Privacy Policy
Effective date: [CONFIRM: publication date]
Controller: [CONFIRM: legal operator] trading as RPM Autoworks, [CONFIRM: geographic address]. Contact: info@rpmautoworks.co.uk, 07487 337821.
Information we collect
We collect information you give us when enquiring or booking: your name, contact details, collection/delivery addresses, vehicle registration and specification, load information, booking messages, photographs and relevant instructions. We keep payment references and billing records. We accept payment by bank transfer or cash and do not take card payments, so we do not receive payment-card details.
For number plates, we inspect identity and entitlement evidence and keep the records required by law. [CONFIRM: exact fields kept and whether any document copies are retained]
Our website may collect IP addresses, device/browser information and security logs through our hosting provider, GoDaddy. Cookie and analytics information is described in our cookie policy.
We also receive job information from a person or business booking on your behalf, collection/delivery contacts and service partners. We use only the information needed for the job and provide this notice where required.
Purposes and lawful bases
| Purpose | Lawful basis |
|---|---|
| Reply to your own enquiry, quote and perform your booking | Contract or steps you ask us to take before a contract |
| Coordinate with third-party collection/delivery contacts | Legitimate interests in arranging and completing the job |
| Record condition and investigate disputes | Legitimate interests in documenting work and resolving claims |
| Keep required tax and number-plate records | Legal obligation |
| Protect the website and prevent fraud | Legitimate interests in secure business operations |
| Optional email/text marketing | Consent, unless a specifically assessed lawful alternative applies |
| Optional analytics or advertising using device tracking | Consent |
Where we rely on legitimate interests, we consider your rights and use proportionate information. You can object. Where we rely on consent, you can withdraw it without affecting earlier lawful use.
Providing necessary booking information is required to arrange the service. If information required for number plate supply is missing, we cannot supply road-use plates.
Sharing information
We share relevant information with drivers, transport/recovery partners and collection/delivery contacts to perform jobs; hosting, email and IT providers to operate the business; professional advisers and insurers for administration and claims; and authorities where legally required.
We do not sell your personal information. [CONFIRM: provider names, partner arrangements and countries of processing]
Where information is transferred outside the UK, we use applicable safeguards, such as UK adequacy regulations or approved contractual safeguards, unless another lawful exception applies. Contact us for details or a copy of relevant safeguards. [CONFIRM: actual transfers and mechanisms]
Retention
| Record | Period / basis |
|---|---|
| Unsuccessful enquiries | 12 months after last contact |
| Job records, invoices and condition evidence | Normally six years after job/accounting period, adjusted for actual statutory obligations and claims |
| Number plate statutory records | Required statutory period [CONFIRM: current DVLA requirement] |
| Routine website security logs | 90 days, unless an incident requires longer |
| Marketing contacts | Until withdrawal or deletion under a periodic review; minimal suppression data kept to respect opt-outs |
| Cookie and analytics data | See our cookie policy |
We may retain relevant information longer for ongoing legal claims or obligations. We delete or anonymise information when no longer needed.
Your rights
Depending on the circumstances, you can request access, correction, erasure, restriction or portability, and object to processing. You can object to direct marketing at any time. These rights have legal exceptions; we explain any that apply.
Contact us using the details above. We normally respond within one month, subject to lawful extensions or applicable rules. We may request proportionate identity information.
You may complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113. You do not have to contact us first.
Right to erasure (“right to be forgotten”)
You can ask us to delete your personal information, for example where it is no longer needed for the purpose we collected it, you withdraw consent we relied on, you successfully object to processing, or it has been processed unlawfully.
To make a request, email info@rpmautoworks.co.uk or call 07487 337821, telling us which information or booking it relates to. There is no charge unless a request is manifestly unfounded or excessive. We normally respond within one month and will confirm what we have deleted.
The right is not absolute. We may need to keep some information to meet a legal obligation (such as tax records and statutory number-plate records), or to establish, exercise or defend legal claims. Where this applies, we keep only what is necessary, restrict its use and tell you why. If you ask us to stop marketing, we keep minimal suppression details so we do not contact you again.
Where we have shared the information with others, such as transport partners or service providers, we tell them about the erasure unless that is impossible or involves disproportionate effort. Information held in backups is deleted as those backups expire on their normal cycle. [CONFIRM: backup retention period]
Security, external services and updates
We use appropriate organisational and technical measures to protect information, with access limited to those who need it. [CONFIRM: actual controls]
If you contact us through WhatsApp or a social platform, that provider also handles information under its own privacy terms. Our enquiry form does not send or store your details itself: it opens WhatsApp or your email app with your message filled in, and nothing reaches us until you send it from there.
We do not make decisions producing legal or similarly significant effects about you solely by automated means. [CONFIRM] We update this notice when our practices change and explain material changes where appropriate.