Hepworth Motor Co Ltd

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Hepworth Motor Co Ltd Privacy Statement

Introduction


Hepworth Motor Co Ltd. are committed to protecting and respecting any personal information you share with us.
This statement describes what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us.
We will always give you the option not to receive marketing communications from us.
We will never send you unsolicited ‘junk’ email or communications or share your data with anyone else who might. 

We do not sell your information to third parties, but we do work closely with selected partners who help us to provide you with the information, products and services that you request from us. For example, the Vehicle Recovery providers who may provide roadside assistance on our behalf.
You have the right to withdraw your consent at any time. Please contact us if you wish to do so.
Where possible, we will also contact you directly to notify you of any significant changes.


Definition of GDPR key terms

  • GDPR is General Data Protection Regulations.
  • Data Controller is the person who determines the purposes and means of processing the personal data collected.
  • Personal Data is single piece of data, or combination of data which could lead to the identification of a living individual.
  • Sensitive Personal Data is personal data that reveals racial, ethnic origin, political opinions, religious or philosophical beliefs, genetic data, biometric data, health data, sexual orientation or sex life.
  • Processing Activities are processes or tasks which involves capture, use or storage of personal data.
  • Lawful Basis for processing. There are 6 lawful bases for processing personal data detailed within GDPR. These are: 
    1. Consent
    2. Contract
    3. Legal Obligation
    4. Vital Interest
    5. Public Task
    6. Legitimate interest
  • A lawful basis for processing must be assigned to each processing activity.
  • Privacy Statement A legal document which discloses how personal data is used within an organisation.

Privacy Statement

What information do we collect?

We collect information about you and your vehicle when you engage with us and our website. We only collect information which is necessary, relevant and adequate for the purpose you are providing it for.

We also obtain information about you or your vehicle from our manufacturer partners, finance funding partners, or if you engage with leasing, fleet and contract hire companies and insurance companies where we may be acting as a supplier or authorised repairer for them. Some of this information does not identify you personally but provides us with information about how you use our services and engage with us (we use this information to improve our services and make them more useful to you).

The information we collect includes some or all of the following:

  1. Name (including title)
  2. Address
  3. Phone numbers
  4. Date of birth
  5. Email address
  6. Vehicle information (including registration number, VIN, service schedules, mileage and warranty information)
  7. The date and time you used our services
  8. The pages you visited on our website and how long you visited us for
  9. Your IP address
  10. Your GPS location (where you have permitted access to this)
  11. The internet browser and devices you are using
  12. Cookie, Pixels or Beacon information (for more information please see our Cookie Policy)
  13. The website address from which you accessed our website
  14. Details of any transactions between you and us
  15. Where you engage with us in a business context, we may collect your job title, company contact details (including email addresses), fleet size and company details
  16. Voice recordings of calls you make to our dealerships, business development centre and aftersales contact centre
  17. Any information within correspondence you send to us.

How do we use this information?

Hepworth Motor Co  Ltd will only process information that is necessary for the purpose for which it has been collected. You will always have the option not to receive marketing communications from us (and you can withdraw your consent or object at any time). We will never send you unsolicited ‘junk’ email or communications or share your personal information with anyone else who might.

There are various ways in which we may use or process your personal information. We list these below:

Consent:

Where you have provided your consent, we may use and process your information to contact you from time to time about vehicle upgrades, special offers, promotions, events, products, services or information which we think may be of interest to you (don’t worry, we won’t bombard you);
You can withdraw your consent at any time by contacting us on the details here or, in relation to any marketing messages you receive, by using the unsubscribe option included in those messages.

Contract:

We may use and process your personal information where this is necessary to;

  1. Perform a contract with you and to fulfil and complete your orders, purchases and other transactions entered into with us (or one of our selected partners e.g. Motability, vehicle finance, lease, contract hire, insurance products, vehicle warranty)
  2. Because you have asked us to take specific steps before entering into a contract with us e.g. made an enquiry about purchasing a vehicle or asked for a quote on a service/repair.

Legitimate Interests:

We may use and process your personal information as set out below where it is necessary for us to carry out activities for which it is in our legitimate interests as a business to do so.
Processing necessary for us to respond to understanding customers’ and drivers’ needs

  1. To analyse, evaluate and improve our products and services so that your visit and use of our website, applications, customer service centre and authorised repairer network are more useful and enjoyable (we will generally use data amalgamated from many people so that it doesn’t identify you personally)
  2. To undertake market analysis and research (including contacting you with customer surveys) so that we can better understand your experiences when you visit us and where we can improve our own processes.
  3. For product development purposes (for example to improve vehicle quality, performance and safety)
  4. In some cases we may use automated methods to analyse, combine and evaluate information that you have provided to us. We collect and analyse this information in this way so that we can deliver the most appropriate customer experience to you by tailoring and making relevant all our service and communications (for example, when your mileage suggests your vehicle is due for a service, or time elapsed indicates your vehicle is due for an MOT)
  5. Contacting our finance customers towards the end of their finance contracts to advise of their options and offer assistance, we may target individuals whom we calculate are likely to be in a position to be able upgrade their vehicle prior to the end date of their agreement, if they do so without large increases in their monthly payments. Any recommendations made would be after a financial review and are purely to advise our customers of their options. You have a right to object to us contacting you for this purpose at any time.

  6. Processing necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns.

  7. To contact you with targeted advertising delivered online through social media and other platforms operated by other companies, unless you object. You may receive advertising based on information about you that we have provided to the platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it has received from us. To find out more, please refer to the information provided in the help pages of the platforms on which you receive advertising from us;
  8. To identify and record when you have received, opened or engaged with our website or electronic communications (please see our Cookie Policy for more information);
  9. Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively
    To verify the accuracy of information that we hold about you and create a better understanding of you as a customer;
    For network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access;
  10. 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 lists in order to be
    able to comply with your request);
  11. To inform you of updates to our terms and conditions and policies.

Legal Obligation:

We may process your personal information to comply with our legal requirements (for example to register your car with the DVLA).


Vital Interest:

Sometimes we will need to process your personal information to contact you if there is an urgent safety or product recall notice and we need to tell you about it.


How do we share this information?

We do not sell your information to any third parties, but we do work closely with our manufacturer partners and with third party suppliers who fulfil business activities for us (like Motability, vehicle funding, warranty and vehicle protection/insurance products, service plan products, roadside assistance, marketing, events and market research etc.)

We may from time to time disclose your information to the following categories of companies or organisations to which we pass the responsibility to handle services on our behalf: roadside assistance service providers, customer contact centres, mobility and car hire providers, direct marketing communications agencies and consultants, market research and market analytics service providers, our legal and other professional advisors.
We are required to share your information with our Manufacturer Partners to provide them the required information to monitor our performance across vehicle sales, vehicle repair, maintenance and parts. They also use this information to gain insight into their own performances within the EU and UK market places, vehicle sales performance, market penetration, demographic and geodemographic analysis. Due to the international nature of our Manufacturer partners, there may be some instances where your information is processed or stored outside of the EU. In those instances, the Manufacturers will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law.

We take steps to ensure that any third-party partners who handles your information comply with data protection legislation and protect your information just as we do.
We only disclose personal information that is necessary for them to provide the service that they are undertaking on our behalf. We will aim to anonymise your information or use aggregated none specific data sets where ever this is possible.


How long do we keep your information for?

We will not hold your personal information in an identifiable format for any longer than is necessary. If you are a customer or otherwise have a relationship with us we will hold personal information about you for a longer period than if we have obtained your details in connection with a prospective relationship.

We do not retain personal information in an identifiable format for longer than is necessary.

If we have a relationship with you (e.g. you are a customer or the registered driver of a leased or other vehicle purchased from us or an authorised repairer), we hold your personal information for 3.5 years from the date our relationship ends. We hold your vehicle information for 6 years from the date our relationship ends. We hold your vehicle information for this period to establish, bring or defend legal claims. 
Our relationship may end for a number of reasons including when you have chosen not to use our services and vehicle service date or MOT date has become overdue by 3.5 years or more, where the vehicle warranty or lease expires, or we have been made aware that you no longer own or drive that vehicle.

Where we have obtained your personal information following a request for information, test drive, brochure, quotation or any other information on any of our products or services, we hold your personal information for 3.5 years from the date we collect that information where you have provided your consent for marketing, unless during that period we form a relationship with you e.g. you purchase or lease a vehicle. We hold your personal information for this period to give us an opportunity to form a relationship with you and/or recontact you when we believe you may be back into a change cycle for your vehicle. If we do not have your consent for marketing we will delete your personal information as soon as the enquiry has been allocated as a lost sale. 

CCTV footage is held for 40 days from the point of recording.

Call recordings will be held for 12 months from the date the recording was made.

The only exceptions to the periods mentioned above are where:

  1. The law requires us to hold your personal information for a longer period, or delete it sooner;
  2. Where you have raised a complaint or concern regarding a product or service offered by us in which case we will retain your information for a period of 6 years following the date of that complaint or query;
    or
    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 or required under the law (see further ‘How can I manage the information we hold about you?’);

How can I manage the information we hold about you?

You have the right as an individual to access your personal information we hold about you and make corrections if necessary. You also have the right to withdraw any consent you have previously given us and ask us to erase information we hold about you. You can also object to us using your personal information (where we rely on our business interests to process and use your personal information).

You have a number of rights in relation to your personal information under data protection law. In relation to most rights, we will ask you for 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 any request.

You have the right to:

  1. Ask for a copy of the information that we hold about you;
  2. Correct and update your information;
  3. Withdraw your consent (where we rely on it). Please see further How do we use this information;
  4. Object to our use of your information (where we rely on our legitimate interests to use your personal information) provided we do not have any continuing lawful reason to continue to use and process the information.
  5. Erase your information (or restrict the use of it), provided we do not have any continuing lawful reason to continue to use and process that information
  6. Transfer your information in a structured data file (in a commonly used and machine-readable format), where we rely on your consent to use and process your personal information or need to process it in connection with your contract.

You can use the details below to exercise the above rights and/or manage your personal information and/or raise any specific data protection concerns:

Post: .Hepworth Motor Co Ltd 208 Huddersfield Road Holmfirth HD9 3JL
Email: [email protected]
Phone: .01484 683172

If you are unhappy, you have the right to lodge a complaint with a data protection regulator in Europe, in particular in a country you work or live or where your legal rights have been infringed. The contact details for the Information Commissioner’s Office, the data protection regulator in the UK, are below:

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Call: 0303 123 1113
Email: [email protected]


Cookie Policy

To make this site work properly, we sometimes place small data files called cookies on your device. A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.


How do we use cookies?

A number of our pages use cookies to remember:

  • your display preferences, such as contrast colour settings or font size
  • help us to know how you use our sites, and make the content shown more relevant to your interests and needs.

None of the cookies used on our websites collect information that personally identifies you.

You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.


Behavioral Advertising

Please be aware that we use third party advertising companies to collect non-personally identifiable information for online behavioral advertising to provide targeted display advertisements, likely to be of greater interest to you, through participating publishers and advertisers. Such information may include non-personally identifiable information (e.g., click stream information, browser type, time and date, subject of advertisements clicked or scrolled over) through the use of Cookies and other technology. To learn more about online behavioral advertising or to opt-out of this type of advertising, please click on the following link: www.networkadvertising.org/choices.


How do we use cookies?

Here is a list of the cookies and how we use cookies on the website:

Cookie Name

Cookie Source

Cookie Category/Duration

Description

__atuvc

 

bt2, di2, ioc, uid, um, uvc, vc

AddThis

Functionality.

Remains active for two years.

This cookie is associated with the AddThis social sharing widget

This widget is commonly embedded in websites to enable visitors to share content with a range of networking and sharing platforms.

It stores an updated page share count.

_ga

 

CONSENT, NID

Google Universal Analytics

Performance.

Remains active for two years.

This cookie name is associated with Google Universal Analytics - which is a significant update to Google's more commonly used analytics service.

This cookie is used to distinguishes unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports.

_pk_id

Piwik

Session.

Remains active for the browser session.

Collects analytics data, the cookies expire at the end of the session, this allows us to see what content on our website is most interesting to our customers so we can provide articles and information in a similar vein in the future.

utms

BluePrint

Session.

Remains active for the browser session

Saves any variables passed in the querystring that are prefixed with “utm_” so that they can be appended to external links

bpAb_{{filename with query string}}

BluePrint

Session.

Remains active for the browser session

Used when a page is part of an a/b test to ensure the user continues to view the same version of the page

saved-vehicle_{{vehicleId}}

BluePrint

Session.

Remains active for the browser session

Stores details about a saved vehicle so that they can be shown back to the user on the saved vehicles page

last_search_url

BluePrint

Performance

365 days

Stores the url that the latest inventory search was from so that we can display “back” links from VDP’S

{{page_id}}-sorting

BluePrint

Session.

Remains active for the browser session

Stores the sort order for the vehicle listing results on the given page so that the sorting can be retained if a user navigates back to that page

{{page_id}}-{{filter name}}

BluePrint

Session.

Remains active for the browser session

Stores the value of the given filter for the vehicle listing results on the given page so that the it can be retained if a user navigates back to that page. example values for filter name are prices, models, zip code, distance, retailers, etc.

quick-search-{{page_id}}-{{filter name}}

BluePrint

Session.

Remains active for the browser session

Stores the selected value of the given filter for the quick search widget on the current page. examples of filter names are make, model, condition, etc

Uptracs_campaign

Uptracs

Performance.

30 days

A utm_{campaign} is added to the cookie, allowing UPTRACS to save information regarding what digital marketing efforts drove the user to the site. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports.




Cookie Information

Cookies are small text files that are placed on your computer by websites that you visit or certain emails you open. They are widely used in order to make websites work, or work more efficiently, as well as to provide business and marketing information to the owners of the site. For more detailed information about cookies visit www.allaboutcookies.org


How to control and delete cookies

We do not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The Help function within your browser should tell you how. Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer as well as more general information about cookies. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual. Please be aware that restricting cookies may impact on the functionality of websites. We use a number of suppliers who also set cookies on our website on our behalf in order to deliver the services that they are providing.


List of the main cookies

Here is a list of some cookies that may be set by us while using our web site ASPSESSIONID and ASP.NET_SessionID allow us to recognise your requests from page to page. This allows us to remember your previous selections and choices, navigate back to previous pages etc. These cookies are removed when you close your browser.

AutoChat may be set if we use live chat on our web site. This is a web site analytic cookie.

Google.com provides web site analytics and may set the following cookies __utma, __utmb, __utmc, __utmz


Third Party Cookies

We use a number of suppliers who also set cookies on our website on its behalf in order to deliver the services that they are providing. We sometimes embed photos, video, social sharing icons and other content from external websites such as YouTube, Flickr and social networking sites such as Facebook, Twitter and Google+. As a result, when you visit a page with content embedded from one of these sites you may be presented with cookies from their website. We do not control the dissemination of these cookies. You should check the relevant third party website for more information about these. Here is a list of some cookies that may be set by our third parties while using our web site:

  • yahoo.com
  • twitter.com
  • api.twitter.com
  • addthis.com
  • youtube.com

Flash Cookies (local shared objects)

From time to time, we may use Adobe's Flash Player to deliver content. To improve user experience, Local Shared Objects - or Flash Cookies as they are commonly known - are employed to provide features such as auto-resume and for saving your preferences. Flash Cookies are stored on a user's terminal much the same as cookies are, however it is not possible to manage them at browser level in the same way. The Adobe website provides comprehensive information on how to delete or disable Flash cookies either for a specific domain or for all websites - see Here for details. Please be aware that restricting the use of Flash Cookies may affect the features available to you for Flash based applications.

Privacy


Information that is gathered from visitors

Almost all Web servers record users requests made upon them (such as the visitor's IP address, browser type, referring page and time of visit) in log files.


How the Information is used

The information is used to enhance the vistor's experience when using the website to display personalised content.

Personal data, such as names and email addresses will not be sold, rented or leased, and not kept longer than required to provide the service it was supplied for.

E-mail may be sent to you for the purpose you registered but will not be used for unrelated marketing.


Visitor Options

If you have subscribed to our newsletter, you may unsubscribe by replying to any of the email correspondants and simply state you wish to unsubscribe to the service.


VisitorChat

This website uses Visitor Chat to provide you with immediate communications with our dealership, in order to facilitate this Visitor Chat act as a Data Processor and the following cookies are set on your machine.

Name Provider Purpose Expiry Type
io cs1.visitor.chat Preserves user session state across page requests. Session HTTP Cookie
vcd visitor.chat Sends active sub-account data when the visitor is in multiple conversations. Session HTTP Cookie
vci visitor.chat Used to identify a unique visitor. Used to generate anonymous statistical data on how visitors use the website. Persistent HTML Local Storage
vcmb visitor.chat Shows a message notification if the chat box is closed. Session HTTP Cookie
vcst visitor.chat Sends a chat box state (open/close) to Visitor Chat. Session HTTP Cookie

Further information on Visitor Chat’s data protection policy can be found on the Visitor Chat website

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