1. Introduction
This Privacy Policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are committed to ensuring that your privacy is protected and that your personal data is handled in a safe and responsible manner.
2. Data Controller
We act as the “data controller” of your personal data, meaning we are responsible for deciding how your personal data is used and protected.
3. Personal Data We Collect
We may collect and process the following categories of personal data:
- Identity Data: name, title
- Contact Data: address, email address, telephone number
- Vehicle Data: registration number, make, model, service and repair history
- Transaction Data: details of services provided, invoices, and payments
- Communication Data: records of correspondence (calls, emails, messages)
4. Lawful Bases for Processing
Under UK GDPR, we rely on the following lawful bases to process your personal data:
- Contractual Necessity – to provide vehicle servicing, repairs, and related services you request
- Legal Obligation – to comply with legal requirements (e.g. tax and accounting records)
- Legitimate Interests – to operate and improve our business, maintain service records, and prevent fraud
- Consent – where required (e.g. for marketing communications, if applicable)
5. How We Use Your Personal Data
We use your personal data to:
- Carry out vehicle repairs, servicing, and diagnostics
- Communicate with you about your vehicle and bookings
- Provide estimates, invoices, and payment processing
- Maintain service and warranty records
- Comply with legal and regulatory obligations
- Improve our services and customer experience
6. Data Sharing
We do not sell your personal data. We may share your data with:
- Parts suppliers and specialist contractors (where necessary for repairs)
- Payment service providers
- Accountants, insurers, and professional advisors
- HM Revenue & Customs (HMRC) or other authorities where required by law
All third parties are required to respect the security of your personal data and to treat it in accordance with the law.
7. International Transfers
We do not normally transfer your personal data outside the UK. If this becomes necessary, we will ensure appropriate safeguards are in place in accordance with UK GDPR.
8. Data Retention
We retain personal data only for as long as necessary:
- Customer and vehicle service records: up to 6 years (for legal and warranty purposes)
- Financial and accounting records: 6 years (as required by HMRC)
- General enquiries (no service provided): up to 12 months
After these periods, your data will be securely deleted or anonymised.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- Secure storage systems (digital and/or physical)
- Restricted access to authorised personnel only
- Regular review of security practices
10. Your Rights Under UK GDPR
You have the following rights:
- The right to access your personal data
- The right to correct inaccurate or incomplete data
- The right to request erasure (“right to be forgotten”)
- The right to restrict processing
- The right to object to processing based on legitimate interests
- The right to data portability (where applicable)
- The right to withdraw consent at any time (where consent is used)
To exercise any of these rights, please contact us using the details below.
11. Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK’s supervisory authority:
Information Commissioner’s Office (ICO)
Website: https://www.ico.org.uk
Telephone: 0303 123 1113
We would, however, appreciate the opportunity to address your concerns first.
12. Cookies (if applicable)
If you use our website, we may use cookies to improve functionality and user experience. You can manage cookie preferences through your browser settings.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available upon request or on our website.
14. Contact Details
If you have any questions about this Privacy Policy or your personal data, please contact us:
K’s Garage Newtown LTD
Unit 3, Ffryyd Vaughan, Dolfor Road, Newtown, SY16 4BQ
privacy@ksgarages.com
01686941274