Lipscomb Cars Limited is the data controller and registered with the Information Commissioner’s Office (“ICO”) under number Z5137176 .
Processing your personal data is crucial for us to be able to provide you with our products and services. Most of the personal information we process is provided to us directly by you for one of the following reasons (although the list is not exhaustive):
If you visit our website
When someone visits our website, ATG 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, the searches you conduct and where you leave). These are stored against unique ids (which are strings of numbers). ATG 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 if you visit our website.
If you use our enquiry forms
When you submit information using an online form, ATG 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 ATG’s 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, ATG 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 in our dedicated DMS system (Dealerweb, Kompass or Pinnacle) until the enquiry is resolved or you request otherwise.
If you conduct a vehicle search on our website
If you conduct a vehicle search on our website, ATG deposits a record of the search on your device. If you visit our website again, ATG accesses that record and offers you the option to replicate your previous search to save you time repeating it. It also uses that record to present recommended alternatives to the vehicles you previously viewed. In order to do this, ATG sends details of your previously viewed vehicles (without any personal information) to Amazon Web Services, which produces the recommendations using machine learning. If you don’t want search records to remain on your device, you can clear local storage in your browser. To find out how to manage website data (Local Storage) on popular browsers, see the links below. For information relating to other browsers, visit the browser developer's website.
• Google Chrome - https://support.google.com/chrome/answer/2392709
• Mozilla Firefox - https://support.mozilla.org/en-US/kb/storage
• Microsoft Internet Explorer - https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
• Apple Safari - https://support.apple.com/en-gb/guide/safari/sfri11471/mac
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.Please see below a list of our current social media providers and their privacy policies:
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 our 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 complaint 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.
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. Please see below links to our manufacturer partners privacy policies:
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.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
You have a choice about how you receive our marketing information. We will not use your personal information for marketing purposes, if you have indicated that you do not wish to be contacted. You can therefore remove or change your contact preferences at any time by contacting our Data Protection Officer either via email (firstname.lastname@example.org) or via post (FAO: Data Protection Officer, Lipscomb Cars Ltd, Performance House, Forstal Rd, Aylesford, Maidstone, Kent, ME20 7XA)
We have a contractual obligation
Where you transact with us to buy a vehicle or parts/accessories or to book a service or MOT, we will use your personal information so that we can fulfil our part of the contract e.g. to deliver the product to you, to take payment and to manage your order. Where we need personal data to perform our contract, we will not be able to provide these services to you, if you do not provide us with this information.
We have a legal obligation
We will, if required by law, disclose your personal information for example in response to a Court Order. We will disclose your personal information if requested by a law enforcement agency or where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving threats to physical safety of any person, non-compliance with our Terms and conditions, or as otherwise permitted or required by law and consistent with legal requirements.
We have a Legitimate Interest
The law permits us to handle your personal data where necessary in our legitimate interests provided that this isn’t outweighed by your own interests. Many of the purposes we handle your personal information, described above, fall into this category as they are essential activities which enable us to run our business efficiently and effectively for example, enabling us to use third party service providers and to monitor, review and improve the services we provide to you and your experience when you visit our website
We also rely on legitimate interests basis for processing, ie to contact you to remind you about important safety and quality issues relating to your vehicle including to remind you about service and MOT due dates. This is important to help ensure that you comply with legal requirements and maintain the quality of your vehicle. If you would prefer that we did not remind you of these dates, you can let us know anytime by contacting our Data Protection Officer on the details below.
Post: Data Protection Officer, Lipscomb Cars Ltd, Performance House, Forstal Road, Aylesford, Maidstone, Kent, ME20 7XA
We also rely on this processing ground to help us ensure we communicate with you about products and services, that you are most likely to be interested in, and in the way that you are most likely to want to communicate with us.
In general, the data we process may include the following categories:
Lipscomb Cars Ltd will process and store your personal data for as long as it is deemed strictly necessary to fulfil the purposes for which we collected it – or, in the case of consent, until you withdraw your consent (unless there is a different purpose for processing the same data and this is not based on your consent).
Data Preference Centre
Under data privacy laws, you have the right to:
Our online data preference centre (www.lipscomb.co.uk/data-preferences/) 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 of our data preference centre. (www.lipscomb.co.uk/data-preferences/subject-access-request/ )
This will be passed onto our Data Protection Officer as soon as received and a record of the request is noted. We will then verify the identity of the individual making the access request and where we are unable to do so, we may contact you for further information or to provide evidence of your identity prior to actioning your request. If a third party, relative or representative is requesting the information on your behalf, we will verify their authority to act on your behalf and may again contact you to confirm their identity and gain your authorisation prior to actioning the subject access request.This is to protect your information and rights.
If enough information has been provided in your “subject access request” to collate the personal information held about you, we will gather all forms (hard-copy, electronic etc) and ensure that the information is provided back to you in an acceptable form within 30 days of receiving your “subject access request”. However, where the retrieval or provision of information is particularly complex or is subject to a valid delay, the period may be extended by two further months. If this is the case, we will write to you within 30 days and keep you informed of the delay and provide the reasons.
Transfer your data
By completing the form on the “transfer your data” tab of our data preference centre, you can ask us to provide your data to a third party. (www.lipscomb.co.uk/data-preferences/data-portability-request/ )
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 of our data preference centre. (www.lipscomb.co.uk/data-preferences/data-erasure-request/ )
Change or Restrict 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 or Restrict your data” tab of our data preference centre.(https://www.lipscomb.co.uk/data-preferences/data-rectification-request/ )
On the “marketing preferences” tab of our data preference centre, you can tell us how you would like us to send you marketing information, or ask us to stop marketing to you entirely. (www.lipscomb.co.uk/data-preferences/marketing-preferences-update/)
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.
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.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
This privacy notice was last updated on 18/11/2022