We take our responsibility of looking after our customer’s details seriously. This policy explains how we look after your data and your rights regarding your data.
In order to give you a quotation and / or book you an appointment to have work carried out by us, we ask for details such as tyre size, vehicle details, your name and contact telephone or email. We use this information solely as you would expect to produce a quote and order goods if necessary, and book appointments. This may involve calling or emailing you back to deal with your query / quote effectively. We may follow up with you to check you have the information you need. This information will be kept securely.
In order to produce a customer invoice we ask for these details:
- Name, Address
- Telephone Number And / Or email address
- Car make, model, registration
- Mileage – only if requested by customer
- Product details (tyre, wheels, etc)
- We may note where the work has been done e.g. which tyre has been replaced
- If we give an advisory on the invoice e.g. if your tyres must be replaced / are not roadworthy
- How the service / product is paid for.
We ask for these details above to allow us to identify the sale with yourself in case of issues with the sale, complaints, potential claims and enables us to tell you what you purchased last and when, the need to contact you (via ourselves or the tyre manufacturer directly) if there is product recall or for example you have left something at our premises such as a locking wheel nut key.
This customer data is held by us on our online computerised sales system. We take all reasonable steps to protect the data on this system via our system supplier which is governed by data protection regulations. They are not allowed to sell on or pass on the data within this system and will only access it if requested by ourselves or UK authorities. We also keep a paper copy of all invoices which are kept securely.
If you pay by debit or credit card, these details are used in the desk payment terminal and we use this in a PCI (Payment Card Industry) compliant way. You are given one credit / debit card receipt and we keep the other in case of fraud or issues with payment. These details are kept securely and the payment receipt (not the invoice) will be disposed of by secure methods 3 months after the end of the month of the sale.
For customers who make purchases over the phone or online, we keep the same customer details as above and look after your details in the same way. Credit card or debit card details are destroyed once used via the desk payment terminal, and one receipt is posted to you and we keep the other securely together with the invoice. If you choose to make payments via Paypal, Paypal is responsible for processing and maintaining your data securely.
We will only keep your data for appropriate periods of time to meet any legal or regulatory requirements, limitation periods and to protect ourselves against claims and to enable us to enact product recall notices. This is usually not longer than 7 years.
The legal grounds under which we collect this data is as follows:
Legal obligation – we collect details as part of our obligation to hold invoice details for accounting purposes, taxation, VAT etc and to ensure we can meet any request to comply with any legal obligation or request from a governmental authority (including a regulator).
Legitimate interests – we collect details for our legitimate interests in operating and protecting our business and providing you with goods or services. This may include defending ourselves against a complaint or claim and us effectively dealing with this ourselves or through our insurers. We may need to contact you in case of safety issues such as a product recall. We only collect data as above that you would reasonably expect us to collect.
We will not sell or pass on your data to any third parties except as follows:
- If we are under a duty to disclose or share your personal information to comply with any legal obligation placed on us or in response to a request from a governmental authority (including a regulator and DVLA), e.g. Police, Fraud investigators, Money Laundering investigations, HMRC,
- To protect the rights, property or safety of our Business and our staff, customers, or others e.g. debt recovery agencies, our insurers and professional advisers.
- If we sell, close our business and sell parts of it or buy any business, this data may be part of the transaction.
Data for Marketing
We would like to be able to contact you for marketing purposes but you can choose to agree to this or not. You would need to specifically agree to this if and when asked (for example at point of sale). Subsequently you can ask to withdraw your consent for this purpose at any time by emailing us or telephoning us ([email protected] or 01926 88 77 22).
Our Website (www.bespokewheels.co.uk)
We can monitor the use of our website to improve it and for internal administration and analysis.
If you use the contact form on our website we will only use your personal data in an appropriate way to answer your query. We will look after your data as set out in this policy. The legal grounds for collecting this data in this specific case is your consent.
We collect non-personally identifiable information through the use of “cookies”, which help us to know how many people visit us and where visitors go on our site. By non-personally identifiable information, we mean information about the browsers, operating systems, Internet service providers and other similar information that those visiting our website use. This non-personally identifiable information is in aggregate form and anonymous and will not be identified with or lead us back to any of our visitors.
We collect IP addresses to obtain aggregate information on the use of our website. An IP address is a number assigned to your computer by a Web server when you’re on the Web. We only use this information in aggregate, such as how many users entered a specific area of our site, and not to track a specific IP address to identify an individual user. However, we may use such information to identify a user if we feel that there are or may be safety and or security issues or to comply with legal requirements.
We use third parties to manage and host our website. However these parties are bound by data protection laws and are duty bound to protect your privacy at all times.
By visiting our website, you agree to the collection, storage and processing of your information in the manner set out here.
Our Online Community
There is an area on our website where you can register to be part of our online community. This is an active sign up methodology which is compliant with the Privacy and Electronic Communications Regulations (PECR). You provide your name and email address only, to be registered for this and by doing so you agree, as it explains on the website, to receive emails from us from time to time relating to ‘all things tyres and wheels’ e.g. special offers, new products and services, safety information. With every email we send you, you always have the option to unsubscribe to this service, at which point your data (name and email) is removed from the system.
Your name and email address is stored securely by the organisation we use for our online community. We will not sell or pass on our online community list to any third parties. If we sell or close our business and sell parts of it, this data would be part of our online community database.
Sharing your data
In certain circumstances your data is shared with third parties for example with the company that hosts our sales system. The companies with which we share data are governed by data protection laws and are therefore duty bound to protect your privacy at all times.
Your rights regarding your personal information
- Request to see the personal information we hold about you and request details as to how we process your data
- Request we correct any inaccurate personal information we hold about you
- Request us to remove your personal information in certain circumstances, but this will be subject to meeting our legal obligations and legitimate interests
- Request we stop using your data for marketing purposes at any time.
If you wish to make any such request, please speak to Marcus or Anna at our premises in Warwick or call (01926 88 77 22) or email us ([email protected]). We will respond to any request in a reasonable timeframe i.e. within 30 days, subject to any exemptions stipulated in data protection law.
You are also able to lodge a complaint with the UK Information Commissioner via www.ICO.org.uk.
We may update this policy at any time and will publish any updated version here on our website. Please check this page from time to time to see if the policy has been updated and to check you are happy with the changes.
Bespoke Wheels Ltd
Company registration number: 04694018
Registered office: Unit 2, Block B, Harriott Drive, Heathcote Industrial Estate, Warwick, CV34 6TJ
Email: [email protected]
Tel: 01926 88 77 22