Carter and Haines Ltd, a company collectively referred to as "Carter and Haines", "C&H", "we", "our" or "us" in this notice.
This notice aims to explain what personal data we collect from you and how it will be used by us and why.
Carter and Haines takes the security of your data seriously and adheres to the United Kingdom Data Protection Act 1998 and the General Data Protection Regulation 2016/679 which comes into effect from 25th May 2018.
Carter and Haines will be the Data Controller of any personal data we collect about you.
This notice applies whether you visit one of our trading addresses, this website or communicate with us by email, phone, fax or face-to-face.
By your provision of personal information to us, you consent to our processing personal data about you where this is necessary under the laws of the United Kingdom and other countries where our service providers may be domiciled.
Collection of general data and information
Given that the internet is a global environment, using the internet to collect and process personal data necessarily involves the transmission of data internationally. Therefore, by browsing this website and communicating electronically with us, you acknowledge and agree to our processing of your personal data in this way.
Our website collects a series of general data. This general data and information is stored in the server log files.
General data includes:
- the browser types and versions used;
- the operating system used by the accessing system;
- the referring website from which an accessing system reaches our website;
- the date and time of access to the website;
- the Internet Protocol address (IP address);
- the internet service provider of the accessing system, and;
- 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 infer any conclusions about visitors. The information is needed to deliver the content of our website correctly, optimise the content of our website, ensure the long-term viability of our information technology systems and website technology, and provide law-enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. We only analyse anonymously-collected data and information statistically 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.
We respect your right of privacy. If you tell us that you do not wish to have your personal information used in the ways we have specified, we will respect your wishes, except where there is a Legitimate Interest, such as servicing a contractual agreement you have with us.
We will only collect relevant data to enable us to carry out the service you have requested or accessed. Below we have set out in more detail about the personal data we collect and why we collect it. We only hold your data for as long as it is necessary to conduct the duties it was collected for, as required by law or as set out in any relevant contract we have with you.
Contacting us online
If you make an enquiry using our contact form on the website we require your name and email address for us to be able to respond to your enquiry.
Sell your car (via website enquiry form)
If you request a valuation of your current vehicle using our website enquiry form, we require your vehicle details, including registration number, mileage, name, email address and telephone number so that we can send you an indicative valuation. If you decide not to proceed with your valuation we will delete your details within 4-weeks after the expiration of your valuation.
Selling your car to us
If we buy your car from you, at the point of sale, under a Contractual Obligation, we require specific personal details to establish your identity, proof-of-ownership and other details needed to fulfill the purchase and collection of the vehicle, including your name, email address, home and collection address, a copy of your driving licence, a copy of the full V5 Certificate, a copy of the vehicle's service history, a copy of a recent utility bill (if needed), finance details (if needed to settle outstanding finance), and bank details for payment. Your details will not be used for marketing purposes unless you provide consent for us to do so.
Source your car (via website enquiry form)
If you ask us to source a car for you using our online form we require your name, telephone, email address and postcode so that we can contact you with details of vehicles we may find on your behalf. If you decide not to proceed with our car-sourcing service we will delete your details within 4-weeks after the expiration of your valuation.
Buying a car from us
If you purchase a vehicle from us, at the point of sale, under a Contractual Obligation, we will collect your full name, address, contact number, date of birth, driving licence details, 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 require finance to purchase your car, 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 for 7 years. At the end of your finance agreement we may contact you to discuss your end-of-finance arrangements and, where applicable, make the required arrangements to fulfil the contract; for example, end-of-finance term vehicle return and appraisal.
If you book 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.
If you permit us to publish a review on our website, we will only do so using the information you supply and agree can be used. If you wish to remove a review you have supplied you can do so by contacting us using the email address you used to supply it, by telephone or by using our contact form on this website. We may ask you to provide proof-of-identity to establish you as an existing client. Please allow 5-working-days for removal of a review.
If you enter one of our competitions, we require your name, email address and telephone number so that we can contact the winner.
How we may use your personal data
If you consent to receive communications promoting our services or products, you have the right to opt-out at any time by contacting Carter and Haines using the contact details at the foot of this page, via our contact form or by email.
For Contractual Obligations
We may use and process your personal data where it is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract with you, including for the following purposes:
- Perform a contract with you and to fulfil and complete your orders, purchases and other transactions entered into with us (or one of our selected partners; for example, vehicle movement, vehicle finance, insurance products, vehicle warranty).
- Because you have asked us to take specific steps before entering into a contract with us; for example, made an enquiry about selling or purchasing a vehicle or asking for a valuation.
- The purchase of a vehicle.
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:
- The prevention of fraud and other criminal activities;
- To undertake credit checks for finance;
- To correspond and communicate with you;
- To comply with a request from you in connection with the exercise of your rights; for example, where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression list in order to be able to comply with your request.
Accuracy of data
In order to keep our data up-to-date and ensure accurate improvements are made to our database; for example, consolidating records we hold about you.
We may need to process your data to manage your queries, complaints or claims which may result in us contacting you using the contact details you have previously provided.
We may need to process your personal information to contact you if there is an urgent safety or product recall notice and we need to tell you about it.
We may process your personal information to comply with our legal requirements; for example, to register your car with the DVLA or to comply with lawful requests from a public or criminal investigatory body.
We do not sell your information to third-parties. We will not share your details with third-parties other than those agents and service providers used to meet your requirements; and then only the minimum needed to provide the service.
You have a right to apply for a copy of the information about you that we hold and to have any inaccuracies corrected by contacting us using the contact page on this website, by email or at our postal address below.
The law says we have to give you this information within 30-days, unless the request is excessive and we have to dig deep for it, in which case we may take a little longer and levy a charge of PS10 pounds sterling, but we will contact you to tell you if this happens.
Access to personal information
You have the right to ask for a copy of the information we hold about you by emailing or writing to us. This will be provided to you in a readable file format (CSV) free-of-charge. We may refuse to provide you with a copy of (or portions of) your information if it concerns other individuals or we have a lawful reason to withhold that information. To fulfil your request, we will ask you for information to confirm your identity and, where applicable, to help us search for your personal information.
Correcting and updating your personal information
If we have information about you that is incorrect, you have the right to ask us to amend it.
Erase or restrict the use of your information
Provided we do not have any continuing lawful reason to continue to use and process your personal information, you can ask us to remove from our systems.
Where we rely on your consent as the legal basis for processing your personal information, as set out under 'How we may use your personal data' 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 by the same means or by opting-out using the mechanisms provided within our emails. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
If you register with the website, the password you provide is encrypted to ensure protection against unauthorised access to your personal information.
We invest in high-quality security and do our utmost to protect user privacy. No data transmission over the internet can be entirely secure, and therefore we cannot guarantee the security of your personal information and/or use of the website. Any information that you send is at your own risk and may be read by others. However, once we have received your personal information we use strict procedures to protect the security of your personal information.
Complain to the data protection regulator
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. The contact details are:
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Changes to this Policy