Your personal information
Changes we are making for GDPR compliance.
How we look after and safeguard information about you:
Protecting your information
The data controller for Botley Road Motors is Mrs Paula Otter.
Botley Road Motors is a registered company for the purpose of MOT’s, Servicing and Repairs of motor vehicles.
We do not trade personal data for commercial purposes and will only disclose this by law, or with you consent.
To contact us with data query regarding the processing of your personal data please use the details at the bottom of this page.
Details of our procedures.
We believe that all purposes are justified on the basis of our legitimate interest in running and promoting the business to deliver agreed services to you and our legal obligations.
Your right to be informed.
Right of access.
Right of rectification.
The right of erasure.
The right of restrict processing.
The right of data portability.
Right of objection.
To do this we need to keep records about you and your vehicle. We know that you value your privacy and the security of personal information held about you.
Information recorded about you may include:
- Basic details, such as name, address, email address and telephone number
- Demographic information such as postcode
- Car make, car model, car registration details And MOT expiry dates
- Our guiding principle is that we hold your records in strict confidence
- All the above is supplied by you the customer
We may collect personal identification information from users in a variety of ways, including, but not limited to, when users visit our site, subscribe to the newsletter, fill out a form, and in connection with other activities, services, features or resources we make available on our Site. Users may be asked for, as appropriate, name, email address, phone number. Users may, however, visit our Site anonymously. We will collect personal identification information from users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.
Your ‘right’ to be informed
We use your personal information to invoice you and to track payments you make to us. We currently use third party tools which include Autoworks online which serves to track invoices, estimates and job cards.
We hold the records as required by law for a year and then after auditing the records ae stored for a further 6 years and then confidentially destroyed.
Right of access
You have the right to access your data, this will be provided free of charge in the first instance.
To request a copy, please write to Paula Otter and a copy will be provided within 20 working days.
A request for personal information can also be obtained by emailing direct to: firstname.lastname@example.org
Right of Rectification.
Referred to as the right to have information corrected if for example your data is inaccurate , out of date or incomplete.
Customers must inform us of any changes.
The data should be corrected within one month or if not possible within two months of the requested correction.
Right of Erasure.
This is Known as the right to be forgotten, you have an individual right to request data removed when there is no reason to continue processing it.
This includes where processing data is no longer for the purpose it was first collected.
When you have objected to having you data processed or have withdrawn consent.
If the data was unlawfully processed so in breach of GDPR.
In certain circumstances we can refuse a request to erase an individual’s data, for example, if it is being processed to comply with legal obligations for performing task that’s being carried out in the public’s interest or exercise of legal claims.
Right of data portability.
This is concerned with allowing you to obtain and safely reuse your data across different services for your own purpose, i.e. allowing other organisations to re-use the data at your request.
Right to Objection.
You can object to your data being processed at any time if there is a legitimate interest, in performing a task in the public interest of official authority.
How we protect your information
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.
Sharing your personal information
We do not sell, trade, or rent users personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners, trusted affiliates and advertisers for the purposes outlined above. We may use third party service providers to help us operate our business and the Site or administer activities on our behalf, such as sending out newsletters or surveys. We may share your information with these third parties for those limited purposes provided that you have given us your permission.
The legal basis for processing your personal data for consent.
GDPR states that consent must be unambiguous and involve a clear affirmative action (an opt-in). So the main change you will see is the requirement to opt in for all enquiries either electronically, by phone or be mail.
You have the right to confidentiality.
All of our staff contracts of employment contain a requirement to keep client information confidential.
Freedom of Information (FOI) Act 2000
The Freedom of Information Act, gives the general right of access to all types of recorded information held by the practice. The intention of the Act is to encourage a spirit of openness and transparency. Our company aims to fully support this.
Any individual or organisation can make a request for information. The applicant does not have to explain why this information is requested.
Policies and procedures
Botley Road Motors have a number of important policies that detail how we provide care and service to our clients. Please ask us if you would like to see copies of the following policies or procedures:
o Confidentiality policy
o Data protection policy
o Information governance policy
o Complaints policy
o Privacy notice
We welcome comments, suggestions and complaints so that we can continually improve our service to you. Please contact Paula Otter in person or by phone, letter or email if you have a comment, suggestion or complaint.
We take complaints very seriously and have an effective procedure to resolve any problems in the shortest possible time. You can read more about our procedure in our complaints policy. We always want to have satisfied clients.
If you need to contact us, please do so either by email or in writing.
Data Controller – Mrs. Paula Otter
Botley Road Motors Ltd,
4 Hinksey Business Centre, North Hinksey Lane, Oxford, Oxfordshire, OX2 0NR
01865 246 757