Maun Motors Customer Privacy Notice

 

Why should you read this document?

 

During the course of dealing with us, we will ask you to provide us with detailed personal information relating to your existing circumstances, your financial situation and, in some cases, your health history (Your Personal Data). This document is important as it allows us to explain to you what we will need to do with Your Personal Data, and the various rights you have in relation to Your Personal Data.

 

What do we mean by “Your Personal Data”?

 

Your Personal Data means any information that describes or relates to your personal circumstances.

 

Your Personal Data may identify you directly, for example your name, address, date or birth, National Insurance number. Your Personal Data may also identify you indirectly, for example, your employment situation, your physical and mental health history, or any other information that could be associated with your cultural or social identity.

 

In the context of providing you with assistance in relation to your Hire/Sales requirements Your Personal Data may include:

 

Title, names, date of birth, gender, nationality, civil/marital status, contact details, addresses and documents that are necessary to verify your identity.

 

Details of your Driving Licence, your entitlement to drive and the classes of vehicle which you are entitled to drive.

 

Employment and remuneration information, (including salary/bonus schemes/overtime/sick pay/other benefits), employment history.

 

Bank account details, National Insurance number, tax information, loans and credit commitments, personal credit history, sources of income & expenditure, family circumstances and details of dependents.

 

Health status and history, details of treatment and prognosis, medical reports (further details are provided below specifically with regard to the processing we may undertake in relation to this type of information).

 

Any pre-existing investment/mortgage/or insurance products and the terms and conditions relating to these.

 

The basis upon which our Firm will deal with Your Personal Data

 

When we speak with you about your vehicle hire or purchase agreements we do so on the basis that both parties are entering a contract for the supply of services.

 

In order to perform that contract, and to arrange the products you require, we have the right to use Your Personal Data for the purposes detailed below.

 

Alternatively, either in the course of initial discussions with you or when the contract between us has come to an end, for whatever reason, we have the right to use Your Personal Data provided it is in our legitimate business interest to do so and your rights are not affected. For example, we may need to respond to requests from finance lenders, insurance providers and our Compliance Service Provider relating to the advice we have given to you, or to make contact with you to seek feedback on the service you received.

 

On occasion, we will use Your Personal data for contractual responsibilities we may owe our regulator, or for wider compliance with any legal or regulatory obligation to which we might be subject.  In such circumstances, we would be processing Your Personal Data in order to meet a legal, compliance or other regulatory obligation to which we are subject.

 

The basis upon which we will process certain parts of Your Personal Data

 

Where you ask us to assist you with, for example, your hire needs – in particular vehicle hire requirements that we may assist you in the event of an accident or collision – we will ask you information about your ethnic origin, your health and medical history (Your Special Data). We will record and use Your Special Data in order to make enquiries of any other relevant third parties that may meet your needs and to provide you with advice/guidance regarding the suitability of any product we hire or sell and that may be available to you.

 

If you have parental responsibility for children under the age of 13, albeit it is also very unlikely that we will record information on our systems that relates to those children and potentially, to their Special Data, this may in exceptional cases be recorded, though that is highly unlikely.

 

The arrangement of certain types of information and payment details may involve disclosure by you, to us, of information relating to historic or current criminal convictions or offences (together “Criminal Disclosures”). This is relevant to insurance related activities such as underwriting, claims and fraud management.

 

We will use Special Data and any Criminal Disclosures in the same way as Your Personal Data generally, as set out in this Privacy Notice.

 

Information on Special Category Data and Criminal Disclosures must be capable of being exchanged freely between insurance intermediaries such as our Firm, and our indemnity insurance providers, to enable customers to secure the important insurance protection that their needs require.

 

How do we collect Your Personal Data?

 

We will collect and record Your Personal Data from a variety of sources, but mainly directly from you. You will usually provide information, during the course of our initial meetings or conversations with you, to establish your circumstances and needs and preferences in relation to the hire or purchase of any vehicle. You will provide information to us verbally and in writing, including email. We may ask you to disclose copies of your driving licence, birth certificates and/or proofs of identification and/or address (e.g. utility bills, passport).

 

We may also obtain some information from third parties, for example, credit checks.  If we use technology solutions to assist in the collection of Your Personal Data, for example software, that is able to verify your credit status, we will only do this if we have consent from you for us or our nominated processor to access your information in this manner. With regards to electronic ID checks we would not require your consent but will inform you of how such software operates and the purpose for which it is used.

 

What happens to Your Personal Data when it is disclosed to us?

 

In the course of handling Your Personal Data, we will:

 

Record and store Your Personal Data in our paper files, on our computer systems (websites, email, hard drives, servers, and cloud facilities) and mobile devices. This information can only be accessed by employees and consultants within our Firm and only when it is necessary to provide our service to you and to perform any administration tasks associated with, or incidental to, that service

 

Submit Your Personal Data where necessary to our insurers, both in paper form and on-line via a secure portal. The provision of this information to a third party is essential in allowing us to progress any enquiry or application made on your behalf and to deal with any additional questions or administrative issues that our insurers may raise.

 

Sharing Your Personal Data

 

From time to time Your Personal Data may be shared with:

 

Insurance providers.

 

Third parties who we believe will be able to assist us with your enquiry or application, or who are able to support your needs as identified. These third parties will include, but may not be limited to, our Compliance Advisers, Product Specialists, providers of legal services in the event of a collision  (in each case where we believe this to be required due to your particular circumstances).

 

Third parties who submit a legitimate and legal request for information relating to the Hirer and/or Driver of a vehicle at a given time and/or date, at which point it was hired or sold to you at the time. For example, a Penalty Charge Notice (PCN) or Notice of Intended Prosecution. These third parties will include, but may not be limited to, Local authorities, councils, the Secretary of State for Transport, Police and the agents thereof.

 

Third parties who may be able to advise on and assist in providing funding or financial services, in our role as a Licensed Credit Broker (Maun Motors is authorised and regulated by the Financial Conduct Authority. Our licence number is 707417. You can check these details on the Financial Services Register by visiting the Financial Conduct Authority website http://www.fca.org.uk/register/ or by contacting the FCA Consumer Helpline on 0800 111 6768. We can introduce you to a small range of finance providers who may be able to help finance your purchase. These finance providers may pay us for introducing you to them. We are not lenders, nor are we independent financial advisers). These third parties will include, but may not be limited to, Finance & Leasing Companies, Lenders and Licensed Credit Brokers (in each case where we believe this to be required due to your particular circumstances, and only with your express consent).

 

In each case, Your Personal Data will only be shared for the purposes set out in this customer Privacy Notice and in line with our Privacy Policy; i.e. to progress your enquiry and to provide you with our professional services.

 

Please note that this sharing of Your Personal Data does not entitle such third parties to send you marketing or promotional messages: it is shared to ensure we can adequately fulfil our responsibilities to you, and as otherwise set out in this Customer Privacy Notice.

 

We do not envisage that the performance by us of our service will involve Your Personal Data being transferred outside of the following regions: United Kingdom, European Union and United States of America..

 

Security and retention of Your Personal Data

 

Your privacy is important to us and we will keep Your Personal Data secure in accordance with our legal responsibilities. We will take reasonable steps to safeguard Your Personal Data against it being accessed unlawfully or maliciously by a third party.

 

We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted and only using secure methods of postage when original documentation is being sent to us.

 

Your Personal Data will be retained by us either electronically or in paper format for a minimum of six years, or in instances whereby we have legal right to such information we will retain records indefinitely.

 

Your rights in relation to Your Personal Data

 

You can:

 

Request copies of Your Personal Data that is under our control.

 

Ask us to further explain how we use Your Personal Data.

 

Ask us to correct, delete or require us to restrict or stop using Your Personal Data (details as to the extent to which we can do this will be provided at the time of any such request).

 

Ask us to send an electronic copy of Your Personal Data to another organisation, should you wish.

 

Change the basis of any consent you may have provided to enable us to market to you in the future (including withdrawing any consent in its entirety).

 

How to make contact with our Firm in relation to the use of Your Personal Data

 

If you have any questions or comments about this document, or wish to make contact in order to exercise any of your rights set out within it please contact:

Andrew Kennedy, Data Controller, Maun Motors, Common Road, Huthwaite, Sutton-in-Ashfield, NG17 2NB.

Or by email to dataprotection@maunmotors.co.uk.

 

If we feel we have a legal right not to deal with your request, or to action, it in different way to how you have requested, we will inform you of this at the time.

 

You should also make contact with us as soon as possible upon you becoming aware of any unauthorised disclosure of Your Personal Data, so that we may investigate and fulfil our own regulatory obligations.

 

If you have any concerns or complaints as to how we have handled Your Personal Data you may lodge a complaint with the UK’s data protection regulator, the ICO, who can be contacted through their website at https://ico.org.uk/global/contact-us/ or by writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Further Information

 

You can find further information relating to Data Protection and Customer Privacy in our Privacy & Cookie Policy.