Bransons Motorcycles Privacy Notice Version 1.1 – May 2018

Bransons Motorcycles is a trading name for Bransons of Yeovil Ltd, 7 Oxford Road, Pen Mill Trading, Estate, Yeovil, Somerset, BA21 5HR

Overview

Keeping your data secure and ensuring that you are in control of how it is handled is a priority at Bransons Motorcycles. We are transparent about the data that we collect from and about you, how we use it and the conditions whereby we may disclose it to others. We will ensure that your data is kept secure and that you are aware of the steps we have taken to ensure the security of your private information. This policy statement tells you how we collect information from you and how we use it. It will assist you in making informed decisions when using our site and our services.
Any questions relating to this notice and our privacy practices should be sent to pat.paillin@bransonsmotorcycles.co.uk

Personal data we collect

We will only collect relevant data to enable us to carry out the service you have requested. Below we have set out in more detail about the personal data we collect and why we collect it. We 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.

Motorcycle Purchase|

If you decide to purchase a motorcycle from Bransons Motorcycles, at the point of sale under a Contractual Obligation we will collect your full name, address, contact number, date of birth, driving licence details, payment details, details of the motorcycle 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. If you purchase a new motorcycle we will be Contractually Obliged to send your details to the manufacturer for warranty, registration and recall purposes.

Motorcycle Finance

If you require finance for your motorcycle 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

On Site Visit

We operate a CCTV system to monitor our premises, therefore your image and vehicle registration may be captured and stored for up to 28 days. 

Test Ride or Courtesy Bike

If you book a test ride or take a courtesy bike from our service department we require a copy of your driving licence, we will store a copy of this for up to 360 days in case of any speeding, parking or other motoring offence that may occur.

Contact by phone

Should you call us 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.

Sell your motorcycle

If you request a valuation for your current motorcycle 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 8 weeks after the expiration of your valuation.

Service Booking

To make a motorcycles service or MOT booking, we require your name, contact information and motorcycle details. This information is required so that we can arrange your booking for you and send you your booking confirmation by email if we have your consent to do so.
If you have purchased a motorcycle from Bransons Motorcycles or you have previously had a service with us our Dealer Management System will have stored your information, along with your service and MOT due.

How we use your personal information

Where you have provided consent;

Bransons Motorcycles uses your personal data for electronic marketing purposes and we may contact you to update you in accordance with your selected marketing preferences via email, text message, post or telephone: -

• with offers
• to supply brochures and other material you have requested from us
• with services and other related products

You have the right to opt out of receiving promotional communication at any time by;

• Changing your marketing preference by selecting the 'amend my preferences' link located at the bottom of each of our emails.
• Text STOP in response to a text message.

Contacting Bransons Motorcycles via the contact details set out at the bottom of this notice.

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 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 motorcycle
• The purchase of a motorcycle
• To allow for the provision of third party breakdown services by our breakdown providers

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. It is in your vital interests for us to use your personal information in this way.

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.

Where there is a legitimate interest;

We may use and process your personal information where it is necessary for us to pursue our Legitimate Interest as a business for the following purposes;

Automated Processing

When visiting our website, we may collect data directly from you as set out in this notice, as well as analysing your browsing and purchasing activity, both online and in dealership, along with your previous response to marketing communications. The results of this data (collected by Cookies) allow us to ensure that we contact you with information on products and offers that are relevant to you. To do so, we use automated profiling software.
Bransons Motorcycles recommend that you accept cookies for the following reasons;

• They enable us to customise elements of our websites for you to provide you with relevant content and offers based on your previous browsing history.
• We can recognise how many users are accessing our website so that we can ensure we have enough capacity and that our pages load within an acceptable time for visitors.
• It helps us to identify errors with the website and resolve them effectively.
• They allow us to collect statistical, anonymous information about how our visitors browse our site so that we can improve customer experience.
• It informs us which sections of our site are the most popular and how we can improve those that do not perform well.

Website Banner Marketing

If you visit our website, you may receive personalised banner advertisements whilst browsing other websites including but not limited to search engines and social networking. Any banner advertisement you will see will relate to products you have viewed whilst browsing our website on your computer or other devices.

These advertisements are provided by Bransons Motorcycles using 'Cookies' placed on your computer or other device. You can remove or disable cookies at any time – see our cookies policy for more information.

Social Media

You may receive advertising based on information about you that we have provided to the social media platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it receives from us.
For the Prevention of fraud and other criminal activities
To undertake credit checks for finance
To correspond and communicate with you
To create a better understanding of you as a customer
For network and information security for us to take steps to protect
your information against loss or damage, theft or unauthorised access
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 to be able to comply with your request.

For accuracy of data

For efficiency, accuracy or other improvements of our databases and systems e.g. by combining systems or consolidating records we or our group of companies hold about you.

To enforce or protect our contractual or other legal rights or to bring or defend legal
proceedings; and

General Administration

Which includes managing your queries, complaints, or claims, and to send service messages to you.

Google Analytics

We make use of a tool from Google called Google analytics which tells us about the way people are using this website. It uses cookies to detect that someone has been to the site before, so that we can see how often people return to the site, how long they stay, and where on this website they tend to go. We use this to try to work out what kind of experience they're having on the site, so we can make it better. Google Analytics sets cookies to help us accurately estimate the number of people visiting this website and let us see how they're moving around the site. We use this when we make decisions on the type of content we create and how we structure the site

We do not use any of the anonymous aggregated data to retarget you on other sites or with personalised advertising outside of this site
If you wish to know more about what Google Display Ad Services, only some of which are used and then only within this site you can read more about Google advertising technologies

Or you can watch a video explaining how Google uses cookies.

If you wish to change what information is used for measuring your interaction with the site then you can edit your settings on what is included and tracked by editing Google Display ad tracking for your Google account

If you want to opt out of all Google Analytics tracking you can alter the settings on your browser to block or implement any no-follow functionality it may provide. Please be aware this impacts your Google account as a whole so this may impair your Search experience with Google and deliver less appropriate results, as your previous search history and interaction with any advertising will not be used to tailor location, search results or advertising that you see to your interests.

To make this opt-out simpler Google provide a tool for their Chrome browser and most leading browsers.
If you wish to adjust your consumer opt-out preferences for other members of the Network Advertising Initiative, to adjust settings for other companies besides Google you can edit your preferences for other companies here.

Please note these are third party tools and we cannot ensure the functionality of these opt-out tools with your browser and personal settings.

Use of IP Address

An IP address is a number that's automatically assigned to your computer whenever you're surfing the web. Web servers automatically identify your computer by its IP address. On occasions, we collect IP addresses for the purposes of system administration, to analyse aggregate information, and to audit the use of our site

Cookies

This website only uses cookies to help us make the experience on the site better. Cookies are small files which are sent back and forth with web pages which can be used to identify that you have previously visited a site, or to store small bits of information locally with you. If you want to know more about what cookies are and how to control them, AboutCookies.org is a great resource, or read on to see what we use cookies for:

Others who may receive or have access to your personal information

We Never Sell Your Information

4.2 Our suppliers and service providers

We may disclose your information to our third-party service providers, agents, subcontractors and other organisations for the purposes of providing services to us or directly to you on our behalf. Such third parties may include cloud services providers (such as hosting & email management) or advertising agencies, administrative services or other third parties who provide services to us.

When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than to fulfil that service.

We are required to share your data with the following parties: -

Catalyst Computer Systems Ltd
Honda UK
Yamaha Motor Europe N.V Branch UK
Kawasaki Motor Europe N.V Branch UK
Natwest Bank
Product Partnerships Ltd
Creativity Sells Ltd t/a Dealerwebs
Honda Finance Ltd
Black Horse Ltd
Motonovo Finance – FirstRand Bank Ltd
Close Brothers Group PLC
Superbike Loans Ltd
First Response Finance Ltd
Contact Training and Consultancy Ltd t/a Contact Online

Please note your data will not be shared with all the companies listed above, only those
relevant to fulfilling your contract.

If your enquiry leads to the purchase of a new motorcycle your information will be shared with the relevant manufacturer for warranty, registration and safety recall purposes. We will ask for your consent to pass your information to the manufacturer for marketing purposes. We recommend that you read the manufacturers privacy policy to see how they will use your data.

If your enquiry leads to the purchase of a motorcycle with a finance agreement, we will disclose your information to our selected finance partners. If you are accepted for finance, the finance company will become the data controller for your information and we recommend that you read their privacy policy to see how they will use your data.

Other ways we may share your personal information

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation.

We may also transfer your data if we are under a duty to disclose or share it in order to comply with any legal obligation (e.g. by sharing it with the DVLA), to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers.  However, we will always take steps with the aim of ensuring that your privacy rights continue to be protected.

Where we store your personal information outside the EEA

5.1 The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. By submitting your personal data, you agree to this transfer, storing or processing in this way.

5.2 We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How long we keep your personal data for
 

• If we collect your personal information, the length of time we retain it is determined by several factors including the purpose for which we use that information and our obligations under the law.
• We may need your personal information to establish, bring or defend legal claims, in which case we will retain your data for 7 years after the last occasion on which we have used your data in one of the ways specified in Section 3 How we use your personal information
• The only exceptions to this are where:
• The law requires us to hold your personal information for a longer period, or delete it sooner
• You exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted in this section 6, or because we are required under the law (see further Erasing your personal information or restricting its processing in Section 7.6); and
• In limited cases, the law permits us to keep your personal information indefinitely provided we put certain protections in place.

Your Rights

7.1 Your 'data subject' rights:

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.

7.2 Accessing your personal information

You have the right to ask for a copy of the information we hold about you by emailing or writing to us at the address at the end of this policy. We may not provide you with a copy of your information if this concerns other individuals or we have another lawful reason to withhold that information

7.3 Correction and updating your personal information

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 policy.

7.4 Withdrawing your consent

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' in section 3, you may withdraw your consent at any time by contacting us using the details at the end of this policy. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can also do this by selecting the 'Unsubscribe' link located at the bottom of our emails. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.

7.5 Objecting to our use of your personal information and automated decisions made about you.

You may contest a decision made about you based on automated processing by contacting us on the details at the end of this policy.

7.6 Erasing your personal information or restricting its 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.

7.7 Transferring your personal information in a structured data file

Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under Section 3 'How we use your personal data' you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine-readable form, such as a CSV file.
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.

7.8 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.

Marketing

8.1 We may collect your preferences to send you marketing information directly from us by
email/SMS (where applicable) including:

• if you register an account with us online; or
• if you book a test ride or request a call back
• if you buy a motorcycle from us
• if you book a service with us or request a call back
• if you buy parts or clothing from us whether online or in the dealership

We will only do so if you have consented to receiving such marketing information directly from us.

8.2 We may contact you with targeted advertising delivered online through social media and platforms (operated by other companies) by using your personal information or use your personal information to tailor marketing to improve its relevance to you unless you object.

8.3 We will only share your personal information with recommended third parties for them to contact you with marketing information about their products and services where you have indicated that you would like us to do so. Please use the link on the page requesting your consent to find out more about these third parties. Once shared, the relevant third party's privacy policy will apply to their processing of your personal information, not ours.  If you would like to opt-out of receiving marketing from a third party after providing your consent, you can do so at any time by contacting the relevant third party directly.

8.4 From time to time we may ask you to refresh your marketing preferences by asking you to confirm that you consent to continue receiving marketing information from us.

Changes to this policy

We may review this policy from time to time and any changes will be notified to you by posting an updated version on our website and/or by contacting you by email.  Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on our website, whichever is the earlier.  We recommend that you regularly check for changes and review this policy when you visit our website.  If you do not agree with any aspect of the updated policy, you must promptly notify us and cease using our services.

Contact us

If you have any questions, suggestions or complaints about the processing of your personal information or wish to contact us to amend/update your marketing preferences with a UK company within the Bransons Motorcycle Group, please contact Patrick Paillin the Data Protection
Co-ordinator.

Bransons Of Yeovil Ltd 7 Oxford Rd, Yeovil BA21 5HR - 01935 474998 - pat.paillin@bransonsmotorcycles.co.uk