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This Privacy Notice explains in detail the personal data we may collect about you when you interact with OMC Motor Group. We will explain how we use, store, maintain, protect the personal data we have received from you.
OMC Motor Group are a multi-dealership franchise dealer group based in Oldham, Rochdale and Accrington. Our registered head office is 1 Manchester Road, Werneth, Oldham OL8 4AU.
The business operates Ford and Kia franchises.
The personal data we collect and process on you.
When you interact with us, such as when you purchase a vehicle, parts or services, you may provide us with personal information about you, such as your name, address, gender, date of birth, telephone number(s), email address(s), social media user name(s) if you communicated with us via that medium, your comments & reviews via review website(s), occupation or job title, payment and financial information, including bank details, information about your vehicle including service history and your Motability details.
You may also need to provide us with a copy of identification documents such as your passport, driving licence and/or a utility bill. These documents will include additional personal information about you such as (depending on the nature of the document) your nationality, place of birth, photograph and passport / driving licence number.
To ensure the safety of our staff, customers and suppliers and to protect our business assets, we use CCTV at each of our business locations. This would mean you may appear in CCTV footage if you attended one of our branches.
If you contact us via telephone, we may use a telephone system which records the calls to improve our service to you through training and quality improvements. The system also provides clearness on previous conversations between you and our staff to assist with any products or services we provide.
If you conduct a vehicle search on our website, GForces deposits a record of the search on your device. If you visit our website again, GForces accesses that record and offers you the option to replicate your previous search to save you time repeating it. It also uses that record to present recommended alternatives to the vehicles you previously viewed. In order to do this, GForces sends details of your previously viewed vehicles (without any personal information) to Amazon Web Services, which produces the recommendations using machine learning. If you don’t want search records to remain on your device, you can clear local storage in your browser. To find out how to manage website data (Local Storage) on popular browsers, see the links below. For information relating to other browsers, visit the browser developer's website.
• Google Chrome - https://support.google.com/chrome/answer/2392709
• Microsoft Edge - https://support.microsoft.com/en-gb/help/4468242/microsoft-edge-browsing-data-and-privacy
• Mozilla Firefox - https://support.mozilla.org/en-US/kb/storage
• Microsoft Internet Explorer - https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
• Apple Safari - https://support.apple.com/en-gb/guide/safari/sfri11471/mac
What we use your Information for
The personal data we collect will be used for the following purposes:
* To contact you with important information regarding our obligations to you in respect to current or past orders or requests you have placed with us, such as:
* To comply fully with applicable UK and EU law, such as Anti-Money Laundering regulations, HMRC regulations, DVLA procedures and other legal record keeping purposes.
* To satisfy our duty of care to you and protect your vital interests by informing you of vehicle recall information, safety information and to protect your identity from fraud.
* To provide you with the latest offers, discounts and information on customer events.
* To process finance applications, either through our own finance company or to third party finance providers.
We have to hold the details of the people who
have requested a service in order to provide it. However, we only use these
details to provide the service the person has requested and for other closely
related purposes. For example, we might use information about people who have
requested a test drive to carry out a survey to find out if they are happy with
the level of service they received. This will be completed by a third party
company called Judge Service. You can view the
Judge Service Privacy Statement here.
Our legal basis for processing for the personal data:
For processing your personal data, we rely on the following legal bases:
* Contractual Obligation – This is where we use your personal data in order to satisfy our contract with you, such as arranging a vehicle collection or using a credit reference agency.
* Legal Obligation – This is where we must supply an appropriate body with your information, such as Police information requests.
* Vital Interest – This is where would need to provide personal information where necessary to protect someone’s life.
* Public task – This is where we would need to process your personal information to perform a task in the public’s interest or for official functions.
* Vital Interest – As stated previous, this is where we believe we would be acting in your best and upmost interests, for example,
where there has been a safety notice issued on a vehicle which we have either supplied to you or have worked on for you, we would aim to get in touch with you to advise.* Consent – This is where you give positive intention to agree to us contacting you, such as applying for a job on our website, to enable us to come back in contact with you. You can withdraw consent at any time via contacting us via gdpr@omcmotorgroup.co.uk.
* Legitimate Interest – please see the next paragraph below.
Any legitimate interests pursued by us, or third parties we use, are as follows:
* OMC Motor Group use the legitimate basis for processing your data in relation to outbound communications. OMC Motor Group believe that we have appropriate and sufficient safeguards as well as working closely aligned to your expectations as a customer. OMC Motor Group believes the communications are beneficial for all parties involved.* Examples of personal data processing under Legitimate Interest basis:* If you disagree, you can object to any of our communications by exercising your right to object to the processing above by contacting us.
For any enquiries regarding your data or to make a complaint you can e-mail gdpr@omcmotorgroup.co.uk. You can also address your complaint to the ICO ico.org.uk.
OMC Motor Group is registered with the ICO, registration number Z6094472.
You have rights regarding your personal information, including the right in certain circumstances to access, correct, delete or transfer your personal information or to restrict or object to our use of it. If you would like to discuss or exercise these rights, please contact us at gdpr@omcmotorgroup.co.uk or by telephone on 0161 287 4141.
2.3 Disclosure
OMC Motor Group works closely with a number of third parties in order to operate effectively, to satisfy our contractual obligations in our terms of agreement with certain suppliers such as vehicle and parts manufacturers, acting in the manufacturers legitimate interests, to keep you informed of developments related to both your car and/or vehicle manufacturers; and to inform you of/supply you with our products and services.
We would only provide the minimal information that a third party requires to undertake their specific services and for the exact purposes we have contracted with them for.
We have ongoing communication with our third parties to ensure that your personal information is valued and any changes in the circumstances of the third party are informed to us. We inform our third parties to remove your personal information when we believe that our legal basis is no longer applicable.Our third parties include our close relationships with vehicle and parts manufacturers, such as Ford and Kia. Their Privacy Notices can be found below:
2.4 Call Recording
The purpose of call recording is to provide a record of incoming and outgoing calls which can: Identify staff training needs, identify any issues in our processes with a view to improving them, and establish facts relating to incoming/outgoing calls made (e.g. complaints) and protect staff from nuisance and abusive calls.
The purpose of this policy is to ensure that call recording is managed in line with GDPR and Data retention requirements. This will generally involve the recording of telephone conversations which is subject to the Telecommunications Act 1984. OMC Motor Group will make every reasonable effort to advise callers that their call may be recorded and for what purpose the recording may be used. The voice file will be stored within a recording system to which the same rules of confidentiality apply. Any playback of recordings will take place in a private setting and where applicable, individuals should be given the opportunity to listen to relevant recordings to receive feedback and developmental support. All recordings will be stored securely online, and access to these will be controlled and managed by the GDPR Manager. Confidentiality The Data Protection Act allows access to information that is held about an individual and their personal data. This includes recorded telephone calls. Requests for copies of telephone conversations can be made under the Data Protection Act as a “Subject Access Request”. After assessing whether the information can be released, the requestor can be invited to our premise to hear the recording. The right to be forgotten does not override legal and compliance obligations. If there is a request from an external body relating to the detection or prevention of a crime (e.g. police), then requests for information should be directed to the GDPR Manager. Under GDPR, organisations are prohibited from recording the personal conversations of staff, even with consent, and therefore need to ensure that while business calls are recorded, personal calls always remain private.