Privacy Notice

What does our company do?

We are an Approved and Accredited Vehicle Body Repairer that repairs accident damaged vehicles for individuals, motor insurance companies, managed repair networks, fleets and local businesses. We work with contracted specialists and vehicle dealerships that supply us with parts, paint, materials and services to enable us to repair your vehicle.

What information do we collect and process?

In order for us to repair your vehicle, it is necessary to receive from your insurer, fleet manager, company, or from you, personal data. “Personal Data” is information about you which, either on its own or when connected with other data, allows us to identify you as an individual customer to provide you with our services. The personal data we hold may include the following:

• Your full name and contact information (address, town, postcode, email and phone number)
• Your credit card details and / or bank account details (if paying by cheque or bank transfer)
• Your purchase details (including time, date and cost, and VAT status and insurance excess)
• Your insurance company (if our work is part of an insurance claim)
• Your vehicle information (make, model, registration number)
• Your proof of identity (valid driving licence and / or passport)
• Your image on security CCTV around our site
• Your work address and contact information
• Your calls and correspondence with us
• Your feedback

Personal data will be collected from you or passed to us by your insurance company / fleet manager / vehicle recovery agent. However, some personal data may, where lawful to do so, or with your consent, be collected by us from third parties (e.g. DVLA to check speeding offences for use of courtesy vehicles).

Please note that you are under no obligation to provide us with your personal data, but not providing certain data could prevent us from serving you.

Why do we need your personal data?

We process personal data about you for a number of purposes, including:

• To organise specialist repair functions such as system recalibration with contracted third parties
• To follow up with you shortly after the repair to your vehicle to check everything is okay
• For internal record keeping (to be able to respond to customer enquiry and invoicing)
• To make an appointment with you to assess the accident damage on your vehicle
• For number plate recognition as part of our customer service and site security
• To process payments by credit / debit card or bank account details
• To remind update or remind you of progress or completion date
• To provide our services to you as requested or agreed
• To help us improve the services we offer

This list in not exhaustive and may be updated from time to time. We do not ‘trade’ in your personal data and will not sell or rent your details.

Who will your personal data be shared with?

We are approved by a number of vehicle manufacturers, insurance companies and accident management companies. We may share your basic personal data, such as name, claim number and vehicle details with the relevant company you are connected with to provide the service you have requested.

Your personal information may also be made available with third parties providing relevant services under contract to us, such as specialists in system recalibration, auditors, compliance managers, insurance companies and IT hosting and maintenance providers. These companies may use information about you to perform their functions on our behalf in accordance with the services we have requested and contract terms imposed.

We may also disclose specific information upon lawful request by government authorities, law enforcement and regulatory authorities where required or permitted by law.

In the event that we sell our business, we may share your details with the buyer to enable them to fulfil the service we have agreed with you.

Your personal information will not be transferred to, stored or otherwise processed outside the UK.

Do we get involved in direct marketing?

We do not take part in any direct marketing activities apart from requests for optional customer service feedback. We hope that the quality of our service and people will be enough for you to recommend us to others and view our website.

What rights do you have to amend personal data?

You have the right to review the personal data held by us and have inaccurate information about you corrected. To understand more about our data processing activities or to request access to your personal information please contact our customer support team or email admin@randrautos.co.uk.

How long do we keep your personal data?

We may keep your details on record for as long as it is necessary to meet record keeping requirements. We hold booking, invoice and email details for seven years. They are then deleted in accordance with data protection and other applicable legislation. Should you wish to make a warranty claim after this period, you will need to provide a copy of our invoice or our completed guarantee.

What are your data protection rights?

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at R&R Autos Bodyshop Limited, Montana House, Lennox Road, Basingstoke, Hampshire, RG22 4AP. Telephone number: 01256 353736. Email address: admin@randrautos.co.uk if you wish to make a request.

How to complain?

If you have any concerns about our use of your personal information, you can make a complaint to us at R&R Autos Bodyshop Limited, Montana House, Lennox Road, Basingstoke, Hampshire.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Use of “cookies”

“Cookies” are small pieces of information sent to your device and stored on its hard drive to allow our website to recognise you when you visit.

Links to other websites

Our website may contain links to other websites run by other organisations which we do not control. This policy does not apply to those other websites and Apps, so we encourage you to read their privacy statements. We are not responsible for the privacy policies and practices of other websites and Apps (even if you access them using links that we provide) and we provide links to those websites solely for your information and convenience. We specifically disclaim responsibility for their content, privacy practices and terms of use, and we make no endorsements, representations or promises about their accuracy, content or thoroughness. Your disclosure of personal information to third party websites is at your own risk.

In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website.

Social plugins

We use so-called social plugins (buttons) of social networks such as Facebook, LinkedIn.

When you visit our website, these buttons are deactivated by default, i.e. without your intervention they will not send any data to the respective social networks. Before you are able to use these buttons, you must activate them by clicking on them. They then remain active until you deactivate them again or delete your cookies. Please see use of Cookies above for further details.

After their activation, a direct link to the server of the respective social network is established. The contents of the button are then transmitted from the social network directly to your browser and incorporated in the websites.

After activation of a button, the social network can retrieve data, independently of whether you interact with the button or not. If you are logged on to a social network, the network can assign a visit to the website to your user accounts. A social network cannot assign a visit to the website operated by our company. Unless and until you activate the respective button there as well.

If you are a member of a social network and do not wish it to be combine data retrieved from your visit to our website with your membership data, you must log out from the social network concerned before activating the buttons.

We have no influence on the scope of data that is collected by the social networks though their buttons. The data use policies of the social networks provide information on the purpose and extent of the data that they collect, how this data is processed and used, the rights available to you and the settings that you can use to protect your privacy.