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Van Finance Company Privacy Policy

 

Version 3 updated (02/04/2024)

 

1. Our commitment to your privacy

 

Your privacy matters to us. This policy explains how we collect, use, share and protect your personal information - whether you visit our website, contact us, or visit a dealership.

 

We only collect what we need, keep it secure, and never sell it. You can update your details or change your marketing preferences at any time.

 

2. What personal data we collect

 

We collect data when you use our website, visit a dealership, apply for finance or services, or contact us by phone, email, post or live chat.

 

We collect:

 

• Identity details (name, date of birth, gender)

• Contact details (address, phone, email)

• Financial details (payment info for purchases or finance)

• Proof of ID (driving licence, passport, utility bill)

• Vehicle details (registration, service history, videos/photos)

• Communication records (emails, texts, calls)

• Technical data (IP address, browser, website use)

• CCTV footage (for site security)

 

We may also receive data from manufacturers, finance or insurance partners, or online marketplaces (e.g. AutoTrader).

 

3. How we use your information

 

We use your personal data only when the law allows it. Most often, to:

 

• Provide our services (sales, servicing, MOTs, finance)

• Meet legal obligations (DVLA, tax, safety recalls)

• Improve customer experience and service quality

• Send reminders (e.g. MOT or finance renewal)

• Prevent and detect fraud

 

Marketing: We may send you offers or updates. You can opt out anytime via unsubscribe links or sales@vanfinancecompany.co.uk.

 

Finance checks: A hard check(s) are done if you apply for finance.

 

4. Who we share your data with

 

We never sell your data. We only share it when necessary, for example with:

 

• Vehicle manufacturers (for warranties, recalls)

• Finance and insurance providers

• IT and service partners

• External repairers (insurers, assessors and subcontractors)

• Professional advisers (lawyers, accountants)

• Government authorities (FCA, DVLA, HMRC, Police)

• Credit agencies (Experian, Equifax)

 

Some manufacturer partners may process data outside the UK/EEA under UK-standard safeguards.

 

5. How we keep your data safe

 

We use technical and organisational measures including:

 

• Secure servers and firewalls

• Restricted access

• Encryption and password protection

• Locked storage for physical records

 

We’ll never ask for passwords, bank PINs, or request money transfers. If someone does, contact 0330 133 6376 / sales@vanfinancecompany.co.uk or www.actionfraud.police.uk

 

6. Keeping your information up to date

 

Keep your contact details current by emailing sales@vanfinancecompany.co.uk or contacting your local dealership.

 

7. Your rights

 

You have the right to:

 

• Be informed about how we use your data

 

This includes:

 

• Who we are.

• Any legal reason for us requiring your data.

• How long we keep your data for.

• The existence of your rights under the General Protection Regulations

• Access the data we hold

• Request access to your personal data (known as a subject access request)

• Correct inaccuracies

• You have the right to have your personal data rectified if it is inaccurate or incomplete

 

Request deletion

 

You have the right to request that all information we hold about you to be deleted and or removed where there is no compelling reason for its continued process, such as the end of your contract(s).

 

• Where erasure is not possible due to legal obligations (e.g. tax, warranty, safety records or legal / compliance reasons), processing will be restricted to essential lawful purposes only.

 

Restrict processing

 

You have the right to request that we restrict further processing of your personal data where:

 

• You contest the accuracy of the personal data we hold on you, until it has been rectified and verified.

• You have objected to us processing your personal data (where there is a legitimate reason for the processing such as a performance of a contract) until your objection has been fully considered and a decision made.

• Processing is unlawful and you request the process of your data be restricted instead of erased.

 

Object to use (e.g. marketing)

 

Where we process your personal data for the performance of your contract, you have the right to object to the processing, however, this must be on grounds relating to your situation. In these circumstances, we will stop processing your personal data unless:

 

• We can demonstrate compelling legitimate grounds for the processing, or the processing is for the establishment, exercise or defence of legal claims.

 

Withdraw consent

 

You can choose to stop receiving marketing emails or SMS messages from us by following the unsubscribe link and instructions on the respective marketing emails or SMS messages which you receive. You can also ask us to stop including you in marketing campaigns by contacting us using the details below. You can also choose to change your marketing preferences by writing to us using the details below.

 

These changes will not prevent all uses of your information (where we believe we have legitimate interests to use it) but if you are concerned about this you can ask us to stop all contact with you.

 

Upon receipt of a request, we will confirm your identity before processing the request. If you have made a subject access request, any of your personal data in response to the request will be provided in the most practical format, unless you have stipulated an alternative format, and this is reasonably possible. Please be aware, we may still withhold personal data that you request to the extent permitted or required by law.

 

We aim to respond within one month. If this is not possible we will contact you. If we are unable to resolve your issue, you can contact the ICO at www.ico.org.uk.

 

8. How long we keep your data

 

We keep information only as long as necessary:

 

- Sales and service data: 6 years

- Enquiries: until you ask for deletion

- Complaints: 6 years after resolution

 

Data is securely deleted or anonymised when no longer needed.

 

9. Transfers outside the UK or EEA

 

If data is processed outside the UK/EEA, we ensure strong protection via legal safeguards or approved contracts.

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10. Links to other websites

 

Our site may link to others (e.g. Facebook, YouTube, Google). Please read their privacy policies, as we can’t control how they use your data.

 

11. Cookies

 

We use cookies to improve our site and user experience. You can manage preferences when you first visit or change them anytime. See our Cookie Policy for details vanfinancecompany.co.uk/cookie-policy

 

12. Call recordings

 

We record calls for training and quality. Recordings are securely stored and handled under this policy.

 

13. Updates to this policy

 

We review this policy periodically. Updates are posted on our website with the latest revision date at the top.

 

In summary

 

• We collect only what we need

• We keep it secure

• We don’t sell your data

• You can control how we contact you

• You can ask us to correct or delete your data anytime

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