Terms, Conditions & Policy Information

Legal Notice

Thank you for visiting our website. Please note that in return for the information given about Copthorne Motor Company, our business and the services we provide through our website, you are required to accept the following terms and conditions. Throughout this Notice "we, us and our" shall mean Copthorne Motor Company.

Conditions of use

Copthorne Motor Company use reasonable efforts to include accurate and up to date information on our web pages. However, information can be subject to change without notice. We shall not be liable for any direct, indirect, incidental, consequential or cumulative losses or damages arising out of the use or inability to use these pages, any errors, misrepresentations or omissions on the material contained on them.

The information on these web pages has been prepared with reasonable care and we believe it to be legal, honest, decent and truthful as of the date of its preparation.

You agree that the material downloaded or otherwise accessed through the use of our web pages is obtained entirely at your own risk and that you will be entirely responsible for any resulting damage to software or computer systems and/or any resulting loss of data even if we have been advised of the possibility of any such damage.

We do not accept any liability in connection with any third party web sites which may be linked or accessible through the Copthorne Motor Company website and we do not endorse or approve the contents of any such site.

If a dispute arises out of this website or the use of this website you the user and we, agree to submit exclusively to the jurisdiction of the courts of England and Wales.

Unless expressly stated to the contrary the text and graphics in the information contained in this website is the copyright of Copthorne Motor Company. You may download or print out individual selections of these web pages only if explicitly used for your own personal information and not for reproduction for public use. Permanent copying, reproduction, incorporation or storage of the whole or part of this website or of the information contained in it for use in any other work or publication whether on paper or electronic media or any other form is expressly prohibited.

The entire contents of these web pages remains our property and is copyright with all rights reserved.


Data Protection Act (DPA) 1998

Your personal information is your personal property and we recognise that this places serious responsibilities on us. Please see below for more detailed information on how we handle your data.

Any omission by Copthorne Motor Company to exercise any rights under these conditions of use does not constitute a waiver of such right unless expressly accepted by us in writing.


General Data Protection Regulation (GDPR) 2018

This piece of legislation comes in to force on the 25th May 2018. The GDPR regulates the processing of personal data, and protects the rights and privacy of all living individuals, for example by giving all individuals who are the subject of personal data a general right of access to the personal data which relates to them. Individuals can exercise the right to gain access to their information by means of a 'subject access request'.

Personal data is information relating to an individual and may be in hard or soft copy (paper/manual files; electronic records; photographs; CCTV images), and may include facts or opinions about a person.


Data Protection Policy

We are committed to a policy of protecting the rights and privacy of individuals, including customers, staff and others, in accordance with the General Data Protection Regulation (GDPR) May 2018.

The GDPR contains provisions that the company will need to be aware of as data controllers, including provisions intended to enhance the protection of customers's personal data.

The new regulatory environment demands higher transparency and accountability in how businesses manage and use personal data. It also accords new and stronger rights for individuals to understand and control that use.

We must ensure that our policies are written in a clear, plain way that people will understand.

Copthorne Motor Company needs to process certain information about its staff, customers and other individuals with whom it has a relationship for various purposes such as, but not limited to:

  • The recruitment and payment of staff.
  • The administration of sensitive data.
  • Collecting payments from customers and other individuals.
  • Complying with legal obligations to government including local government.

To comply with various legal obligations, including the obligations imposed on it by the General Data Protection Regulation (GDPR) Copthorne Motor Company must ensure that all this information about individuals is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully.


Responsibilities

Copthorne Motor Company will be the 'data controller' under the terms of the legislation – this means it is ultimately responsible for controlling the use and processing of the personal data.

The Senior Management Team is responsible for all day-to-day data protection matters, and will be responsible for ensuring that all members of staff and relevant individuals abide by this policy, and for developing and encouraging good information handling within the company.

The Senior Management Team is also responsible for ensuring that the companies documentation is kept accurate.


Compliance

This policy applies to all staff of Copthorne Motor Company. Any breach of this policy or of the Regulation itself will be considered an offence and disciplinary procedures will be invoked.

As a matter of best practice, other companies and individuals working with us and who have access to personal information, will be expected to read and comply with this policy.

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments to the GDPR and other relevant legislation.


Data Protection Principles

The legislation places a responsibility on every data controller to process any personal data in accordance with these principles:

Process personal data fairly and lawfully

We will make all reasonable efforts to ensure that individuals who are the focus of the personal data (data subjects) are informed of the identity of the data controller, the purposes of the processing, any disclosures to third parties that are envisaged; given an indication of the period for which the data will be kept, and any other information which may be relevant.

Process the data for the specific and lawful purpose for which it collected that data and not further process the data in a manner incompatible with this purpose

We will ensure that the reason for which it collected the data originally is the only reason for which it processes those data, unless the individual is informed of any additional processing before it takes place.

Ensure that the data is adequate, relevant and not excessive in relation to the purpose for which it is processed

We will not seek to collect any personal data which is not strictly necessary for the purpose for which it was obtained. If any irrelevant data are given by individuals, they will be destroyed immediately.

Keep personal data accurate and, where necessary, up to date

We will review and update all data on a regular basis. It is the responsibility of the individuals giving their personal data to ensure that this is accurate, and each individual should notify us if, for example, a change in circumstances mean that the data needs to be updated. It is the responsibility of Copthorne Motor Company to ensure that any notification regarding the change is noted and acted on.

Only keep personal data for as long as is necessary

We undertake not to retain personal data for longer than is necessary to ensure compliance with the legislation, and any other statutory requirements. This means we will undertake a regular review of the information held and implement a removal process.

We will dispose of any personal data in a way that protects the rights and privacy of the individual concerned (e.g. secure electronic deletion, shredding and disposal of hard copy files as confidential waste). A log will be kept of the records destroyed.

Process personal data in accordance with the rights of the data subject under the legislation.

Individuals have various rights under the legislation including a right to:

  • be told the nature of the information Copthorne Motor Company holds and any parties to whom this may be disclosed.
  • prevent processing likely to cause damage or distress.
  • prevent processing for purposes of direct marketing.
  • be informed about the mechanics of any automated decision taking process that will significantly affect them.
  • not have significant decisions that will affect them taken solely by automated process.
  • sue for compensation if they suffer damage by any contravention of the legislation.
  • take action to rectify, block, erase or destroy inaccurate data.

We will only process personal data in accordance with individuals' rights.

Put appropriate technical and organisational measures in place against unauthorised or unlawful processing of personal data, and against accidental loss or destruction of data.

All members of staff are responsible for ensuring that any personal data which they hold is kept securely and not disclosed to any unauthorised third parties.

We will ensure that all personal data is accessible only to those who have a valid reason for using it.

We will have in place appropriate security measures e.g. ensuring that hard copy personal data is kept in lockable filing cabinets/cupboards with controlled access (with the keys then held securely in a key cabinet with controlled access):

  • keeping all personal data in a lockable cabinet with key-controlled access.
  • password protecting personal data held electronically.
  • archiving personal data which are then kept securely (lockable cabinet).
  • placing any PCs or terminals, CCTV camera screens etc. that show personal data so that they are not visible except to authorised staff.
  • ensuring that PC screens are not left unattended without a password protected screen-saver being used.

In addition, we will put in place appropriate measures for the deletion of personal data - manual records will be shredded or disposed of as 'confidential waste' and appropriate contract terms will be put in place with any third parties undertaking this work. Hard drives of redundant PCs will be wiped clean before disposal or if that is not possible, destroyed physically. A log will be kept of the records destroyed. This policy also applies to staff who process personal data 'off-site', e.g. when working at home, and in circumstances additional care must be taken regarding the security of the data.

Ensure that no personal data is transferred to a country or a territory outside the European Economic Area (EEA) unless that country or territory ensures adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

We will not transfer data to such territories without the explicit consent of the individual.

This also applies to publishing information on the Internet - because transfer of data can include placing data on a website that can be accessed from outside the EEA - so Copthorne Motor Company will always seek the consent of individuals before placing any personal data (including photographs) on its website.

If we collect personal data in any form via its website, it will provide a clear and detailed privacy statement prominently on the website, and wherever else personal data is collected.


Consent

Although it is not always necessary to gain consent from individuals before processing their data, it is often the best way to ensure that data is collected and processed in an open and transparent manner.

Consent is especially important when Copthorne Motor Company is processing any sensitive data, as defined by the legislation.

We understand consent to mean that the individual has been fully informed of the intended processing and has signified their agreement whilst being of a sound mind and without having any undue influence exerted upon them. Consent obtained on the basis of misleading information will not be a valid basis for processing. Consent cannot be inferred from the non-response to a communication.

Personal Details

For the purposes of the General Data Protection Regulation (GDPR) (Regulation EU) 2016/679 you consent to Copthorne Motor Company holding and processing personal data including sensitive personal data of which you are the subject, details of which are specified in our data protection policy.

We will ensure that any forms used to gather data on an individual will contain a statement (fair collection statement) explaining the use of that data, how the data may be disclosed and also indicate whether or not the individual needs to consent to the processing.

How We Use Your Personal Information

Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with the Data Protection Act 1998.

We will ensure that if the individual does not give his/her consent for the processing, and there is no other lawful basis on which to process the data, then steps will be taken to ensure that processing of that data does not take place.

When you visit our website, we may collect information from you like your IP address and other online identifiers. This helps us analyse how people use our website. We use third parties (including Google Analytics) to collate IP addresses, which helps us understand our website traffic.

We may use cookies and/or pixel tags on some pages of our website. A cookie is a small text file sent to your computer. A pixel tag is an invisible tag placed on certain pages of our website but not on your computer. Pixel tags usually work together with cookies to give you a better web experience.

We'll ask your permission before using any cookie. If you don't accept cookies, you may not see the website how it's intended.

It's impossible to always keep online data from crossing unsecured networks where it can be accessed by other people. However, we have designed our security to try and keep your data safe and we take this responsibility very seriously.

Cookies

'WRUID' - this helps us run analytics for our site, which are what give us feedback so we can improve.

'_utma', '_utmb', '_utmc' and '_utmz' - these are Google Analytics cookies, which track and report behaviour anonymously.

Third-party cookies

Cookies for some other services (like TrustPilot) are set by content we've embedded in our website. We don't control third parties' cookies so if you need more information, take a look at their privacy policies.

Our website uses Secure Socket Layer (SSL) to give you more security when you're entering personal information in your quote. SSL is the industry standard technology for protecting data online, which works by scrambling your information so unauthorised people can't read it.


Subject Access Rights

Individuals have a right to access any personal data relating to them which are held by Copthorne Motor Company. Any individual wishing to exercise this right should apply in writing.

We reserve the right to charge a fee for data subject access requests.

Under the terms of the legislation, any such requests must be complied with within 40 days.


Disclosure of Data

Our staff should exercise caution when asked to disclose personal data held on another individual or third party.

Copthorne Motor Company undertakes not to disclose personal data to unauthorised third parties, including family members, friends, government bodies and in some circumstances, the police.

Legitimate disclosures may occur in the following instances:

  • the individual has given their consent to the disclosure.
  • the disclosure is required for the performance of a contract.

In no circumstances will we sell any of its data/databases or any customer information to a third party.


Procedure for review

This policy will be updated as necessary to reflect best practice or future amendments made to the General Data Protection Regulation (GDPR) May 2018 and Data Protection Act 1998.