This privacy policy explains how we collect, use, store, share, disclose and protect (collectively referred to as processing) any personal information you provide when using Copse Automotive Ltd. By continuing to use our services and website, you accept the practices described in this policy.
Certain items of personal data are essential for Copse Automotive Ltd to function properly and provide workshop services to you. If you do not wish to allow us to process your data, you will not be able to utilise our services.
A summary of your data protection rights and useful contact details can be found at the end of this document.
Compliance
Legal Basis for Processing
Data Subjects Covered
We gather and process data relating to three distinct groups
- Viewers: Non registered users who browse our website to view our automotive services.
- Enquirers: Individuals making enquiries regarding vehicle servicing, repairs, tuning or general workshop information.
- Customers: Individuals booking workshop services, diagnostics, maintenance or entering into service transactions with us.
If you are a Viewer, we normally only collect data indirectly, though we may collect it directly if you request further information or engage with our brand on social media platforms. For Enquirers and Customers, we gather data through both direct interaction and indirect tracking.
Lawful Bases for Processing
We are required to process your personal data in a lawful, fair and transparent manner. We rely on the following legal bases:
- Consent: When browsing our website, you accept our cookie policy. This involves the indirect collection of anonymised data that does not identify you as an individual.
- Contractual Necessity: When inquiring about workshop services, repair bookings or diagnostic assessments, we process the data necessary to respond to your inquiry, manage your booking and deliver the requested workshop services. This can include follow up communications to maintain your service record or complete necessary vehicle verification checks.
- Legitimate Interests: Where we are required to retain or use information for operational and safety purposes, such as organising workshop schedules, sending MOT and service reminders, or maintaining customer records for mechanical history tracking, we do so to support our legitimate activities as a lawful business.
Data Controller and Processor
Copse Automotive Ltd determines how personal data is processed through our platforms and acts as the Data Controller for your personal information. As such, we should be your primary point of contact for any data enquiries.
We utilise specialised automotive software partners and digital systems to power our website, online booking tools and customer contact management systems. These platforms process your personal data under our strict direction as Data Processors to deliver an optimised user experience. If you have any concerns regarding our data processors, please contact us.
Website Tracking and Analytics
Cookies
You can choose to accept or decline cookies via your web browser settings. A cookie is a small file placed on your device that helps analyse web traffic or records when you visit a specific site. Cookies allow us to tailor our website operations to your preferences by identifying which pages you find useful and which you do not. A cookie does not give us access to your computer or any personal information about you, other than the data you deliberately choose to share.
We use traffic log cookies to determine which pages are visited. This statistical data helps us improve our website and tailor it to customer needs. This information is purely used for statistical analysis and does not identify you individually.
Analytics Technology
Our website employs tracking technology to analyse user behaviour. We utilise Google Analytics to evaluate website and application usage.
The information collected by Google Analytics regarding your visit is typically transferred to and stored on a Google server in the USA. Google uses this information on our behalf to generate user activity reports and provide related analytical services. More details on data collection can be found on the Google Analytics Support pages. By using this website, you explicitly consent to the collection of data via Google Analytics.
Data Collection Profiles
Automatically Collected Information
When browsing the Copse Automotive Ltd website, we may automatically process the following:
- Details of your past and current usage of our website.
- Technical information from your device required to interface with our digital workshop systems.
- Detailed visit logs, including page response times, pages viewed and browsing methods.
Directly Provided Information
When you request a workshop service, repair quotation or direct communication, we may collect:
- Full name and title.
- Contact details including your postal address, email address and telephone numbers.
- Demographic information such as your postcode and location.
- Information relevant to your current vehicle, such as registration number, make, model, mileage and service history.
- Your preference regarding customer satisfaction surveys, technical updates and special workshop offers.
Security Notice: Transmitting information over the internet is never entirely secure. While we take strict measures to protect your data once received, any data transit is conducted at your own risk. Please avoid sending highly sensitive personal data over unencrypted internet channels.
Specific Data Uses
Postcode and Location Data
We use third party providers to process and populate postcode searches for our workshop and services. This search history data is held in compliance with the privacy policies of those specific third parties. We make reasonable efforts to make sure these policies do not reduce your statutory rights. We do not link historical location searches with your personal name.
Testimonials and Customer Experiences
We appreciate customer feedback and testimonials. We review these submissions before featuring them on our website or marketing literature. We will only display your first name or an assumed alias according to your preference. If you wish to have a published testimonial removed, please contact us.
We also maintain internal logs of customer experiences to monitor and maintain our high standards of service. Internal records initiated by us are entirely anonymised. If a record is created due to a specific request or complaint from you, the essential details will be retained for no longer than three months unless requested otherwise. After this three month period, the data may be fully anonymised and kept strictly for internal training and quality control.
Data Storage and Security
The data we collect from you may be transferred to and stored at a destination outside the European Economic Area for processing purposes. Your information is initially held on secure cloud servers managed by our digital system partners, who do not access or view your data unless required to address system security or maintenance issues.
In normal circumstances, your active enquiry information is retained by Copse Automotive Ltd for a maximum of three months, unless there is an ongoing contractual necessity, such as an active vehicle maintenance record, or you have explicitly opted in to receive long term communications.
Internal Operations and Customisation
We process anonymous and technical tracking data to:
- Customise our website experience in alignment with your preferences.
- Optimise the layout of our service explanations and booking tools for your specific device.
- Administer our site for troubleshooting, data analysis, testing, research and statistical reviews.
- Maintain the safety, security and integrity of our online platforms.
- Measure the impact of our advertising and deliver relevant messages to you.
Enquiry and Service Fulfilment
We process your personal data to handle direct service requests, including:
- Location Services: To provide travel directions to our specialist workshop facilities.
- Workshop and Booking Searches: To generate automatic diagnostic or servicing availability based on your preferences.
- Maintenance Bookings: To coordinate vehicle diagnostics, mechanical repair bookings or tuning procedures. We may hold this information for extended periods to satisfy workshop insurance, parts warranties or legal compliance requirements.
Our team may contact you multiple times over a three month period to make sure your technical enquiry is fully answered. After three months of inactivity, your personal information will be purged from active marketing records unless an ongoing workshop contract or explicit consent dictates otherwise.
Third Party Disclosures and Marketing
Sharing with Third Parties
Where we must share your data to deliver a requested service, such as ordering specialist manufacturer parts or using third party vehicle diagnostics software tools, we implement clear contractual safeguards to keep your data protected. We will explicitly inform them of any data restrictions or preferences you have outlined.
Future Marketing Communications
Subject to your explicit opt in consent, we may periodically use your contact details to:
- Send promotional emails or text messages regarding new workshop capabilities, specialist tuning options, seasonal servicing offers or company news.
- Contact you for customer feedback and workshop market research purposes.
- Provide your details to vetted third party automotive partners whose related maintenance services may interest you.
Marketing data is managed independently of our standard workshop customer records. If you choose to withdraw your consent, your details will be removed from our marketing systems within thirty days.
Business Transfers
In the event that Copse Automotive Ltd is sold, transferred, or merged with another business entity, your personal data will be transferred as part of the business assets. We may also disclose your personal information to prospective buyers or partners during the due diligence process under strict confidentiality agreements.
External Platforms and Social Media
Our website features links to external websites and social media channels, such as Facebook, Instagram, or LinkedIn. We cannot control the data processing practices of external companies, networks or advertising platforms. This policy covers only platforms owned and directly controlled by Copse Automotive Ltd. Please exercise caution and read the independent privacy policies of any third party sites you visit.
Social Media Integration and Data Gathering
We utilise digital integration tools to track when users interact with our brand via social media or to serve relevant, targeted advertising regarding our workshop services during your social media use. This can result in our processing of basic contact details or interest preferences. We never categorise or process this data based on special category or sensitive personal data criteria.
When you choose to activate social media features, such as a Facebook plug in, a direct connection is established between your device and the respective platform’s servers. This may allow the platform to link your browsing habits on our site to your social media profile. Copse Automotive Ltd has no control over the future data usage models of these external networks. You can manage or disable these connections within your respective social media account settings.
Controlling Your Personal Information
Your Statutory Rights
Under UK data protection legislation, you hold specific rights regarding how your personal information is managed:
- The right to be informed about the collection and use of your data.
- The right of access to obtain copies of the personal data we hold about you.
- The right to rectification to correct inaccurate or incomplete data.
- The right to erasure, also known as the right to be forgotten.
- The right to restrict processing to limit how your data is utilised.
- The right to data portability to move your data to another service provider.
- The right to object to specific types of processing, including direct marketing.
- Rights in relation to automated decision making and profiling.
For complete guidance on these statutory rights, please visit the official website of the UK Information Commissioner’s Office at ico.org.uk. Our ICO registration reference is ZC180269.
Managing Cookies via Browser Settings
Most web browsers accept cookies automatically, but you can alter your settings to block them. Instructions vary depending on your software provider. You can access up to date management guides for major browsers via these links:
- Google Chrome
- Mozilla Firefox
- Microsoft Edge
- Apple Safari
Please note that blocking all cookies may limit your ability to use the full functionality of our website and booking platforms.
Requests, Corrections and Compliance
Data Subject Access Requests
You have the right to request full details of the personal data we hold about you. If you would like to initiate a formal Data Subject Access Request, please submit your request via email to our data compliance contact listed below.
Data Corrections and Complaints
Please notify us immediately if you believe your personal data is inaccurate, incomplete, or being used improperly. We will investigate your concern promptly and correct or erase any invalid information.
We ask that you first raise any data concerns directly with our team via email or telephone so we can resolve the issue swiftly. For formal complaints, please submit your concerns in writing with comprehensive details to allow for a thorough internal review.
Lawful Disclosures
We may be legally compelled to disclose your personal data to law enforcement, regulatory bodies, or a court of law for crime prevention or compliance purposes. In such instances, we may be legally prohibited from informing you that a disclosure has taken place.
Contact Information
Copse Automotive Ltd is a private limited company registered in England.
- Registered Office Address: Unit 4 Poyle Farm, Poyle Road, Tongham, Farnham, Surrey, GU10 1BS
- Primary Contact Email: service@copseauto.co.uk
All formal Data Subject Access Requests, correction requests, or privacy enquiries should be directed to service@copseauto.co.uk or sent via post to our registered office address.