About this policy
Greenhous Group Limited collects personal information about people who come into contact with us for various reasons. This includes visitors to our website, customers, enquirers and people who may be interested in working with us.
The type of personal data we hold
The personal data which we collect from you will usually include basic contact details such as your name, address, telephone number and e-mail address.
From time to time, we may also collect other data from you depending on why you have contacted us. For example you might want to book a test drive in which case, we may also take your driving licence details. If you buy a vehicle, we will also hold financial information about you.
From time to time, we may run prize competitions or promotions and when you wish to enter a competition or sign up for a promotion, we will also collect information from you then. As well as your contact details, this may also include your car registration information.
If you contact us in your capacity as a representative of the organisation for which you work (rather than in a personal capacity), for example if you raise a trade enquiry, then we may take your job title and role.
If you contact us through our website by using the contact form, by telephone, email or write to us, the content of those communications may also include other personal data and we may also keep a copy of that correspondence on our records.
We offer an online facility known as Car Finance Checker which allows you to undertake a high level credit check to give you an initial indication of your credit status. That facility is provided by one of our third party service providers and will involve you submitting certain details such as your date of birth, number of dependants, marital status and driving licence information in order to use that facility.
If you send us information because you are interested in working for us then we would usually invite you to submit a CV. That information may therefore include details of your employment and education history, salary information and other detail relevant to a job application. We will use this information to assess your application but may also retain it on our records for future reference.
We might in some cases, collect information which includes sensitive personal data. This might relate to any health issue or disability if for example, you come for a job interview or wish to arrange a test drive so that we can make reasonable adjustments. We will also need that information if you are interested in the Motability scheme so that we can provide a service and vehicle to meet your requirements. That information is usually taken in our showroom.
How we collect the information
We usually collect information when you contact us by e-mail, telephone or if you raise an enquiry with us through our website. You might also provide personal information to us when you visit one of our showrooms and if you contact us in any other way, such as by writing to us. You might provide information to us via social media or text message.
Information you provide to us about other people
How we use personal data
When we collect personal information from you, it will be held in our internal database and used for the proper administration of our business, including where relevant, for the purposes of providing our products and services, dealing with invoicing arrangements and telling you about matters relevant to our products and services. We might also use your personal details to deal with any enquiries or complaints which you may raise or if you report any problems to us and to contact you and deal with those issues as appropriate.
We may also, from time to time, use your personal information to send marketing information such as brochures, newsletter and details of offers to you but will usually only do so where you have agreed to receive such information or if we are sending you information about products or services similar to those which you may have bought from us before. We may in some cases, contact you about competitions we are launching.
We may from time to time, also make your details available to carefully selected third parties that we work with, for example our spare parts and accessories suppliers. We may also share your details within the Greenhous Group of companies.
If at any time you wish to stop receiving marketing information from us then you can contact us at any time, using the contact details shown below. On any marketing we send you via email, there will be an option at the bottom of the email to opt out of this marketing and you can click on the link to unsubscribe from future marketing communications. If you have supplied us with any personal data to enter a competition we are running, we may make contact with you to administer any prizes.
Your details are also likely to be stored on our internal database and used for the purposes outlined above.
If you have supplied us with any sensitive personal data, such as data in relation to any disabilities you may have, we may pass this data on to our Motability specialist in our store closest to you. Our specialist will use this information to assess what products and services may be of interest to you. That information would usually be collected in store.
We may use your personal information in order to undertake credit reference checks where appropriate. We will keep the details of such checks on our records and may also disclose those details to third parties for the purpose of ongoing risk assessment.
Disclosure of data to other third parties
From time to time we might also appoint external third parties to help us with our business functions, for example, we use iVendi Limited to provide the Car Finance Checker facility on our website. Those third parties might also include marketing consultants and companies who help us manage our website. We therefore, may make your data available to those entities if reasonable to do so as a part of our usual business practices. We will only provide the data that they need to perform their services.
Security and standards
We take the issue of data privacy seriously. We have measures in place which are aimed at helping to keep your data secure and we take reasonable steps to protect the confidentiality of the personal information supplied by you.
We use security software which helps to keep our electronic records secure although this cannot be guaranteed and also have procedures in place to help keep our paper records secure. We also only disclose your details to those individuals within our organisation who have a need to know them for proper performance of their duties. Please note however, that the transmission of information via the internet can never be guaranteed as entirely secure and therefore any transmission of data is at your own risk.
We may disclose personal information where required to do so by the law, to exercise our legal rights or defend ourselves against legal claims and may share information with law enforcement authorities to investigate or prevent illegal activities being committed over our network.
We may also monitor user and network traffic for site security purposes and may use any information, including personal data to prevent any unauthorised attempts to tamper with our website or cause damage to our property. We also reserve our rights to disclose your personal information either where you have given us explicit consent to do so or otherwise where we may do so in accordance with applicable data protection legislation.
You have a right to access the personal data we may hold about you. You may submit a request at any time and you are entitled to a description of the data being processed and may be entitled to receive a copy of it. Any such requests should be made in writing and should be addressed to the adress below. We reserve the right to charge an administration fee of £10 to cover the costs of dealing with such a request.
We also have an obligation to ensure that the information we hold about you is accurate and up to date. You have the right to ensure that any inaccuracies in your personal data are corrected or removed. From time to time, we may contact you to confirm that the personal data we hold about you is correct. To assist us in ensuring that the personal data which we hold about you is accurate, please notify us of any changes in your personal details. You can do so by contacting us using the details below:
Greenhous Group Limited
Tel: 01743 265400
Changes to this policy and enquiries
Registration with the Information Commissioner
For the purposes of the Data Protection Act 1998, Greenhous Group Limited is a data controller. Greenhous Group Limited is registered with the Information Commissioner’s Office under Registration number Z5583999.