Allied Vehicles Limited (‘Allied’), also referred to as Allied Vehicles Group, is the data controller. Allied trades as Allied Mobility, Cab Direct, Allied Fleet, Allied Autocare, Mobility Solutions, Allied Parts and Allied Vehicles and collects and processes personal data relating to its customers and enquirers. We are committed to being transparent about how it collects and uses this data and to meeting its data protection obligations. Reference is also made to our Data Protection Policy.
1. What Information Does Allied Collect?
Allied collects and processes a range of information containing personal data about you. This includes the following:
- Your name, address and contact details, including email address and telephone number;
- Financial information (where you are purchasing goods or services from us);
- Your driving license (where we or our partners provide you with a lease, hire or courtesy car); and
- In some cases, we process special category data (more sensitive personal information) about you, in particular, health data relating to any mobility issues you may have.
Allied collects this information in a variety of ways including directly from you or from third party marketing agencies where you have provided consent for your data to be passed to us or where there is a legitimate interest for marketing purposes in using your personal data in this way.
Your personal data will be retained in hard copy in files which are stored in a locked cabinet and in Allied’s secure IT system.
2. Why Does Allied Process Your Personal Data?
Where you have entered into a contract with Allied for the provision of goods or services by us to you, Allied needs to process your personal data in order to meet its obligations and exercise its rights in terms of that contract.
In other cases, Allied has a legitimate interest in processing personal data obtained from its customers, enquirers and, in some cases, third party marketing agencies which allows Allied to:
- Provide you with a better customer service; and
- To send news updates and relevant product offers by post and via social media, marketing emails and SMS messages to you where you have not opted out from receiving these messages.
We use social media providers such as Facebook, Twitter, YouTube and others to provide advertising to you about those of our products and services which we think may be of interest to you. We do this by creating a custom audience. In order to do this, we will share your email address and/or telephone number with Facebook or other providers who cross check that information with the data they hold from you. For these limited purposes, social media platforms are data processors and only processes this personal data in accordance with our instructions. Please see, for example, https://www.facebook.com/legal/Workplace_GDPR_Addendum for further information.
On some occasions we will seek your consent to process personal data (for example, where we process health information about you) but in this case we will provide full details of what we are seeking consent for, so that you will be able to carefully consider whether to provide that consent. We will also process health information which you have provided to us where there is a substantial public interest to do so. For example, where you purchase a product from us and wish to claim an exemption from VAT, we are required by law to obtain confirmation from you that your health is such that you qualify for the exemption.
3. Who Has Access to Data?
Your information will be shared internally with appropriate members of Allied Vehicles Group staff, only as required in pursuance of their job function. We will also share your data as required by law.
Allied also shares your data with third parties to allow it to carry out its business. For example, third parties acting on our instruction provide postal services and email and text message software and social media providers which we use to communicate with our customers and other people interested in our products and services and to deliver direct marketing. We have in place appropriate contracts to ensure that they do not use the data for their own or any other purposes. See below for further information.
Should you request us to obtain finance on your behalf to purchase a vehicle, the financial information we gather will be passed to our trusted finance companies and credit reference agencies. Please click here to see the companies we may share this information with and links to their Privacy Policies.
Allied does not share your data with other companies or organisations to enable them to send their own marketing communications to you.
Allied may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.
4. How Does Allied Protect Data?
Allied has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where we engage third parties to process personal data on its behalf, they do so on the basis of written instructions, ensuring that all its staff are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. They are also not allowed to use your personal data for their own purposes.
5. How Long Does Allied Keep Your Data?
Allied will hold your personal data for the duration of any contract with you and for a fixed period thereafter. The periods for which your data is held after the end of the contract and in all other situations are set out in our Data Retention Policy (please see section 7 on how to request a copy of our policies).
6. Additional Information About Our Websites
Allied wants you to feel secure when visiting our websites and to respect the privacy of all our customers. We have designed the site so that, in general, you can visit without the need to reveal personal information. Exceptions to this principle are noted below.
A. Indirectly, through computer protocols
One example of this is ‘cookies’. Used by many sites cookies are small automated files sent between computers, which help relate information shown on our site to areas of the site that you have previously visited. If you are uncomfortable regarding use of our cookies or of cookies in general you can disable this function on your computer by changing settings in the preferences or options menu on your browser. Some information about how to disable cookies on different browsers can be found at www.aboutcookies.org. Your IP address will also be used to provide us with non-personalised information about users of our site.
When you visit our website, we also use a third party service, Google Analytics, to collect information relating to your use of our website and visitor behaviour patterns. We do this to monitor traffic to our website and to better understand what is of most interest to our customers.
Analytics collects Internet Protocol (IP) addresses of visitors to our website. These are masked such that we do not have access to your personal data via Analytics. For further information, please see https://policies.google.com/privacy?hl=en.
We also use third party software which allows us to connect any telephone call made to us with any visit you make to our website. When you visit our website we will collect your IP address and a unique phone number will be generated on the site through which you can contact us. We are then able to link your browsing activity related to our website to your telephone call and provide you with more personalised customer service
B. Directly, through online forms
We also collect information which you choose to submit to us voluntarily, through online forms provided on this site. It is completely up to you whether you wish to provide such information and it will be clear where you are asked to do so.
How do we use this information?
Electronic information, including your IP address, helps us to analyse usage trends on our site, such as what sections are most popular, so that we can continually improve the information we provide. Information provided by you will also be used for our internal business records or so that we can communicate with you, either to respond to a specific query you have submitted. We would also like to keep you up to date about our products and services and so we may use your contact information to send promotional materials via the post, by email, by SMS and we may contact you by telephone. However, you will always be able to decide whether or not you want to hear from us and tell us via the contact methods below.
What about special category data?
In order to tailor specific product offers to you we sometimes ask for information such as any disability that you have. You do not need to provide us with this information if you don’t want to, but it may limit our service to you.
Each form on the site used for you to provide voluntary information includes an opportunity to opt-out of receiving future communications, other than a response to the specific query you have made. If you DO NOT wish to receive future communications, please indicate your preference using the option provided in the form.
If you are aged 13 or under, we require the consent of your parent or guardian before you submit any personal information through this website.
7. Your Rights
As a data subject, you have a number of rights. These include the right to request:
- Access to information about, and to obtain a copy of, your personal data;
- That Allied changes incorrect or incomplete data;
- That Allied deletes or stop processing your data, in certain circumstances;
- That Allied stops certain processing activities where Allied is relying on its legitimate interests as the legal ground for processing;
- That Allied provides you with an easy to transmit copy of the personal data you supplied to Allied; and
Please refer to Allied’s Data Protection Policy/Data Subject Rights Policies for further details of these rights.
If you would like to exercise any of these rights, if you have any concerns about how your personal data is being processed, or to request a copy of our Data Protection Policy or Data Subject Rights Policy please contact Allied via one of the following options:
Call: 0800 916 0049
Write to: Your Data, Allied Vehicles Group, 230 Balmore Road, Glasgow, G22 6LJ
If you believe that Allied has not complied with your data protection rights, you can complain to the Information Commissioner. Contact details are available at www.ico.org.uk
8. What If You Do Not Provide Personal Data?
Where you have entered into a contract with Allied for provision of goods or services, failing to provide the data may mean that Allied is unable to properly implement the contract and that you are unable to exercise certain contractual rights.
9. Monitoring and Review
This policy was last updated on 15th March 2019 and shall be regularly monitored and reviewed, at least every two years.