PRIVACY STATEMENT AND PRIVACY NOTICE
Our Privacy Statement
At Waylands we will keep you informed of how we collect, store and process your personal data with security being a primary factor in everything we do.
As you may know we have to keep some of your personal data, such as your name, email address, payment details and driving licence details to enable us to sell a vehicle to you or carry out some aftercare work, such as warranty.
Your personal data is managed securely and is not sold to any third parties. We only pass personal data to businesses that need your personal data for legitimate reasons, such as the DVLA or our manufacturer partner. Further information on this can be seen in the privacy policy below.
Finally, we will always give you the option not to receive marketing communications from us and you can always update your marketing preferences through our Marketing Department via the following contact methods:
Post: Marketing Department, Waylands Automotive Ltd, Imperial Way, Reading, Berkshire RG2 0BF
Phone: 0118 207 0888
Email:data@waylands.co.uk
The contents of this statement may change from time to time, so you may wish to check this page occasionally to ensure you are still happy to share your personal data with us. Where possible we will also contact you directly to notify you of any changes.
Below is our detailed Privacy Notice which is live from 25th May 2018.
PRIVACY NOTICE
Waylands Automotive Limited ("we, “us” or “our”) are committed to protecting and respecting any personal data that our current, former and potential customers (jointly referred to as “customers” or “you”) share with us.
This statement describes what types of personal data we collect from you, or that you provide to us, how it is used and processed by us, how we share it with others, how you can manage the personal data we hold and how you can contact us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
When visiting www.waylands.co.uk (and any sub-domains unless expressly excluded), www.volvocarsreading.co.uk (“our websites”), our social media pages e.g. https://www.facebook.com/WaylandsVolvo/?fref=ts or using our live chat available through those websites you will be asked whether you accept and consent to the practices described in this notice.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data and what your rights are.
For the purpose of the Data Protection Act 1998 (the Act) and the new General Data Protection Regulation, the Data Controller is Waylands Automotive Limited (Company No: 10253292 of Imperial Way, Reading, Berkshire RG2 0BF. If you have any questions about how we process your personal data, please contact data@waylandsautomotive.co.uk.
WHAT PERSONAL DATA DO WE COLLECT FROM YOU AND FROM WHERE?
We will collect information about you and your vehicle when you use Waylands websites, complete forms on our social media pages, use our live chat facility, visit our dealerships, correspond with us over the phone, email or otherwise contact our Customer Engagement Centre. We may also collect personal data about you from third parties e.g. GForces/Autotrader if you submit an enquiry to them about our services.We will collect some or all of the following data about you:
-Name (Including Title)
-Address
-Phone Number
-Date of Birth
-Email Address
-Vehicle Information (including registration number, VIN, service reminders, mileage and warranty repair information)
-The date and time you used our services
-Your IP Address
-The internet browser and devices you are using
-Cookie Information (please see section on Cookies for further information)
-The website address from which you accessed our site
-Details of any transaction in our dealership
-Voice recordings of calls you make to our dealerships or Engagement Centre
-“Live Chat” Records
-Marketing and communications data which includes your communication preferences in receiving marketing from us.
HOW DO WE USE THIS PERSONAL DATA?
Waylands will only process personal data for the purpose it has been collected.
We use personal data held about you in the following ways and on the following legal bases:
A. Processing data to contact customers with marketing information that we believe the contents are relevant, appropriate and would benefit the customer.
B. Processing necessary for us to support customers with sales and other enquiries:
a. To respond to correspondence you send to us and fulfil the requests you make to us (for example test drives, service requests, brochure requests or information about specific vehicles);
b. To provide vehicle support and services (for example warranty services, service reminders, product recalls).
C. Processing necessary for us to understand customers’ and drivers’ needs with a view to continually improving services:
a. To analyse, evaluate and improve our products and services so that your dealership experience, website experience, customer engagement centre and bodyshop centre can be improved. (This will generally involve multiple participants and it does not identify you personally);
b. To undertake market analysis to help us understand you better as a customer and tailor our marketing information to be more relevant to you as an individual;
c. In some case we may use automated methods to analyse, combine and evaluate. For example, when your mileage suggests you are due a service – we will send you tailored communication to the effect.
D. Processing necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns:
a. holding personal data for marketing purposes;
b. Obtaining your marketing preferences and/or marketing choices that you have provided to any of our dealerships for the purposes of sending you e-marketing communications.We will only contact you from the dealership you have an existing relationship with.
c. Contacting you with marketing information by phone or post from time to time.We will only contact you with information about our own products and services and you can ask us to stop at any time.We will not contact you in this manner if you are registered on the Telephone Preference Service or Mail Preference Services (as applicable) or have asked us not to;
c. To send or provide you with marketing information by email, text, phone or post from time to time for the next 7 years after you have purchased a product from us or for the next 3 years after you have visited our workshop. We will only contact you with information about our own products and services which you can stop at any time by following the information on the marketing communication or otherwise asking us to stop;
d. To contact you from time to time with marketing information (unless you object) if you have expressly indicated to us that you are acting on behalf of a business or where we have obtained your business contact details. In relation to any such information we send by email or SMS, we will include an option allowing you to object to receiving future messages by unsubscribing;
e. To contact you with targeted advertising delivered online through social media and other platforms operated by other companies unless you object. You may receive advertising based on information about you that we have provided to the platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it has received from us. To find out more please refer to the information provided on the help pages of the platforms on which you receive advertising from us;
f. To identify and record when you have received, opened or engaged with our website or electronic communications (please see our Cookie Policy for more information);
g. To administer competitions and promotions that you enter with us from time to time and to distribute prizes.
E. Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively:
a. To verify the accuracy of information that we hold about you and create a better understanding of you as a customer;
b. For network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access;
c. 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 lists in order to be able to comply with your request).
d. To inform you of updates to our terms and conditions and policies.
HOW DO WE SHARE THIS INFORMATION?
We will not sell your information to third parties. However, we may from time to time disclose your information to the following categories of companies or organisations to which we pass the responsibility to handle services on our behalf.
We take steps to ensure that any third-party partners who handle your information comply with data protection legislation and protect your information just as we do. We only disclose personal information that is necessary for them to provide the service that they are undertaking on our behalf. We will aim to anonymise your information or use aggregated non-specific data sets where ever possible.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to comply with our legal obligation or perform the contract we have or are trying to enter into with you (for example, to provide you with hire purchase agreement). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it as explained above, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
WHERE WILL WE STORE YOUR INFORMATION?
We hold your information in the UK, however some third-party service providers may store data in the US.Where we transfer data with third parties based in the US, we insist partners are members of the approved EU-US Privacy Shield scheme which requires them to provide similar protection to personal data shared between Europe and the US.
HOW DO WE KEEP YOUR DATA SECURE?
Once we have received your personal data, we will use strict procedures and security features to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your computer or browser and therefore when your data is transmitted to our site; any transmission is at your own risk.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
We will not hold your personal data in an identifiable format for any longer than is necessary. If you are a customer or otherwise have a relationship with us we will hold personal information about you for a longer period than if we have obtained your details in connection with a prospective relationship.
If we have a relationship with you, (for example you are a customer or the registered driver of a leased or other vehicles purchased from us, a service customer of one of our dealerships, a customer or one of our approved Bodyshops) we will ultimately hold your data as follows:
The only exception to the periods mentioned above are where:
YOUR RIGHTS?
You have the right as an individual under data protection law to carry out the points below. In relation to most rights, we will ask you for information to confirm your identity and, where applicable, to help us search your personal data. Except in rare case we will respond to you within 30 days after we have received any request (including any identification documents requested).
You have the right to:
You can exercise the above rights and/or manage your information by contacting us as below:
Post: Marketing Department, Waylands Automotive Ltd, Imperial Way, Reading, RG2 0BF
Phone: 0118 207 0888
Email:data@waylands.co.uk
If you have any specific data protection concerns or a complaint, you can address it to our CRM Team at data@waylands.co.uk.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
YOUR DUTY TO INFORM US OF CHANGES
It is important that the personal data we hold about you is accurate and current. Please help us by keeping us informed if your personal data changes during your relationship with us.
COOKIE POLICY
What are cookies?
Cookies are small text files that are stored on your computer or mobile device when you visit a website. They allow the website to recognise your device and remember if you’ve been to the website before.
Cookies are very common web technology most websites use cookies and have done for years. Cookies are widely used in order to make websites work more efficiently, as well as providing information to the owners of websites.
Cookies are used to measure which parts of the website people visit and to customer your experience. Cookies also provide information that helps us monitor and improve the website’s performance.
When you visit Waylands internet sites we may send you a cookie. We may use cookies in the following ways:
We cannot identify you personally in this way.
Two types of cookies may be used on Waylands internet sites: session cookies, which are temporary cookies that remain in the cookie file of your browser until you leave the site, and persistent cookies, which remain in the cookie file of your browser for longer, (how long will depend on the lifetime of the specific cookie).
Our 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 by GForces is stored on Amazon’s web servers in the EEA. GForces' wholly owned overseas subsidiaries sometimes need to access Personal Data in order to provide certain support and development services on behalf of GForces. Please see GForces’ privacy policy at https://www.gforces.co.uk/privacy-policy/ for more details on its overseas subsidiaries and the protections in place.
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, the searches you conduct 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 if you visit our website.
If you conduct a vehicle search on our website, GForces deposits a record of the search on your device. If you visit our website again, GForces accesses that record and offers you the option to replicate your previous search to save you time repeating it. It also uses that record to present recommended alternatives to the vehicles you previously viewed. In order to do this, GForces sends details of your previously viewed vehicles (without any personal information) to Amazon Web Services, which produces the recommendations using machine learning. If you don’t want search records to remain on your device, you can clear local storage in your browser. To find out how to manage website data (Local Storage) on popular browsers, see the links below. For information relating to other browsers, visit the browser developer's website.
• Google Chrome - https://support.google.com/chrome/answer/2392709
• Microsoft Edge - https://support.microsoft.com/en-gb/help/4468242/microsoft-edge-browsing-data-and-privacy
• Mozilla Firefox - https://support.mozilla.org/en-US/kb/storage
• Microsoft Internet Explorer - https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
• Apple Safari - https://support.apple.com/en-gb/guide/safari/sfri11471/mac
Disabling/Enabling Cookies:
You can accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all the interactive features of our websites if cookies are disabled.
You can find information on how to disable or enable cookies by visiting www.allaboutcookies.org
SECURITY
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
LINKING
Our sites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.Please check these policies before you submit any personal data to these websites.
This version was last updated on 17th May 2018 and historic versions can be obtained by contacting us.
Volvo Cars Information Notice
Controller
Volvo Car UK Limited registered in England, with company number 02281044 and having its registered address at Scandinavia House, Norreys Drive, Maidenhead, Berkshire SL6 4FL, hereinafter referred to as “VCUK”, “we”, “our” and “us”, will as controller process your personal data as described below.
Purpose and legal basis for processing
We process the personal data that you provide in connection with your contact with one of our authorised retailers and repairers including the purchase of products branded VOLVO and services for such products. The purpose of our processing is to administer your enquiry and purchase (from purchase to delivery) including necessary contacts with authorities for official registration of the vehicle as applicable, follow up on the delivery to ensure your satisfaction and to communicate updates related to the products and services that you have purchased. If you have ordered a service of your vehicle, the workshop needs - at the time of the service - to download information from your vehicle and send this to us for analysis in order to be able to perform the service. We may also use your personal data in sales statistics, research and development. The legal basis for all of the above processing is “legitimate interest”.
In addition to the above, we may also process your personal data for marketing purposes and this would include the processing of your eventual response and interactions with the digital marketing communication that you receive and your purchase history in order to deliver relevant and high quality marketing communication and for statistical purposes. Your personal data would in this context be used for online and social profiling purposes in order to enhance our marketing communication. If you have accepted our use of cookies, we combine your personal data with your online behaviour on our websites when possible. The legal basis for our processing of your personal data for these marketing purposes, is “consent”. You have the right to withdraw your consent to our processing of your personal data related to marketing purposes at any time. Please refer to our Customer Privacy Policy at www.volvocars.co.uk/privacy for details on how to withdraw or amend your consent.
Disclosure and Transfers
Your personal data will be disclosed to and processed by your selected retailer/repairer, our affiliates and our business partners for the above purposes. Your personal data will also be disclosed to Vehicle Registration Authorities when applicable. Your personal data will furthermore be disclosed to and processed by our parent company Volvo Car Corporation (a Swedish legal entity with registration number 556074-3089). In relation to our business partners located outside of EEA, we will transfer your personal data on the basis of the Standard Contractual Clauses adopted by the European Commission.