At Sanford Motors Limited we have a requirement to collect and use certain information about individuals.

 

‘Individuals’ can include customers, suppliers, employees and other people the organisation has a relationship with or may need to contact. The below policy explains how this personal data is collected, handled and stored to meet the company’s data protection standards - and to comply with the GDPR law.

 

Our data protection policy ensures that Sanford Motors Limited do the following:

 

• •
  That we comply with data protection law and follow good practice
• •
  Protects the rights of staff, customers and suppliers
• •
  Open about how we store and process individuals’ data
• •
  Protect ourselves from the risks of a data breach

 

This policy applies to all staff, volunteers, contractors, suppliers and other people working on behalf of Sanford Motors Limited.

 

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

 

• •
  Names of individuals
• •
  Postal addresses
• •
  Email addresses
• •
  Telephone numbers
• •
  Including any other information relating to individuals

 

Company IT and Data Protection Officer Lynsey Sanford, is responsible for:

 

• •
  Keeping the board updated about data protection responsibilities, risks and issues.
• •
  Reviewing all data protection procedures and related policies, in line with an agreed schedule.
• •
  Arranging data protection training and advice for the people covered by this policy.
• •
  Handling data protection questions from staff and anyone else covered by this policy.
• •
  Dealing with requests from individuals to see the data Sanford Motors Limited holds about them (also called ‘subject access requests’).
• •
  Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
• •
  Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
• •
  Performing regular checks and scans to ensure security hardware and software is functioning properly.
• •
  Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
• •
  Approving any data protection statements attached to communications such as emails and letters.
• •
  Addressing any data protection queries from journalists or media outlets like newspapers.
• •
  Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.

For all areas of Sanford Motors Limited, data will be collected from you in order to complete general sales and admin processes such as quoting& invoicing. If you require to be sent a text reminder for your MOT due date then from 25 April 2018 you will need to opt into this service. If you have not then we will not be able to contact you. Sanford Motors Limited don’t send out any email marketing lists that promote similar products and services or send out postal mailing campaigns which may involve data being sent to a separate mailing house for distribution. In the future if Sanford Motors Limited decides to do this, then we will require the required permissions from you.

 

Website – www.thaxtedtyre.co.uk

When you use the ‘Contact’ section of our website, we do not sign you up to any mailing lists and we will only use any details provided from yourself to the company in respect of the purpose that you have contacted us for originally and the information provided to the company will be kept confidential and not be used elsewhere in the company without permission of an individual.

 

Sanford Motors Limited uses manual invoice books & servicing diaries which will have customer data on for scheduling work to be performed and invoicing work done. These are kept in a locked filing cabinet at all times on a premises which is secured by an alarm outside of work hours.

 

Sanford motors Limited uses Sage accounting system, however no customer data is maintained or stored on this system.

 

Our website is developed and hosted by Vrve who may collect technical data about the type of Internet Browser and computer operating system that you use. This information does not identify you as an individual and is used only for tracking of site use. This is a technology called “cookies” which can be used to provide you with tailored information from a website. A cookie is an element of data, a file which is nothing but a line of text that a website can send to your browser, which may then store it on your system. This will help us to identify you when you return to the site and allow us to tailor content to your personal preferences. For more information about cookies, please see our Cookie Policy.

 

You can set your browser to notify you when you receive a cookie, giving you the chance to decide whether or not to accept it. However, in a few cases some of our website features may not function as a result.

 

Invoice books will be kept for 7 years in accordance with tax rules in respect of accounting books and records. Emails and enquiries sent for quote purposes/jobs will be deleted after the work has been completed and invoiced. This are not stored.

 

Any individual has the right to contact us in writing to update or remove any of their information at any time. Provision of such information will be subject to a £10.00 fixed fee.

 

IF YOU HAVE ANY QUESTIONS ABOUT HOW YOUR DATA IS STORED OR IF YOU WANT US TO REMOVE YOUR DATA THEN PLEASE CONTACT: thaxtedtyreexhaust@hotmail.co.uk