One Stop Car Shop is a trading name of The Car Shop NW Ltd, a registered company under the number 68310357. The company retails used motor vehicles, provides aftersales warranties and associated products, servicing and repairs, and finance packages through third parties.
One Stop Car Shop takes the security of your data very seriously and strictly adheres to guidelines published in the United Kingdom Data Protection Act 1998 and the General Data Protection Regulation 2016/679 which is applicable from 25th May 2018. We are notified as a data controller with the ICO (Information Commissioner’s Office) under registration number ZA085111. Any questions relating to this notice and our privacy practices should be sent to email@example.com and marked for the attention of our Data Protection Officer.
This notice applies whether you visit our showroom, our website, our social media page, telephone us, make contact through a third party advertising agency, (for example, Autotrader) or contact us on live chat and aims to provide you with information about:
- Personal data we collect
- How we may use your personal data
- Your legal rights relating to your personal data, how we store it, how long we store it for and how we destroy it.
It is the responsibility of our Data Protection Officer and all Employees of One Stop Car Shop who interact with data subjects to ensure that this notice is drawn to the attention of the data subject and obtains their consent to the collection and processing of their data prior to doing so.
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. You may withdraw consent at any time by emailing firstname.lastname@example.org or in writing at the address below.
Personal data we collect
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 review our retention periods regularly and will only hold your data for as long as it is necessary for the original purpose it was collected for, as required by law or as set out in any relevant contract we have with you.
If you enquire about one of our vehicles we require your name, email address and contact telephone number to able us to respond to your enquiry. We will continue to discuss your enquiry with you for up to 3 months.
Contact by phone
Should you call our dealership, or should we contact you in response to an enquiry, your phone call may be recorded and will be retained for a maximum of 3 months. The recording will be used for quality and training purposes only. If during the telephone call we collect your data we will follow up the call with an email to confirm we need your consent to keep your data on record.
If you book a test drive, we require a copy of your driving licence. We will also need your NIC number to carry out a DVLA check on your driving record. We will store a copy of these in case of any speeding, parking or other motoring offence that may occur. We will keep them for 6mths.
If you decide to purchase a vehicle from One Stop Car Shop at point of sale we will collect your full name, address, contact number, proof of Id, 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. We will send your details to AA Warranty for the purpose of warranty registration or internally to our in house aftersales department. This information will be stored for a period of 7 years to comply with H M R C regulations.
If you require finance for your vehicle purchase, 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 within your deal file which will be stored for 7 years. At the end of your finance agreement we may contact you to discuss your future requirements.
To make a vehicle service or MOT booking or aftersales repair, we require your name, contact information and vehicle details. This information is required so that we can arrange your booking for you and send you your booking confirmation through your preferred contact method (email or SMS).
If you have purchased a vehicle from One Stop Car Shop or you have previously had a service/repair with us our aftersales system will have stored your information, along with your service and MOT due date. We may send you our yearly service/MOT reminder as we feel it will be in your Legitimate Interest to know when these events occur. You can object to receiving these reminders at any time.
Sell your car
If you request a valuation for your current vehicle we require your vehicle details including registration number, mileage, plus your name, email address and telephone number so that we can send you your indicative valuation. If you decided not to proceed with your valuation we will delete your details within 3 months after the expiration of your valuation.
On Site Visit
We operate CCTV on our site to monitor our premises, therefore your image and vehicle registration may be captured and stored for up to 14 days.
If you enter one of our competitions, we require your name, email address and telephone number so that we can contact the winner. Competitions are subject to terms and conditions.
One Stop Car Shop will process personal data for no longer than is required and will store the data in line with all regulatory laws. If you purchase a vehicle from us it will remain in our systems for no longer than 7 years. If you make an enquiry only that does not result in a purchase it will remain in our systems for no longer than 6 months. Physical copies of your deal/enquiry will be securely shredded after this time.
How we may use your personal data
Under the EU’s GDPR personal data is defined as: "any information relating to an identified or identifiable natural person (data subject) an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of the natural person"
We may use and process your personal information where it is necessary for us to pursue our Legitimate Interest as a business. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose and does not constitute an invasion of your privacy. Our aim is not to be intrusive and not to ask irrelevant or unnecessary questions. The information you provide will be subject to measures and procedures to minimise the risk of unauthorised access or disclosure. Below we have listed to specific examples:
Where there is a legitimate interest;
For 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.
For accuracy of data In order to keep our data up to data and accurate improvements made be made to our database e.g. by consolidating records we hold about you.
General Administration We may need to process your data to manage your queries, complaints, or claims and may result in us contacting you by the contact details you have previously provided.
Where required to perform a Contract with you;
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;
- To exchange information for warranty/ aftersales to the relevant manufacturer of your vehicle.
- The purchase of a vehicle
Where it is in your Vital Interest;
We may use your personal information to contact you if there are urgent safety or product recall notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information may prevent or reduce any potential harm to you.
Where required to comply with our Legal Obligation;
We will use your personal data to comply with our Legal Obligation including: (i) to assist HMRC, the Police, the Driver and Vehicle Licensing Agency (DVLA) or any other public authority or criminal investigation body; (ii) to identify you when you contact is; and (iii) to verify the accuracy of data that we hold about you.
Collection of general data and information
Our website collects a series of general data. This general data and information is stored in the server log files. General data includes (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) 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 draw any conclusions about visitors. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, we only analyse anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our enterprise, and 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.
Will One Stop Car Shop share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to One Stop Car Shop in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with One Stop Car Shop’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for your information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received your request.
Right of access
You have the right to ask for a copy of the information we hold about you
Right of rectification
The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information we hold about you. In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold about you is inaccurate or out of date, please let us know by contacting us via the details at the end of this notice.
Right of withdrawal
Where we rely on your consent as the legal basis for processing your personal information, as set out under ‘How we 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. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
Right to restriction of processing
In certain circumstances, you may ask for your personal data to be removed from our systems by emailing or writing to us at the address at the end of this notice. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.
You may also ask us to restrict processing your personal data in the following situations;
- Where you believe it is unlawful for us to do so.
- You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.
In these situations, we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company in connection with legal proceedings.
Right to object
You have the right to object to certain types of processing such as direct marketing. You also have the right to object to automated processing, including profiling
Right to judicial review In the event that One Stop Car Shop refuses your request under rights of access, we will provide you with a reason as to why. You then have the right to complain as outlined in our complaints section.
Right of portability You have the right to have the data we hold about you transferred to another organisation. N.B. We may not provide you / transfer you a copy of your data if this concerns other individuals or we have another lawful reason to withhold that information.
Complaining to the UK 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. Please visit the ICO website for further details. Their contact information is ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Telephone number 03031231113.
How to contact us
Please contact us if you have any questions about our privacy notice or information we hold about you:
By email: email@example.com
Or write to us at: Data Protection Officer, One Stop Car Shop, Westlink Industrial Estate, Chaddock Lane, Astley, Manchester M28 1DN.
Changes to your Privacy Notice & Cookies Policy
Any changes we make to our Data Protection & Privacy, or Privacy Notice in the future will be published on this page and, where appropriate, notified to you by email.
This notice was last updated: 25th May 2018