Introduction

This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.

IML Vehicle Solutions Limited Business Privacy Statement

The New data protection legislation GDPR or (General Data Protection Regulation) came into force on the 25th May 2018, which aims to protect the privacy of all EU citizens and prevent data breaches. It applies to all public or private organisations processing personal data.

IML Vehicle Solutions Limited are whole heartedly committed to adhere to the legislation and the following information 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.  Your data will be secure, and we will not share it with anyone else or sell your information to third parties.

The contents of this statement may change from time to time, so you may wish to check this page occasionally to ensure you are still happy to share your information with us. Where possible, we will also contact you directly to notify you of these changes.

The website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Use of cookies

What are cookies?

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

What do we use cookies for?

We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.

We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors

What information do we collect?

IML Vehicle Solutions Limited collect information about you and your vehicle when you use our website applications or when you make a request. We only collect information which is necessary, relevant and adequate for the purpose you are providing it for.

The information we collect includes some or all the following:

Name (including title);
Address;
Phone number;
Email address;
Vehicle information (Registration Plate, Make, Model, Last inspection dates and future service inspections due);
The date and time you used our services;
The pages you visited on our website and how long you visited us for;
Details of any transactions between you and us;
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;
Any information within correspondence you send to us.

How do we use this information?

IML Vehicle Solutions Limited 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:

Send you promotional services and offers and reminders of when services are due to be carried out

Performance

IML Vehicle Solutions Limited may use and process your personal information where this is necessary to perform a contract with you and to fulfil and complete your orders, purchases and other transactions entered in to with us. This may include carrying out background checks on your business and viewing banking transaction history to satisfy financial standing with regards to some contracts that are offered where applicable before any contract can be fulfilled

Legal Obligation

IML Vehicle Solutions Limited may process your personal information to comply with our legal requirements in the case of operators licensing and or accounts/transaction purposes and to provide information to government services if applicable to prevent fraud

How do we share this information?

IML Vehicle Solutions do not sell your information to third parties or share any of your information. The information we hold will be solely that of IML Vehicle Solutions Limited for providing our services to you

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 that regularly uses our services), we hold your personal information for 6 years from the date our relationship ends. We hold your personal information for this period to establish, bring or defend legal claims. Our relationship may end for several reasons e.g. you have made us aware you/your company no longer own or drive that vehicle and or no longer wish to use our services.

Where we have obtained your personal information following a request for information, quotation or any other information on any of our products or services, we hold your personal information for 1 year and 6 months from the date we collect that information, unless during that period we form a relationship with you e.g. you apply for a credit account and wish to use our services in the future. We will continue to process your data in line with your initial enquiry for 6 months to allow us an opportunity to form a relationship with you. After this your data will remain dormant for 1 year before being removed, unless a relationship is formed within this time.

The only exceptions to the periods mentioned above are where:

the law requires us to hold your personal information for a longer period, or delete it sooner;
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

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:

Ask for a copy of the information that we hold about you;
Correct and update your information;
Withdraw your consent (where we rely on it). Please see further How do we use this information;
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. When we do rely on our legitimate interests to use your personal information for direct marketing, we will always comply with your right to object;

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;

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.
In the case of a subject access request or a request for information, please be aware that if your request is unfounded or excessive, we may still charge a fee or refuse to act on the request.  Please also be aware that when we remove your data from our system, either after the periods of time mentioned previously in this document or at your own request, your data is permanently removed from our system and may affect any future subject access requests that you make.

You can exercise the above rights and/or manage your information by contacting us using the details below:

Post: Hayles Bridge Offices, 228 Mulgrave Road, Cheam, Surrey, SM2 6JT, UK and write (for the attention of Ian Hand, the Company Director).

Email: info@imlvehiclesolutions.co.uk

If you have any specific data protection concerns or a complaint, you can address it to our Data Protection Team at imlvehiclesolutions@outlook.com

If you are unhappy, you have the right to lodge a complaint with Information Commissioner’s Office, the data protection regulator in the UK, details below:

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

Call: 0303 123 1113