Privacy Policy

About this Privacy policy
Simon Hartwell Limited are committed to protecting and respecting your privacy. Please read this privacy policy carefully so that you can see why and how we collect data from you and how it will used by us.

For the purposes of the Data Protection Act 1998 and any subsequent amendments, Simon Hartwell Limited is the “data controller”. Our registered company address is: Simon Hartwell Ltd, 236 – 240 Ringwood Road, Ferndown, Dorset BH229AR. If you have any questions regarding this privacy policy or the personal information we have about you, please contact:

Address: Tom Hartwell, Simon Hartwell Ltd, 236 – 240 Ringwood Road, Ferndown, Dorset BH229AR

Telephone number: 01202 893589

E-mail: customer.services@simonhartwell.co.uk

When do we collect your personal information?
We would really like to send you details about our products, services, offers & promotions but we will only do so when you tell us that you are happy to receive this information. You can let us know that you would like to receive this information either on site, telephoning 01202 893589 or by emailing customer.services@simonhartwell.co.uk.

We will also use your personal information when you buy products and services from us. This is only so that we can complete your order/booking but we won’t use your personal information for marketing purposes unless you tell us this is ok.

Please remember that you allow us to use your personal information when you use our online service booking service.

All of the information you give to us is confidential. We will only use your information in the way we tell you in this policy.

What personal information do you give us?
You may provide us with your:

Name, Address, Registration, Telephone number, Email address & Driving license.

Financial information including your credit, or debit card or other payment information you provide will be processed immediately and not stored in our system.

Date of birth will only be requested and used when processing finance for Servicing contracts and Hire purchase/Personal contract purchase.

What personal information do we give to third parties?
Your privacy is important to us and so we will never sell or disclose your personal information to a third party for the use of the information for other purposes than described in this policy.

We may give your personal information to our trusted service partners for processing new vehicle orders (PSA, Penton Motor Group), used & new car finance (MotoNovo, PSA), adding your details to a V5 in the case of buying a vehicle from us (DVLA) and for the purposes of customer satisfaction surveys (Citroen). Third party marketing will on rare occasions be carried out by PSA marketing. When disposing of or selling a part exchange vehicle the previous owner details are printed on the V5 and will be passed on to the new keeper/trader.

To prevent fraud or other criminal activity and to make sure your information is accurate, we may pass on the information we have about you to other companies, retailers, financial organisations or other organisations specialising in the prevention of fraud and crime. We are sometimes obligated to disclose the information we have about customers to law enforcement agencies where an allegation has been made of suspected criminal activity

We may also purchase services and data from agencies to verify the contact details and personal information you have provided to us.

We will make sure that your personal information is protected when it is sent from Simon Hartwell Ltd. We make sure our trusted service partners keep your personal information safe.

What we do with the personal information you provide to us?
We use the information you give to us in a number of different ways:

Processing service bookings, purchases, sales
To process a service booking or sales enquiry we have to enter your details into our DMS (dealer management system) Evolution. This information is stored on our server and all relevant members of staff can access this data.

We then use your details in different ways depending on department:

 

Service Department

Customer records – your name, address, telephone number and email address will be stored in our DMS, this helps us process bookings and keep a history of your visits and invoices.

Job diary (DMS) – To organise workload.

Job card – Request for technician to work on your vehicle this is allocated to your technician.

C&D – If you requested for your vehicle to be collected our driver will use your details to locate your pre-arrange collection destination.

Courtesy cars – If you requested a courtesy car we will make a copy of your driving license and insurance details.

Customer Satisfaction questionnaire – PSA will access our server to collect your information to send you a questionnaire.

Service History (DMS)– All work carried out on your vehicle will be stored and is available on request.

Service & MOT reminders – We regularly send you letters/emails to remind you of upcoming servicing, MOT & service related items expiration dates. We do this under the grounds of legitimate interest, if you no longer wish to use this service please contact us and we will remove this from your file.

Sales Department

Enquiry Card – If you enquire about a vehicle with us we will enter your details on an enquiry car which is kept with your Sales Executive.

Order Form – Once you place an order with us your details will be entered onto an order form which is then signed by yourself.

DMS – Once you proceed with a purchase we enter your details on to our Dealer Management System, this enables us to create an invoice and attach your details to the vehicle you have purchased. We then have a record of your purchase.

Job Card – Any accessories or further work required on the vehicle will need to be carried out in our workshop, your details will appear on the job card and will be accessed by the service department and allocated to your technician.

V5 – Your details will then be entered onto the V5 of the vehicle, this then gets sent to the DVLA to process the Tax and purchase of the vehicle.

Finance – If you wish to finance your vehicle we will process this through PSA or MotoNovo, we will have to take further details such as date of birth, this will be shared with the above organisations.

New vehicle purchases – When processing new vehicle purchases we do share your details with PSA, PSA finance and Penton Motor Group.

Invoice – We will invoice the vehicle, we supply you with a copy and then file our copy away.

Part Exchange – Your details will be on the V5 so if we decide to re-market your vehicle the next owner will be able to see this information in the previous owner section. If we sell this vehicle through the trade then this information will be available to the trade purchaser of your part exchange.

Parts department

DMS – Your details will be entered on our Dealer Management System for invoicing & ordering purposes.

If we need to order a part in for you we will ask for payment prior to ordering, we then process this as a proforma, this is always kept in a safe and secure place.

Keys & Number Plates – We are required by law to obtain further information from you in order to process keys and number plate orders, we will request the V5 of the vehicle a form or identification and a household bill. All of this information will be kept locked away within our filing system and access is only available to authorised members of staff.

Payments

Merchant copies of any receipts are collected and stored in a secure place, they are always locked away.

When paying over the phone or otherwise we do not repeat or store card numbers, the payment is processed immediately.

We may store and process the information you provide for a period of time to ensure that any allegation of fraudulent use of identity can be properly investigated in the future.

To manage returns of products or possible claims of faulty products or services, we need to collect and process your personal information. In order to prevent fraud in connection with claims and returns, we may need to request certain personal information from you to handle your request.
Where is your personal information stored?
We keep the personal information we collect about you in secure environments. Your personal information is protected from unauthorised access, disclosure, use, alteration or destruction by any organisation or individuals. Some countries outside of the European Economic Area have laws and policies which do not guarantee the same protections as within the European Economic Area.

Do you link to other websites?
Our website may contain links to and from third party websites. These websites have their own privacy policies. If you follow a link to any of these websites, please make sure that you read their privacy policies before you submit any information to these websites. We do not accept any responsibility or liability for their policies.

No longer wish to be contacted for marketing purposes?
Tom Hartwell, Simon Hartwell Ltd, 236 – 240 Ringwood Road, Ferndown, Dorset, BH229AR Telephone number: 01202 893589,

e-mail: customer.service@simonhartwell.co.uk

Need to update your records?
If you find that the personal information we have about you is inaccurate or needs updating (for instance, you may have changed your name, address etc.) then please contact us so that we can correct it. Simon Hartwell Ltd is under a legal obligation to ensure that all the information we have about our customers is factually correct and kept up to date. To do this, please write to us at: Tom Hartwell, Simon Hartwell Ltd, 236 – 240 Ringwood Road, Ferndown, Dorset, BH229AR Telephone number: 01202 893589,

e-mail: customer.service@simonhartwell.co.uk

 

Access to your information
If you want to know what information Simon Hartwell Ltd holds about you, we will provide you with that information free of charge within 40 days of receiving the request. To obtain this information please write to us at: Tom Hartwell, Simon Hartwell Ltd, 236 – 240 Ringwood Road, Ferndown, Dorset, BH229AR Telephone number: 01202 893589,

e-mail: customer.service@simonhartwell.co.uk