Our Privacy Policy
Sandown Coachworks Privacy Policy
Registered Name
- Sandown Coachworks (Hersham) Ltd
- Sandown Coachworks Camberley Ltd
- Neate Automotive Ltd
This privacy notice explains what we do with your personal information.
Contents
What Information We Collect, Use, and Why
For providing services and goods, including delivery
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Date of birth
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Account information
- Website user information (including user journeys and cookie tracking)
For the operation of customer accounts and guarantees
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Purchase history
- Account information, including registration details
- Information used for security purposes
For preventing, detecting, investigating or prosecuting crimes
We collect or use the following information to prevent, detect, investigate or prosecute crimes:
- Names and contact information
- Video and CCTV recordings of private or staff-only areas
- Audio recordings of private or staff-only areas
- Dashcam footage – outside vehicle – with audio
- Dashcam footage – inside vehicle – with audio
- Call recordings
- Information relating to health and safety
For service updates or marketing purposes
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
For compliance with legal requirements
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Financial transaction information
- Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Health and safety information
For recruitment purposes
We collect or use the following information for recruitment purposes:
- Contact details (e.g. name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (e.g. job application, employment references or secondary employment)
- Education history (e.g. qualifications)
- Right to work information
- Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
Lawful Bases and Data Protection Rights
| Why we use it | What we hold | Lawful basis |
|---|---|---|
| Repairing your vehicle and managing the claim | Name, phone number, email and address; vehicle details; claim and policy references; photographs of the vehicle and damage | Contract, and our legitimate interest in carrying out repairs instructed by insurers and claims managers |
| Communicating with you, your insurer and claims manager | Emails, letters, messages and notes of conversations | Contract and legitimate interests |
| Call recording | Recordings of telephone calls to and from our sites | Legitimate interests: training, quality and resolving disputes |
| Collection, delivery and courtesy vehicles | Addresses, driving licence details where needed | Contract and legal obligation |
| Invoicing and accounts | Billing details and payment records | Contract and legal obligation |
| Complaints and legal claims | Correspondence and records relating to the complaint | Legitimate interests and legal obligation |
| Website enquiries | Details you enter in contact forms | Legitimate interests, or consent where we ask for it |
Under the UK GDPR you have the right to:
- Be told how we use your personal data (this policy).
- Have a copy of your personal data (a subject access request).
- Have inaccurate data corrected.
- Have your data erased, in some circumstances.
- Restrict how we use your data, in some circumstances.
- Receive your data in a portable format, in some circumstances.
- Object to how we use your data, including where we rely on legitimate interests.
- Not be subject to decisions made solely by automated means. We do not make automated decisions about anyone.
Making a subject access request
You can ask for a copy of the personal data we hold about you by email, letter, phone or in person, to any of our sites. You do not need to use any particular wording or form.
- We will respond within one calendar month of receiving your request. If the request is complex, we may extend this by up to two further months, and we will tell you why within the first month.
- There is normally no charge.
- We may ask you to confirm your identity before we release your data.
- We may remove information about other people to protect their privacy.
Where We Get Personal Information From
We receive personal data from you directly, and from insurers, claims managers and accident management companies that instruct us.
How Long We Keep Information
| Record | How long we keep it |
|---|---|
| Job records, repair files and photographs | 6 years after the job or claim closes |
| Emails and correspondence | 6 years after the job or claim closes |
| Invoices and accounting records | 6 years from the end of the financial year they relate to |
| Telephone call recordings | 6 months |
| Website enquiries that do not lead to a job | 12 months |
We keep records longer only where they are needed for an ongoing complaint, claim or legal matter. When the retention period ends, records are securely deleted or destroyed.
How to Complain
If you are unhappy with how we have handled your personal data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office:
- Website: ico.org.uk
- Phone: 0303 123 1113
For any question about this policy or your personal data, or to make a request, contact our Data Protection Lead:
- Email: info@sandowncoachworks.co.uk, marked “Data Protection”
- In writing or in person at any of our sites
