, products and services are most likely to interest you and to send or show you information, offers, and online advertisements for these products or services; to personalise your experience of our products and services; to ensure that our products and services are delivered and used in accordance with the law and the terms and conditions that apply to them; and where necessary to protect or defend our or another's rights or property, or to detect, prevent, or otherwise address fraud, security, safety or privacy issues;
• where we believe it is necessary to use your personal information to comply with a legal or regulatory obligation;
• in limited circumstances where we believe it is necessary to protect someone's safety or vital interests;
• in certain circumstances, we may need to use your personal information for purposes which are in the public interest; and
• where we have your consent. We will rely on your consent to, for example, to use your personal information for marketing to you by email and text message. Where we rely on consent to use your personal information, you have the right to withdraw that consent at any time . Please see the 'Your rights' section of this notice for more details

Your rights

You have the right as an individual to find out what information we hold about you and for what purposes, as well as to access that information and make corrections if necessary. You also have the right in some circumstances to object to our use of your personal information, to ask us to restrict or erase your personal information or to request that your personal information is provided to you in a commonly used electronic format so th

Where you have consented to the use of your personal information (please see the section named 'The lawful grounds that will be relied upon when your personal information is used' for further information), you have the right to withdraw your consent at any time.

If you have questions or concerns regarding our use of your personal information, or would like to access the information that we hold about you or exercise any of the other rights you have in relation to your personal information, please contact us at:

Privacy Enquiry
PO Box 616
Hull
HU9 9PR
Email: see the privacy contact details published at www.ford.co.uk

We encourage you to contact us to update or correct your personal information if it changes or if the personal information we hold about you is inaccurate.

Ford and Ford Credit have appointed a Data Protection Officer. You can contact the Data Protection Officer via the privacy contact details published at www.ford.co.uk.

If you have a complaint about the way in which Ford uses your personal information we hope that in the first instance you will contact us. You may, however, also make a complaint to the Information Commissioner's Office, which is the authority that upholds information rights in the UK.

Changes to this notice

We may modify or update this notice from time to time. If we change this notice, we will notify you of the changes. Where changes will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient advance notice so that you have the opportunity to exercise your rights in relation to your personal information (for example, to object to the processing).

Repair, diagnosis and servicing for your Ford vehicle

When your Ford vehicle was manufactured it was assigned a unique number (the Vehicle Identification Number, or "VIN"). From the VIN we can tell certain information about your vehicle, including its model, age, the software it uses and its technical specifications.

In order to diagnose, analyse, repair or service your vehicle, the technicians working on it will need to collect the VIN together with certain diagnostic information and information about the current state of your vehicle (for example, what software versions it is using, its mileage etc.).

This information will be transferred to a system run by Ford so that the technicians working on your vehicle can be provided with vehicle-specific repair, maintenance and diagnostic information (such as wiring diagrams and vehicle software updates) and information about any past work carried out on your vehicle to assist them to diagnose, repair and/or service it and to enable them to maintain their records.

To make sure your vehicle has a comprehensive diagnosis record, information about what work is done to your vehicle when it is serviced or repaired will be linked to the VIN of your vehicle. This will be transferred to the system and stored so that Ford (or any third parties it authorises to use the system in this way) can make information about past repair or service available to any dealer or repairer anywhere in the world who needs to repair or service your vehicle.

The information held on the system is also used by Ford to enable the diagnosis, repair of your vehicle, to manage and administer warranties and similar products and services, for product safety and research and development purposes and to enable Ford to comply with its legal obligations.

In addition to the transfers of information described above, Ford may also pass this information to:

• companies in the Ford corporate Group for the purposes of research and development and analytics; and/or
• to companies in the Ford corporate Group and/or third parties where Ford believes this is necessary to comply with a legal or regulatory obligation, or otherwise to protect the rights of Ford, other companies in the Ford Motor Company corporate group, or the rights of any third party

You can find out more about the legal grounds we rely on when we use your personal information in the section named 'The lawful grounds that will be relied upon when your personal information is used' above.

Given the global nature of the system, VIN information is transferred to countries outside the European Economic Area by Ford. You can find out more about the international transfers of personal information in the section named 'Transferring your personal information internationally' above.

As this information is a formal record of your vehicle, we retain it for 20 years.

If you have any questions, or would like to access the information about your VIN held in the system or exercise any of the other rights you have in relation to your personal information (you can find out more about these above), please contact Ford at:

Privacy Enquiry
PO Box 616
Hull
HU9 9PR
Email: see the privacy contact details published at www.ford.co.uk

Burns Garages LTD

Privacy Policy Statement

Summary

The purpose of this policy is to set Burns Garages LTD and its commitment and procedures for protecting personal data.

The Directors regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with.

Introduction

In this policy, references to we, us or our (or words of similar import) means the Burns Garages LTD that processes your personal information (as defined below) and interacts with you (for example, the entity from whom you purchase a vehicle or other services).

In this Privacy Policy, references to you mean the person or data subject whose personal information (as defined below) we collect, use and process. This includes anyone who contacts us in connection with the purchase of a Vehicle and/or any goods or services we provide or otherwise interacts with us (for example, via a dealership).

In this Privacy Policy, references to website means any website owned and operated by or on behalf of any Burns Garages LTD.

We are committed to protecting your privacy. We will use your personal information in accordance with the General Data Protection Regulations 2018 (GDPR), and other applicable laws and regulations that relate to data protection and privacy.

Who is responsible for your personal information?

For the purposes of GDPR, we are the data controller in respect of your personal information that we collect and process as further described in this Privacy Policy.

We may share your personal information with other organisations that may receive and process your personal information as a data controller in their own right. Please see below for further information.

What information do we collect?

We may collect and process information about you, including your name, date of birth, address, contact details (including email address and mobile phone number), vehicle details, purchase history and data collected as part of any finance application or payment (including previous addresses, employment details, income and expenditure and bank account details). This information is referred to in this Privacy Policy as personal information.

In particular, we may collect and process the following personal information about you:

• Information that you provide by filling in forms, including those on our Website.
• A copy of your driving licence when you test drive a vehicle or are provided with a courtesy car.
• When you enquire about or purchase a vehicle or services we collect personal information to respond to your enquiry and to process and complete your purchase.
• If finance is required when purchasing a vehicle we will be required to collect further details including marital and housing status, number of dependents, previous address, occupation, employer, business address and bank details as well as a copy of driver’s licence, a proof of address (i.e. a utility bill) and any other relevant documentation. This information will be passed by the company with their permission to the finance companies and if they are approved for finance the copies of your documentation will be securely shredded after 3 months
• Details about the transactions you carry out with us including vehicle support services and vehicle purchases and purchases of other goods.
• CCTV footage in which you feature when you visit our premises. Burns Garages LTD use CCTV to monitor our premises, therefore, any image and potentially vehicle registration may be captured and stored for up to 28 days, depending on the system used.
• Information contained in and records of communications between us, including e-mails, letters and text messages. We also record calls between us for training, monitoring and quality control purposes.
• Details of your visits to our Website, including, but not limited to, traffic data, location data (including the country and telephone area code where your computer is located) and the resources that you access (including the pages of our Website that you view).
• We will collect information concerning your marketing preferences.
• We also collect information to enable third parties to carry out credit reference checks on you (if you are purchasing a vehicle on finance) and we will receive and process information about the outcome of those checks in order to complete your purchase.

If you provide us with personal information about another person, you must ensure that before you provide us with their personal information, you have their agreement to do so and that they are aware of the ways in which we use personal information as set out in this Privacy Policy.

We may also collect non-identifying information about your preferences in connection with our Website, for the purposes of enhancing and personalising your experience on the Website. We may provide our manufacturer partners and our advertisers with aggregate information about Website users. We may also use such aggregate information to help advertisers reach the kind of audience they want to target. We may make use of the personal data we have collected from you to enable us to comply with our advertisers' wishes by displaying their advertisement to that target audience.

How do we use your personal information?

We use your personal information in connection with our business activities. In particular, we may use your personal information in the following ways:

• to respond to queries from you regarding the possible purchase of goods or services;
• to carry out our obligations arising from any contracts entered into between you and us including purchase of vehicles and provision of services, and to respond to queries from you regarding those contracts;
• to manage and administer the relationships between you and us
• to notify you about changes to our services and to otherwise communicate with you; for example, we will use your contact details in order to respond to any queries that you submit to us; and
• to obtain feedback from you regarding us; and
• to provide you with reminders regarding your vehicle including, for example, when your vehicle is due to have a service or MOT undertaken.

In accordance with your preferences, we may also use your personal information to provide you with information about vehicles, services, promotions and offers that may be of interest to you. We may use your personal information in order to ascertain the vehicles, services, promotions and offers that are likely to be of particular interest to you. The section below entitled "What choices do I have?" explains how you can change whether to receive this information. Please note that, even if you choose not to receive this information, we may still use your personal information to provide you with important services communications, including communications in relation to any purchases you make or vehicle support services.

Your personal information may also be used by us, our employees, contractors or agents, and disclosed to third parties, in order to comply with any legal obligation (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us or to protect our rights, property or safety or those of our customers, employees or other third parties.

With whom do we share your personal information?

In connection with the above uses of your personal information, we may share your personal information with third parties as described below.

We may disclose your personal information to third parties in connection with our business activities, including in the following circumstances:

• We may pass your personal information to third party organisations that provide services to us (including assisting us with carrying out marketing activities).
• We may pass personal information to external agencies and organisations (including the police and other law enforcement agencies) for the purpose of preventing and detecting fraud (including fraudulent transactions) and criminal activity. We may also disclose personal information to the police and other law enforcement agencies in connection with the prevention and detection of crime.
• We may pass your personal information to a third party finance company for the purposes of them providing you with finance. Those organisations may carry out credit checks and may disclose your data to credit reference agencies for that purpose.
• In the event that we sell or buy any business or assets (including car dealerships), we may disclose personal information held by us about our customers to the prospective seller or buyer of such business or assets. If we or substantially all of our assets are acquired by a third party (or subject to a reorganisation within our corporate group), personal information held by us about our customers will be one of the transferred assets.
• We may pass your personal information to third parties if we are under a duty to disclose or share your personal information in order to comply with any legal obligation (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us or to protect our rights, property or safety or those of our customers, employees or other third parties;
• In the event of a new car purchase we are contracted to pass your personal information to the relevant franchise manufacturer partner relating to your vehicle.
• We share your personal information with manufacturers because:
• It is our legitimate interest to do so, as we are required to do so as part of the terms of our agreement with the manufacturer and to maintain our on-going relationship with the manufacturer;
• It is required to fulfil your order or other transaction, handle complaints or provide you with a service or information you have requested.
• It is in the manufacturers legitimate interest to have that information to enable it to communicate important information to you, better understand customer demographics and requirements and (where you agreed to receive marketing communications) to send you information that it believes may be of interest to you and
• It is also in your interest that we share your personal information with the manufacturer, so that you can receive important safety information and other relevant communication
• The manufacturer has its own responsibilities to you for any use it makes of your personal information and will have its own privacy notice which will provide you with more information about how the manufacturer uses your personal information. You can contact the manufacturer directly if you require more information about how the manufacturer will use your personal information or if you want to exercise any of your rights in respect of the manufacturer's use of your personal information.

We may share non-personal aggregate statistics data about visitors to our Website, sales and traffic patterns with members of Burns Garages LTD and other parties.

Data Collection: Legitimate Interest

We will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, by completing a form, online applications, Finance Applications, or via telephone. The lawful basis we have chosen to enable Burns Garages LTD to carry out its duties as provider to its customers and perspective customers and other legitimate commercial functions and responsibilities to data subjects is Legitimate Interest. This decision has been made after carrying out a Legitimate Interest Assessment (LIA) When collecting data, we will ensure that the Data Subject:

• Clearly understands why the information is needed
• Understands what it will be used for
• Understands that legitimate interest is the lawful basis used for its collection and use.
• Has received sufficient information on why their data is needed and how it will be used
• Is, as far as reasonable practical, competent enough to understand the legal basis under which the data is collected and the used
• If only partial consent is given the system must be capable of screening out any unauthorised use.
• Consent can be withdrawn in the same manner of ease as opted in at anytime

Protecting your personal information

Our security procedures mean that we may occasionally request proof of identity before we are able to disclose sensitive information to you.

Information and records relating to sales/service/parts users will be stored securely and will only be accessible to authorised staff.

Information will be stored for only as long as it is needed or required and will be disposed of appropriately. It is our responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party.

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the GDPR Directive 2018. Please note that under GDPR enforcement ‘the Cloud’ will not be exempt.

What choices do I have?

If you think the personal information we hold about you is inaccurate or incorrect, you can request that we correct this information (including your marketing preferences) by writing to us using the details below. Data subjects who wish to have their information the Company holds about them removed, a request in writing is required to Burns Garages LTD, Canal Street, Congleton, CW12 3AA or by using the form on our Contact page - as long as their information is not pertinent to the completion of a contract or required for any legal reason it will be removed.

Once the request has been received in writing, the request will be processed without undue delay within 1 calendar month. In accordance with ICO guidelines our policy is that with regards to instructions to desist in marketing that electronic communications stop within a maximum of 28 days of receiving the notice, and postal communications stop within a maximum of two months.

If the data subject is concerned that we are not using their information in accordance with the law, or are not satisfied with our response to a request made above, then they can complain to the Information Commissioner’s Office. Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 0303 123 1113.f

Access to your personal information

GDPR gives you the right to access your personal information. Data subjects may request, at any time, a copy of the personal information the Company holds about them, please contact us using the details below. Full details can be obtained by requesting a copy of our Subject Access Request Policy.

How to contact us

If you have any questions, comments or requests regarding this Privacy Policy, please feel free to contact us by writing to us at Burns Garages LTD, Canal Street, Congleton, CW12 3AA or by using the form on our Contact page.

Policy changes

If we decide to change this Privacy Policy, we will post the updated Privacy Policy on our Website so that you are always aware of what personal information we collect, how we use it and under what circumstances we disclose it. The updated Privacy Policy will take effect as soon as it is posted on our Website.

Company information

Burns Garages LTD
Canal Street
Congleton
CW12 3AA
Company No: 0494479

Burns Garages LTD is authorised and regulated by the Financial Conduct Authority (firm reference number is 648941)

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