Our website is powered by G-Forces Web Management Limited (“GForces”), our third party web services provider. GForces is committed to ensuring that data is processed in accordance with applicable data privacy laws, and is kept secure. GForces is certified to the standard of ISO27001 (an international standard for information security). GForces uses Amazon Web Services, Inc. as its cloud platform provider. All data processed by GForces is stored on Amazon’s web servers in the EEA.
If you visit our website
When someone visits our website, GForces collects standard internet log information (your IP address, browser, and type of device) and details of visitor behaviour patterns (where you joined our site from, the path you take through our site and where you leave). These are stored against unique ids (which are strings of numbers). GForces collects this information for the legitimate business purpose of monitoring the number of visitors to the various parts of the site, the general geographic location of visitors and engagement levels, which in turn enables it to make improvements to its websites and services, and provide business intelligence. This information is only processed in a way which does not identify anyone. It is kept indefinitely.
GForces also uses Google Analytics to collect standard internet log information and details of visitor behaviour patterns, which are stored against unique ids (i.e. strings of numbers). We collect this information for the legitimate business purpose of monitoring website traffic and engagement levels, which in turn enables us to make improvements to our website and the way we sell our cars and services. This information is only processed in a way which does not identify anyone. It is kept indefinitely.
If you use our enquiry forms
When you submit information using an online form, GForces processes the data collected and stores it for 31 days for the legitimate business purpose of enabling us to access the information and deal with your request (it is then kept for a further 14 days in GForces’ routine back-ups for business continuity purposes). We collect the following information: Title, First Name, Last Name, Email Address, Telephone Number, Make, Model, Vehicle Registration and will use the data you supply to answer an enquiry or to administer an ongoing commercial relationship. We will store the data you supplied us with it in our dedicated DMS system (Dealerweb, Kompass or Pinnacle) until the enquiry is resolved or you request otherwise.
If you enter your postcode, GForces stores the first part of it (e.g. ‘ME14’ or ‘SW1’) and links it to standard internet log information already collected (it is used for the same purposes as that information, as outlined above).
If you use our LiveChat service
We will use the data you supply to answer an enquiry or to administer an ongoing commercial relationship. We will store the data you supplied us with it in our dedicated DMS system (Dealerweb, Kompass or Pinnacle) until the enquiry is resolved or you request otherwise.
If you contact us via social media
If you send us a private or direct message via social media the message will be stored for 12mths. It will not be shared with any other organisations. Lipscomb operate and manage their own social media accounts and no third parties are involved.
If you contact us by email
Any email that is sent to us, including attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
If you contact us by phone
When you call the Lipscomb, dynamic tracked lines we collect the reporting of inbound calls. We use this information to help improve its efficiency and effectiveness. Tracked calls are retained for 31 days.
People who use Lipscomb services.
We have to hold the details of people who have requested a service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.
People who make a complaint to us
When we receive a compliant from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. The file will be retained for 3yrs following the conclusion of the complaint and will be retained in a secure environment, with access being restricted according to the “need to know” principle.
Job applicants, current and former Lipscomb employees.
When individuals apply to work at Lipscomb, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for a maximum of 3 months after the recruitment exercise has been completed, it will then be destroyed or deleted.
Once a person has taken up employment with Lipscomb, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Lipscomb has ended, we will retain the file in accordance with the requirements of our retention schedule and then destroy it.
Lipscomb Cars Ltd operates CCTV system at each of its dealerships for security and monitoring purposes and is only accessed by Senior Management for this stated purpose. CCTV footage will be held for a maximum of 31 days. Retention might be extended where it is being used as evidence in law enforcement or civil proceedings.
Data Preference Centre
Under data privacy laws, you have the right to:
• request access to your personal data;
• request deletion or correction of your personal data; and
• request that your personal data be transferred to another person.
Our online data preference centre helps you to exercise the rights that data privacy laws give you and control your personal information. It contains five separate forms, as set out below.
• See your data
You can ask to see any personal information that we hold (known as a “subject access request”) by submitting the form on the “See your data” tab.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
• Transfer your data
By completing the form on the “transfer your data” tab, you can ask us to provide your data to a third party.
• Delete your data
You can ask us to delete the information we hold about you by completing the form on the “delete your data” tab.
• Change your data
If we do hold information about you, you can also ask us to correct any mistakes by completing the form on the “Change your data” tab.
• Marketing Preferences
On the “marketing preferences” tab, you can tell us how you would like us to send you marketing information, or ask us to stop marketing to you entirely.
Any data collected through the data preference centre is stored for a maximum of 30 days in order to update internal systems with requested action.
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or by our manufacturer partners franchise dealer agreements.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to send marketing material, aftersales notifications etc.). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
Links to other websites:
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
How to Contact Us:
Lipscomb Cars Ltd, Performance House, Forstal Road, Aylesford, Maidstone, Kent, ME20 7XA.
How to Contact the ICO (Information Commissioner’s Office)
If you want to make a complaint about the way we have processed your personal information, you can contact the ICO (Information Commissioner’s Office) as the statutory body which oversees data protection law. www.ico.org.uk/concerns.
This privacy notice was last updated on 23rd March 2018.