Privacy policy

1. Introduction

• 1.1 We are committed to safeguarding the privacy of our website visitors and service users; in this policy we explain how we will handle your personal data.
• 1.2 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.
• 1.3 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the publication of your information.

2. How we use your personal data

• 2.1 In this Section 2 we have set out:
• (a) the general categories of personal data that we may process;
• (b) the purposes for which we may process personal data; and
• (c) the legal bases of the processing.
• 2.2 We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services and to enable us to gather information on the most popular pages and content.
• 2.3 We may process your account data ("account data"). The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
• 2.4 We may process your personal data that are provided in the course of the use of our services ("service data"). The source of the service data is you. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
• 2.5 We may process information that you post for publication on our website or through our services ("publication data"). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
• 2.6 We may process information contained in any enquiry you submit to us regarding products and/or services ("enquiry data"). The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is consent.
• 2.7 We may process information relating to transactions, including purchases of goods and services, which you enter into with us and/or through our website ("transaction data"). The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests and the proper administration of our website and business.
• 2.8 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
• 2.9 We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
• 2.10 We may process any of your personal data identified in the other provisions of this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
• 2.11 We may process your personal data which may include;

Name

Address

Email address

Phone number

3. Providing your personal data to others

• 3.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.
• 3.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
• 3.3 Financial transactions relating to our website and services may be handled by our payment services providers, Sage Pay. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at https://www.sagepay.co.uk/
• 3.4 We may disclose your enquiry data to one or more of those selected third party suppliers of goods and services identified on our website for the purpose of enabling them to contact you so that they can offer, market and sell to you relevant goods and/or services. Each such third party will act as a data controller in relation to the enquiry data that we supply to it; and upon contacting you, each such third party will supply to you a copy of its own privacy policy, which will govern that third party's use of your personal data.
• 3.5 In addition to the specific disclosures of personal data set out in this Section 3, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4. Retaining and deleting personal data

• 4.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
• 4.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
• 4.3 We will retain and delete your personal data as follows:
• (a) personal data will be retained for 24 months following the date of the transaction, at the end of which period it will be deleted from our systems.
• 4.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
• (a) the period of retention of personal data will be determined based on the type of transaction entered into with us and our service providers.
• 4.5 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

5. Amendments

• 5.1 We may update this policy from time to time by publishing a new version on our website.
• 5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
• 5.3 We may notify you of changes to this policy by email or through the private messaging system on our website.

6. Your rights

• 6.1 In this Section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principle rights

• 6.2 Your principal rights under data protection law are:
• (a) the right to access;
• (b) the right to rectification;
• (c) the right to erasure;
• (d) the right to restrict processing;
• (e) the right to object to processing;
• (f) the right to data portability;
• (g) the right to complain to a supervisory authority; and
• (h) the right to withdraw consent.

Your right of process

• 6.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data.

Your right of access

• 6.4 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
• (a) the payment of a fee (currently fixed at £20); and
• (b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport plus an original copy of a utility bill showing your current address).

Your right to rectify

• 6.5 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

Your right to withdraw

• 6.6 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

Your right to restrict

• 6.7 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

Your right to object

• 6.8 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
• 6.9 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
• 6.10 To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
• 6.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
• 6.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
• 6.13 You may exercise any of your rights in relation to your personal data by written notice to us, in addition to the other methods specified in this Section 7.

Cookie policy

7. About cookies

• 7.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
• 7.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
• 7.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

8. Cookies that we use

• 8.1 We use cookies for the following purposes:

8.2 Session cookie

• Purpose: Session cookies enable our website to keep track of your movement from page to page so you don't get asked for the same information you've already given to the site. These cookies allow you to proceed through the pages of our site quickly and easily without having to authenticate or reprocess each new area you visit. They are automatically deleted when you close your web browser.
• 8.3 Session and permanent cookies (also called persistent cookies)
• Purpose: These help our website remember your preferences and settings when you visit again in the future. They therefore speed up and enhance your experience of services or functions offered. For these cookies to work, they are stored on you device and are not deleted when the browser is closed.
• 8.4 Anonymous permanent cookies
• Purpose: These identify repeat visitors, and are used to gather web statistics. They do not collect any personally identifiable information.
• 8.5 Third party cookies
• Purpose: These are placed by another company (domain) and are used to help us track visitor behavior and revenue in order for us to measure the performance of our website.
• 8.6 First party cookies (cookies set by the website)
• Purpose: Used when a customer performs a ticket search, manages email subscriptions, or buys a ticket. When a user logs into their account this cookie is set to manage their logged in session. This cookie is deleted from the device when the browser is closed.
• 8.7 Google Analytics
• Purpose: To track which pages on the site are most commonly used, the number of visitors to the site, page views, which browsers are used, entry pages etc. We use the information provided to help us improve our site and identify the most popular pages. Cookies last between one month and one year.
• 8.8 Twitter
• Purpose: This cookie is set at the first load of the twitter application and is required to get access to tweets. For more information read the Twitter Privacy Policy http://twitter.com/privacy
• 8.9 Web Beacons
• Web beacons are usually 1 pixel size transparent images that help website owners track the activity of users on certain website pages. They can also send the tracking server (ie. us, or our technology partners) information in cookies such as whether an HTML email with a web beacon in it has been opened. We use web beacons together with cookies to help us understand how you interact with our website and the emails we send you, to help us improve your experience, to ensure that content is relevant to you, and to better manage our website and email content. Further details on web beacons, and how to manage them, can be found here. http://www.allaboutcookies.org/faqs/beacons.html

9. Cookies used by our service providers

• 9.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
• 9.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://www.google.com/policies/privacy/.

10. Managing cookies

• 10.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
• (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
• (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
• (c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
• (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
• (e) https://support.apple.com/kb/PH21411 (Safari); and
• (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
• 10.2 Blocking all cookies will have a negative impact upon the usability of our website.
• 10.3 If you block cookies, you will not be able to use all the features on our website.

11. Our details

• 11.1 This website is owned and operated by WF Motor Trade Limited t/a Warranty First.
• 11.2 We are registered in England and Wales under registration number 09201276, and our registered office is at Windsor House, 9-15 Adelaide Street, Luton, LU1 5BJ.
• 11.3 Our principal place of business is at 1 Bramhall Place, Storeys Bar Road, Peterborough, PE1 5YS.
• 11.4 You can contact us:
• (a) by post, using the postal address; 1 Bramhall Place, Storeys Bar Road, Peterborough, PE1 5YS.
• (b) using our website contact form;
• (c) by email, using the email address published on our website from time to time.