T W White & Sons Data Privacy Statement and Legal Information
Data Privacy Statement
T W White & Sons Ltd are a privately owned car dealer group based at 6 locations across Surrey and Kent. We are authorised dealers for Mazda and Suzuki and are authorised repairers also for Hyundai and Kia.
This Privacy Statement outlines what personal information we may collect about you and how we will use this data. At T W White & Sons we take your privacy seriously and will only use and process personal information given freely and with your full consent. We will never sell your data on to third parties.
Collection of personal data
We may collect personal data from you so as to manage your account, contact you regarding services and to make you aware of any offers we feel may be of interest to you.
We may collect and store the following kinds of personal information:
- Information that you provide to us when registering with our website (including name, phone number, address and email address);
- Information that you provide to us when signing up to any distribution lists to receive correspondence from us;
- Information that you provide to us regarding your current vehicle;
- Information relating to any purchases you make of our goods or services.
Use of personal data
Personal data we receive will be used for the purpose it was provided.
We will use personal data in order to meet the terms of your order, for a vehicle, goods or service.
We may use personal data to contact you as advised by Mazda, Suzuki, Hyundai and Kia to ensure the ongoing safety and care of your vehicle and that any policies are maintained, and with regard to the replacement of your vehicle and car care related products.
We may use personal data to contact you during your ownership cycle for essential work such as reminders of MOT and services. We check driver and vehicle profiles including drive time to our dealership, vehicle age and type of work due, to help prioritise customer contact.
We may use personal data to contact you during your ownership cycle to inform you of new products, goods and services which we believe may be of interest to you.
We do not use your personal data for any reason(s) other than those listed.
You may opt out of any form of marketing by expressing your wish to do so when we check or collect your personal information or by contacting our data protection officer below.
Disclosing personal information
We may disclose your personal information to any of our staff, agents, suppliers or subcontractors where it would be reasonable to do so.
While it is not our policy to disclose information to third parties unless clearly stated at the point of provision and with documented consent, there may be circumstances when we are legally obliged to do so, for example:
- Where we are required to do so by law;
- In relation to any legal proceedings, either ongoing or prospective;
- With the intention of exercising, establishing or defending our legal rights (including providing information to other party(s) in respect of the prevention of fraud for example);
- Disclosure with a purchaser(s) (or prospective purchaser(s)) of any business or asset that we may either be in the process of, or planning to dispose of.
If you should apply for finance from us, the information you provide specifically for this purpose will be disclosed to various finance providers for the purpose of considering the application.
Your data may be processed by several companies who act as data processors on behalf of T W White & Sons. These companies are:
- Vital Software
- Direct Affinity
- Rapid RTC
- Class Network Phone Solutions
We ensure that any data processors that we work with have security protocols and policies in place to manage and record your data privacy and preferences correctly and that your data is stored securely.
We will pass your data to the relevant manufacturer, in order that they may contact you with relevant information and services regarding your vehicle.
Except as provided in this policy, we will not sell or provide your personal information to third parties.
Security of personal data
We will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal data you provide on secure, firewall protected servers, which are accessed through a secure private network.
We retain your details for as long as we have evidence that you still own the vehicle we sold to you or worked on, unless you ask us to delete these details sooner. VAT invoices will be held on file for a period of 6 years, in order to fulfil our legal obligation. All inbound and outbound telephone recordings are held for a period of 30 days.
You may instruct us to provide you with any personal information we hold about you via a Subject Access Request (SAR).
Upon receipt of such a request we will, after confirming identity, provide all relevant data we may hold to you in the most practical format, unless otherwise stipulated and reasonably possible.
We may withhold personal information that you request to the extent permitted by law.
If you instruct us to no longer process your personal data we will do so as quickly as possible.
If you instruct us to destroy any/all of your personal data we will do so as quickly as possible (with the exception of personal information that we hold to the extent permitted by law – e.g. VAT receipts)
If you instruct us to cease all processing for marketing purposes, we will do so as quickly as possible.
Except as required by law, we will not use or disclose your personal information for any purpose for which you have not given us your consent or later withdraw your consent. If you withdraw consent, you agree that in spite of this withdrawal we may continue to use the personal information previously provided to us to the extent that we are contractually obligated to do so and to the extent necessary to enforce any contractual obligations you may have, for example a finance agreement.
T W White & Sons reserves the right to update or amend this data privacy notice in line with customer feedback or updates in legislation.
T W White & Sons are registered as a data controller with the Information Commissioners Office (ICO). Our registration number is Z6883511
Data Protection Issues
Any data protection issues can be directed to T W White & Sons Marketing Department on 01932 359888 or by emailing [email protected]
If we are unable to resolve any issues you raise within 30 days, you have the right to complain to the Information Commissioner’s Office at https://ico.org.uk/concerns
Data Privacy Notice updated in line with the General Data Protection Regulation. Last amended: 01 March 2018.
T W White and Sons has made every effort to ensure the accuracy of the information contained in this site.
Whilst every effort is made to produce up to date products and specifications, this site should not be regarded as an infallible guide to our vehicles products and services, nor does it constitute an offer for the sale of any particular vehicle.
All rights, including copyright and database right, in the website and its contents, are owned by or licensed to T W White and Sons, or otherwise used by T W White and Sons as permitted by applicable law or the copyright holder. You may not copy, reproduce, republish, download, post, broadcast or transmit any text, images, graphic, logo, button, icon, image and their selection and arrangement thereof, or any underlying source code and software, for any commercial or public purpose without prior written permission from T W White and Sons or the copyright holder.
You may not adapt, alter or create any of the material or information in this site, or use it for any other purpose other than for your personal non-commercial use. You agree to use this site only for lawful purposes.
T W White and Sons reserves the right to use for its own purposes any material submitted to the site, including text and images, either on the site or in any other form, including for publicity purposes. T W White and Sons reserves the right to monitor submissions to the site and to edit or reject any submissions.
We try to ensure that information on our site is accurate, complete and up-to-date. In using this site, however, you agree to be bound by the Terms & Conditions, which take effect on the date when you first use the site.
Without prejudice to your statutory rights, the site and all information, text, names, images, pictures, logos, links and icons and other materials (without limitation) are provided ‘AS IS’ and on an ‘IS AVAILABLE’ basis without representation warranty or endorsement, express or implied. In particular, we do not warrant or represent the accuracy or completeness of information provided on this site nor do we guarantee that use of this site will be uninterrupted or error-free, or that the site and its servers are free of computer viruses or bugs.
In no event will T W White and Sons be liable to any person for any damage or loss that may arise from the use of any information contained in our site or products displayed on our site, including, without limitation, indirect or consequential damages, or any damages whatsoever arising from use or loss of use, data, or profits, whether in action of contract, negligence or other tortious action, arising out of or in connection with the use of the site.
Notwithstanding anything else in these Terms & Conditions, we will not be liable for claims relating to the functionality or availability of this site.
All names, images, logos identifying T W White and Sons are proprietary marks of T W White and Sons. All third party brand, product, service and company names contained on this site are the trademarks, service marks and trade names of their respective holders. T W White and Sons does not give permission for their use by any person other than the holders. Any such use may constitute an infringement of the holders’ rights.
T W White and Sons does not represent, warrant, endorse or hold responsibility over any external sites that may be linked to and from this site. Any external site that you visit by clicking through a link on this site is outside the control of T W White and Sons and you visit entirely at your own risk.
The software downloads from this site have been thoroughly scanned and tested at all stages of production, but – as with all new software – we still recommend that you run a virus checker before use. We also recommend that you have an up-to-date backup of your hard disk before using the software. T W White and Sons cannot accept responsibility for any disruption, damage and/or loss of data on your data or computer system that may occur while using the software. Consult your network administrator before installing any software on a networked computer.
These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales. Disputes arising here shall be exclusively subject to the jurisdiction of the courts of England and Wales.
T W White and Sons reserves the right to change any of its Terms and Conditions at any time by posting changes online.
If you do not accept these Terms in full, you must stop using this website immediately.
Motor Industry Code of Practice for Sales, Service & Repair
T W White & Sons is committed to an open, transparent, and fair way of doing business. We have subscribed to the Motor Industry’s Code of Practice for Sales, Service & Repair, and are committed to:
- Honest and fair services
- Open and transparent pricing
- Completing work as agreed
- Invoices that match quoted prices
- Competent and conscientious staff
- A straightforward, swift complaints procedure
- Alternative Dispute Resolution
From time to time there may be instances when our customers are not satisfied with either the product or service that we have provided. In this instance, we would always like you to talk to us directly so we can try to rectify this.
Whilst we are clearly committed to a high quality of customer service there may be times when we are not able to resolve a dispute. In this unlikely event we would refer you to an Alternative Dispute Resolution provider, The Motor Ombudsman. Alternative Dispute Resolution as is a process where an independent and impartial third party considers the evidence in a dispute and makes a decision, offers a view or helps all parties reach an agreement. The Motor Ombudsman will offer free impartial advice and when appropriate an Alternative Dispute Resolution service that we are fully committed to in the event that you are not satisfied with the outcome of a dispute.
For further information you can visit their website at https://www.themotorombudsman.org/ or call their Consumer Advise Line: 0345 241 3008*
For complaints regarding any product sold under Automotive Compliance’s FCA permissions, please contact Automotive Compliance on:
Regulated Complaints Post: Automotive Compliance Ltd, The Factory, 44 Alfred Street, Gloucester, GL1 4DD Telephone: 01452671560 E-mail: [email protected]
If we cannot resolve your complaint within 8 weeks, you may refer your dispute to the Financial Ombudsman Service. This service is free to use. Their consumer helpline is available on 0800 023 4567 or 0300 123 9123 or you can visit their website at www.financial-ombudsman.org.uk
*Calls to 03 numbers cost the same as calls to 01 and 02 prefixed numbers and are included as part of any inclusive minutes or discount package. These rules apply to calls from any type of line including mobile, fixed line or payphone.