The purpose of this notice

In this privacy notice we explain how we will process your personal information obtained through your use of our website http://www.advancedgroupservices.co.uk/ and through other interactions with you, for example, when you visit our social media pages, or buy our products on eBay or on our premises. It is important that you read this privacy notice, together with any other privacy notice we may provide on specific occasions, so that you are fully aware of how and why we are using your data, and what data protection rights you have.

About Advanced Group Services

Advanced Group Services is one of the largest independent engine cooling and heat exchange specialists in the UK. We sell brand new aftermarket car radiators, commercial radiators, heaters, intercoolers, air conditioning parts, cooling fans and oil coolers, as well as providing associated services.

Who we are and how to contact us

When we say we, us or our in this privacy notice, we mean Advanced Group Services Limited, a company incorporated and registered in England and Wales with company number 01642374. Our registered office is at Spire Road, Washington, Tyne & Wear, England, NE37 3ES. If you have any questions in regards to any part of this notice or our use of your personal data, please contact us by email at mark@adrad.co.uk or by post at the address set out above.

Data Protection Legislation

We are committed to protecting your privacy and safeguarding your personal data. Our use of your personal data is subject to the UK General Data Protection Regulation, UK Data Protection Act 2018 and other UK privacy laws (together Data Protection Legislation). For the purposes of the Data Protection Legislation, we are the controller of your personal data. This means that we are responsible for deciding how we hold and use personal information about you.

Personal data we collect

Personal data means information which relates to an identified or an identifiable individual.

Types of personal data we may collect & Examples

Identity data

title; first name; last name; user name

Contact data

address; email; telephone number

Financial and transactional data

payment card details; details of orders made and processed; details of payment received/made; details of invoices received/issued

Contract data

details of your contracts with us

Usage data

products ordered, purchased and prices paid; how you use and navigate our website

DVLA data

your vehicle registration plates numbers, driving licence and vehicle logbook (if we make vehicle registration plates for your vehicle)

CCTV data

CCTV footage captured on our premises (if you visit our premises)

Professional data

job title; name of business or organisation; professional contact details

Communication data

details of enquiries submitted by you through our website, app or emailed to us

Technical data

your IP address; your general geographic location based on your IP address; your time zone setting; the type of device you use and its operating system and version; your browser type; the platform you use and other technology on the devices you use to access our website; the pages you view on our website and how you interact with that content

Anonymised data

We may also collect, use and share anonymised, aggregated data such as statistical or demographic data for any purpose. Anonymised data may be derived from your personal data but is not considered personal information in law as this information does not directly or indirectly reveal your identity. For example, we may aggregate information on the number of products purchased by our customers using different sales channels (for example, on premises, on our website and on eBay).

How we collect personal data

We collect most of this information from you direct. However, we may also collect information from other sources.

Your use of our website

when you browse our website; when you buy our products or services on our website; when you submit an enquiry or feedback to us or request a call back using our website; when you sign up to our mailing list

eBay

when you buy our goods via eBay, or otherwise interact with our eBay listings (e.g. place a bid or add it to your watch list); when you communicate with us via eBay; when we receive your payment or make a refund to you via PayPal in connection with your eBay order

Direct interactions with you

when you buy our goods or services on our premises; when you contact us (e.g. by phone or email); when you network with us (e.g. provide us with your business card or contact us via our social media); when you register interest in our products or services

Your use of our social media pages

when you follow, post on, or interact with our post on our LinkedIn, Twitter, Instagram, or Facebook pages or posts

Third parties

from another organisation or professional who told us that you would like to hear from us

Automated technologies or interactions

as you interact with our website, we may automatically collect technical data (as described in section The personal data we collect above). We collect this personal data by using cookies, server logs and other similar technologies.

How and why we use personal data

Under the Data Protection Legislation, we can only use your personal data if we have a proper reason for doing so, for example: consent, contact, legitimate interests, or legal obligation.

1. Consent. Generally, we do not rely on consent as a legal basis for processing your personal data other than to place cookies and similar tracking technologies on your device including third-party cookies (for further details please view our cookie policy. ).
2. Contract. We will use your personal data if we need to do it to perform our obligations under a contract with you, or if it is necessary for a contract which we are about to enter with you. For example, if we need to
   • provide our products/services to you;
   • manage our relationship with you (e.g. to respond to your enquiries or to notify you about changes to our products/services); or
   • provide after sale care services (e.g. technical support).
3. Legitimate interests. We may process your personal data when we (or a third party) have a legitimate reason to use it, so long as this is not overridden by your own rights and interests. For example:
   • to administer and protect our business, website and customer and premises (including CCTV security footage, troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data);
   • to manage payments, fees, charges, and to collect debts which you may owe to us;
   • to deal with your enquiry;
   • to interact with you professionally (e.g. if you represent our current or prospective customer, supplier or business partner) to manage our relationship with the organisation you represent;
   • to send you our marketing communications if you represent our current or prospective customer;
   • to ask you to leave a review or complete a survey;
   • to measure or understand the effectiveness of the advertising we provide to you;
   • to improve our website, products, services, marketing, and customer relationships;
   • for the prevention and detection of fraud and spam; and
   • for the establishment, exercise or defence of our rights under our contract with you and/or legal claims.
4. Legal obligation. We may process your personal data to comply with our legal obligation. For example, to:
   • notify you about changes to our terms or privacy notice;
   • address your complaint; and
   • comply with a request from a competent authority (for example, DVLA if we make vehicle registration plates for your vehicle).

Marketing

Our marketing emails

We send marketing communications to businesses only. We do not seek consent to our marketing emails. Instead we rely on our legitimate interests.

Cookies and similar technologies

We may also use cookies and similar tracking technologies (for example tracking pixels in our marketing emails and website advertisements) and analytics services (such as Google Analytics) to collect information about your use of our website, app, services and your interactions with our marketing emails and advertisements.

In addition, third party advertising platforms (for example, LinkedIn, Twitter, Instagram and Facebook) may also use their advertising pixels and other cookies on our website and in our emails with our permission. Their cookies are used to track visitors across websites in order to deliver adverts more relevant to them and their interests. The advertisers may use information about your visit to our website to target advertising to you on other websites.

We will ask for your consent to the use of non-essential cookies, including third party cookies. You can find further information about the cookies used on our website and the purposes they are used for [by going to [insert details].

Right to withdraw consent or to object to processing

Whether or not we are required to seek your consent, you can always ask us to stop using your personal information for marketing purposes by:

• emailing us at mark@adrad.co.uk; or
• in case of marketing emails, by using the ‘unsubscribe’ link in our marketing emails; or
• in case of cookies, by using the cookie preferences settings on our website.

Who we share personal data with

We may share your information with third parties for the purposes set out in this notice.

Service provision

We use Sage Pay, a payment gateway, to process payments through our website. If you pay for our products through our website, you will be providing your personal data (for example, details of your payment card and billing address) to Sage Pay. Please see their privacy policy.

If you buy our products on eBay, eBay will have access to all information you share with us via eBay (please see their privacy policy).

If we send the products you buy from us to you, we will share your name and address with our couriers.

On some occasions, we your order may be dispatched to you directly by our suppliers. In these circumstances we would share with them your name, address and details of your order.

Social media

When you follow us or interact with our posts on our social media pages, the social media platform will collect and use information about your interactions with our pages. Please see their privacy policies: LinkedIn, Twitter, Instagram and Facebook.

IT and technology

We also share data with providers of IT, digital, and technology products and services, which we use to operate our business. For example, providers of website hosting services, website analytics services, customer email services, digital marketing services, and call booking website services. We impose contractual obligations on the above providers to ensure that your personal data is protected.

Other sharing

We may also:

• share your personal data with members of our staff;
• disclose and exchange certain information with public authorities, law enforcement agencies and regulatory bodies to comply with our legal obligations (for example, we may have to share details of your driving licence and proof of ownership of your vehicle if we make registration plates for your vehicle);
• disclose your personal data to professional advisers (e.g. lawyers, accountants, auditors or insurers) who provide professional services to us;
• disclose your personal data to certain third parties if specifically requested or agreed with you (e.g. if you ask us to introduce you to a third party); and
• share some personal data with other parties, such as potential buyers of some or all of our business, potential investors, or group companies if our business undergoes a corporate re-structure.

Such data recipients will be bound by confidentiality obligations.

International data transfers outside the United Kingdom

Transfers of personal data outside the United Kingdom are subject to special rules under the UK Data Protection Legislation.

We may transfer your personal data to providers based in the European Economic Area (EEA). The UK Government has recognised the EEA as providing an appropriate level of protection to the data protection rights of individuals.

We may also transfer your personal data to the USA. To protect your information, we either:

• enter into the standard contractual data protection provisions (Standard Contractual Clauses) with the third parties in those territories with whom we share your data; or
• ensure that the third party to whom we may transfer your data have in place legally binding corporate rules (Binding Corporate Rules).

The Standard Contractual Clauses and Binding Corporate Rules are appropriate data transfer safeguards specified in the UK Data Protection Legislation.

 

How long we keep personal data

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

For example:

• we are required to keep accounting records for seven years for tax audit purposes;
• if you have a contract with us, we may keep your data for up to six years after the end of that contract;
• we keep CCTV footage captured on our premises for 30 days.

We may also anonymise your personal data (so that it can no longer be associated with you) for analytics, research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your rights

You have a number of rights in relation to your personal data, which allow you to access and control your information in certain circumstances. You can exercise these rights free of charge, unless your request is manifestly unfounded or excessive (in which case we may charge a reasonable administrative fee or refuse to respond to such request).

Access

This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Rectification

The right to require us to correct any inaccuracies in your personal data.

Erasure (to be forgotten)

The right to require us to delete your personal data in certain situations.

Restriction of processing

The right to require us to restrict processing of your personal data in certain circumstances (e.g. if you contest the accuracy of the data we hold).

Data portability

The right to receive, in certain situations, the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party.

To withdraw consent

The right to withdraw your consent, if we rely on your consent to use your information.

To object

The right to object at any time to your personal data being processed for direct marketing (including profiling) or, in certain other situations, to our continued processing of your personal data (e.g. processing carried out for the purpose of our legitimate interests).

Not to be subject to automated individual decision-making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you, or similarly significantly affects you.

If you would like to exercise any of those rights, please contact us at mark@adrad.co.uk. Please let us know what right you want to exercise and the information to which your request relates.

Information security

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Complaints

We hope that we can resolve any query or concern you may raise about our use of your information. You may contact us by using the contact methods set out in the How to contact us section of this privacy notice.

The Data Protection Legislation also gives you a right to lodge a complaint with the Information Commissioner, who may be contacted at https://ico.org.uk/make-a-complaint/, telephone on 0303 123 1113, or by post to: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance.

Changes to this privacy notice

We may change this privacy notice from time to time; when we do, we will publish the new version of the privacy notice on our website. If you are our customer, we may also inform you via email or post.