WhoCanFixMyCar Privacy Policy

This privacy policy explains how we collect and use the personal information you give us, as well as information we collect from other sources. We will notify you of any significant changes to how your personal information is used, but also recommend that you review the contents of our privacy policy regularly.

1. Who we are

In this Privacy Notice, “we”, “us” and “our” refers to Colewood Automotive Ltd, company number 12193422, registered office address is Colewood House, Building 1, Kingfisher Court, Bowesfield, Stockton on Tees, TS18 3EX, you will know us simply as WhoCanFixMyCar.

Full details on how you can contact WhoCanFixMyCar can be found at the bottom of this notice.

This privacy policy applies to:

  • WhoCanFixMyCar website and webpages linking to this policy
  • When you contact us by email, telephone, or by post
  • When you post content or contact us through Social Media
  • When you purchase products and services on this website

2. The personal information we collect

  • Personal information you provide us
  • Additional information we process when you engage with one of our products or services
  • Contact and device information
  • Third party information

Personal Information you provide to us

This personal information is typically provided directly by you when you purchase one of our products or services.

  • User details may include your title, name, home address, work address, email address and telephone contact details (including home and mobile telephone numbers)
  • Date of birth, age, or age range
  • Financial information including payment card information •Vehicle details make, model and vehicle registration number
  • Communication and marketing preferences information about how you choose to manage your communications from us and whether you would like to receive marketing information about similar products or services from us.
  • Log data - When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your computer’s Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details.
  • Device data - We may also collect data about the device you're using to access our website. This data may include the device type, operating system, unique device identifiers, device settings, and geo-location data. What we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.

It is important that any information you provide directly to us is accurate and correct, we recommend letting us know immediately if you need to change anything on your order or your contact details using any of the methods provided in the Contact us section.

Additional information we process

We will also collect information indirectly when you purchase one of our products and services.

  • Tyre fitting information including time and date information, where the garage is located and category of service request, together with the number and brand of tyres purchased
  • Vehicle history linked to previous purchases to provide service updates related to that purchase and its vehicle
  • Information about products and services you have purchased across the RAC group of companies, whether or not you completed the purchase, how you applied for the product or service - this information will be amalgamated to form a single record
  • Methods of payment and payment history
  • Records of sent direct marketing and service communications including the method of contact, a record of the content and other information, for example email open and click rates

Contact and device information

Some of the information we collect will be obtained during the course of your interactions with us, for example through the devices you use or when you contact us, including:

  • Device Information including details about the device you use to access our web services, such as the IMEI number of your mobile telephone.
  • Location data when you use our website and have allowed access to location services, or the collection of the IP address of the computer you're using to view our website, the start and end of journeys collected through our traffic and travel services.
  • Web use data from the use of cookies and similar technologies. More information about the types of cookies we use and how they work can be found in our cookie policy.
  • Telephone conversations and communication by email, post and social media are recorded for training, monitoring and analysis purposes and may also be used to investigate and analyse any queries or concerns you raise with us.
  • Social media information obtained if you access our website through a third-party connection or log-in, for example, through Facebook Connect, by “following,” or “liking”. This information could include; the user ID associated with your account, information you have permitted the third party to share with us, and any information you have made public in connection with that service. You should always review, and if necessary, adjust your privacy settings on third-party websites and services before linking or connecting them to our services.

Third party information

The types of third parties and information we collect from them are:

  • Data licensed from other third parties this may include personal or aggregated information such as demographic data and publicly available information used to help us improve our products and services or information used to identify products and services that we believe you may be interested in, third party data may also be used to recover debts owed to us.
  • Vehicle data obtained under licence from agencies such as the DVLA and Experian.

3. How we use your personal information

Here you can find out more about how your information is used, as well as the legal basis we rely on to ensure your personal information is always processed fairly and lawfully.

How we use your information

For the performance of your contract with us

To comply with our legal and regulatory obligations

Processing necessary for our legitimate business interests

Where you give us your consent

To provide you with a quotation or price and to make you aware of the terms and conditions of the product or service, processing which may involve profiling and automated decision making

The provision of your product or service and issue order confirmations and updates

Sharing information with other companies we own and third parties necessary for the performance of your contract

To receive payment of fees and premiums or to provide any reimbursement

To uphold your data protection rights under the GDPR

Processing or disclosing your information where law requires us to do so

For marketing our own products or services where you have not opted out and for development of our marketing strategy, this may include the use of profiling techniques to identify products and services we believe you may be interested in

To improve our products and services through the processing of market intelligence including testing, reporting, analysis, review requests and identification of improvements in products and processes

For internal business processes and operations, including quality assurance, governance, accountancy, management and audit practices

Use of cookies to monitor use of our website and for optimisation of user experience at device level

To recover debts owed to us, including where necessary obtaining contact information from third parties

Where you have given us permission to collect or share certain personal information

4. Who your information may be shared with

To administer and provide WhoCanFixMyCar products and services we will share your information with other companies we own and operate.

Third parties instructed by us to provide services and products on our behalf, such as:

  • Providers of IT services for web site administration and management of our internal systems
  • Subcontractors and other specialists who help us provide products and services
  • Organisations that specialise in marketing services or market research
  • Parts and equipment providers to help us provide products for your order

Fraud detection and crime prevention agencies organisations that help us with fraud protection and statutory law enforcement agencies.

Regulators and financial organisations necessary for meeting our mandatory reporting requirements, financial organisations such as banks that allow us to make or receive payments, our professional advisors and any regulatory or governmental body, (for example the FCA or ICO) or any other supervisory body with rules and/or codes of practice to which we are subject, which requests or requires access to your information.

If we or our assets are acquired, or in the unlikely event that we go out of business or enter bankruptcy, we would include data among the assets transferred to any parties who acquire us. You acknowledge that such transfers may occur, and that any parties who acquire us may continue to use your personal information according to this policy.

5. How long your information is kept

We will keep your information for as long as is necessary to provide the services or products you have requested, for our own legitimate interests and to meet our statutory obligations. Your information will always be kept in accordance with internal retention policies.

If you cancel any of your services it will be necessary for us to retain your personal information for internal reporting and record keeping and in line with any legal or regulatory requirements. This period of retention is usually 7 years. In any situation where the retention period is longer, we will inform you of this.

6. Where your information is kept

WhoCanFixMyCar is a UK based business providing services across the UK and your personal information is managed on our administration systems and databases.

We may share your information with organisations outside of the European Economic Area (EEA) where it is absolutely necessary to enable us to provide you with our services that you have purchased from us, i.e tyre manufacturers operating outside of the EEA whereby a faulty tyre many need to be investigated. We endeavour to only instruct suppliers that can provide the same level of data security that we have here in the UK.

Where it is necessary to transfer your personal information to a country outside of the EEA and has not been approved by the European Commission, we will ensure that appropriate safeguards are in place. This will be through the use of approved EU standard contractual clauses or an approved framework, such as the U.S. Privacy Shield.

7. Your information rights

You have a number of rights in relation to your personal information that you can choose to exercise at any time. We have provided a basic overview of those rights below

Alternatively, please contact us using the Contact us details as shown at the bottom of this notice.

You have a right to:

Access information we process about you, to obtain a copy of the information as well as receive other supplementary information.

Object to us using particular information, or using it in a particular way. You can let us know that you object to it and we will consider whether we can grant your request. Your right to object to receiving direct marketing material is as set out in the Marketing section of this privacy policy.

Rectify inaccurate information, you can do this simply by getting in touch using the Contact us details as shown at the bottom of this notice.

Erase your information if we no longer have a lawful basis for processing it.

Port data to another data controller or to yourself in a structured, commonly used and machine-readable format.

Your right to object to us using your personal information for profiling and automated decision making

WhoCanFixMyCar profiles your personal information to allow for; greater consistency and fairness in our decision making process, to reduce the risk of customers failing to meet payments for products or services, assess risk, to enable us to make decisions quickly and improve efficiency and to enable us to comply with our legal obligations in respect of fraud prevention or money laundering.

Profiling activities allow us to develop and progress our business and toidentify improvements in our business operations.

Where profiling results in an automated decision which is not connected to the provision of your contract with us or the steps taken prior to entering a contract you have the right to request that we reconsider any automated decision and to enable you to obtain an explanation about the decision we have made, express your viewpoint, or contest the decision.

Your right to lodge a complaint

If you are concerned about the manner in which we process your personal information you have the right to complain to the Information Commissioner’s Office (‘the ICO’). The ICO anticipates that you will raise your concern with us in the first instance. For further information please go to www.ico.org.uk.

8. Marketing

We will use your personal information to inform you about other WhoCanFixMyCar products and services as described in this Privacy Policy.

Profiling is the use of information which enables us to predict your likely product preferences. We may overlay information we process about you with information obtained from third parties, for example demographic information to make our marketing campaigns and selections more efficient. Any use of third party information will be subject to appropriate controls.

We may use email, telephone, SMS, post and social media i.e. Facebook or Google to inform you about these products and services.

You have the right to ask us not to use your personal information this way at any time. If you would prefer not to receive this information from us and have not previously advised us of this, please let us know using any of the methods detailed below;

By clicking on 'UNSUBSCRIBE' in any emailed marketing message you receive

Sending us an email at - [email protected]

9. Contact Us

If you have a query or complaint about how we use your personal information, or if you would like exercise any of your rights, then please contact us in the first instance.

Email: [email protected]

You are entitled to contact and escalate any complaints in relation to how we use and process your personal information to the Information Commissioner’s Office (ICO), however we recommend getting in touch with us first to try and resolve any issues you may have.

10. Limits of our policy

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.

11. Changes to this policy

At our discretion, we may change our privacy policy to reflect current acceptable practices. We will take reasonable steps to let users know about changes via our website. Your continued use of this site after any changes to this policy will be regarded as acceptance of our practices around privacy and personal information. If we make a significant change to this privacy policy, for example changing a lawful basis on which we process your personal information, we will ask you to re-consent to the amended privacy policy.