Welcome to the Alton Cars Privacy page. Alton Cars take privacy very seriously and we therefore operate stringent systems and processes in line with the rules laid out by the General Data Protection Regulation (GDPR) to protect all personal data.
What is Personal data?Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
How we use your informationAlton Cars Ltd, collects, uses and stores your personal information for the purpose of repairing your damaged vehicle. In most cases, your personal data is passed to us by your Insurance Company or an Accident Management Company you are either associated with or have agreed to use, or via a large fleet company. In this situation, we are therefore using your personal data under the contractual obligation we have with that work provider. We are only provided with the basic information we need to carry out the repairs to your vehicle.
Some customers however will come to us directly for vehicle repairs, and in these circumstances, you are giving your personal details willingly with consent for us to use these details specifically for the purposes of repairing your vehicle.
Why does Alton Cars Ltd need to collect and store personal data?In order for us to repair your vehicle, we need to collect personal data to allow us to contact you. Initially this is to make arrangements for repairs to start, and then during the repair process to keep you updated with progress. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy. In terms of being contacted for marketing purposes, Alton Cars Ltd would contact you for additional consent.
Will Alton Cars Ltd share my personal data with anyone else?We may pass your personal data on to third-party service providers contracted to Alton Cars Ltd in the course of dealing with your vehicle repairs. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Alton Cars Ltd’s procedures. A couple of examples of who we may need to share your data with are:- Your registration number and VIN (Vehicle Identity Number) will need to be passed to one of our registered parts suppliers if your vehicle requires new parts fitting. This is so that the parts supplier can supply the correct parts for your vehicle. Your Vehicle may have to be taken to a local dealer, specific to the make of your car for various onboard computers checking and re-setting after repairs are complete, therefore the dealer will have access to your Vehicle Registration Number and VIN Number.
Under what circumstances will Alton Cars Ltd contact me?Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
Can I find out the personal data that the organisation holds about me?Alton Cars Ltd at your request, can confirm what information we hold about you and how it is processed. If Alton Cars Ltd does hold personal data about you, you can request the following information:
Identity and the contact details of the person or organisation that has determined how and why to process your data.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Alton Cars Ltd or a third party, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
What forms of ID will I need to provide in order to access this?Alton Cars Ltd accepts the following forms of ID when information on your personal data is requested: Passport, Driving Licence, Birth Certificate or a Utility Bill (dated within the last 3 months)
Contact details of the GDPR Owner at Alton Cars Ltd:
Visitors to our WebsiteWhen someone visits www.altoncars.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. We do not store cookies from our website.
People who call our officesWhen you call any of our offices, we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.
People who email usWe will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to usWhen we receive a complaint from a person we make up an electronic file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure electronic environment and access to it will be restricted according to the ‘need to know’ principle.
People who use Alton Cars Ltd ServicesAlton Cars Ltd specialises in repairing accident and theft damaged cars, 4x4 and light commercial vehicles. We carry out work for a number of Insurance Companies, Accident Management Companies, Vehicle Manufacturers and large fleets. All of these, we class as Work Providers. In this situation, we request that our work providers only send us the information which we need in to carry out our contract with them. This information is limited to: Name, Address, Contact Number, Email Address, Gender, Vehicle Registration Number and work place address details/or alternate address supplied for the purposes of delivery/collection. Any other information which is inadvertently sent to us will not be recorded on any of our systems, as we would have no lawful reason for processing such data.
Job Applicants, current and former Alton Cars Ltd employeesAlton Cars Ltd is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at email@example.com
Application stageWe ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for.
We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurances as to their trustworthiness, integrity and reliability. You will therefore be required to provide at your interview:
Proof of your identity – you will be asked to attend our office with original documents, we will take copies
Proof of your qualifications (When required) – you will be asked to attend our office with original documents, we will take copies.
Job offerIf you are successful a formal job offer would be sent out to you. Upon you accepting this offer, our HR team would send you login details to our Cloud Based HR System called Cascade. All your personal information is stored on this cloud based HR System safely and securely and it meets all the requirements for GDPR. For more information on Cascade visit www.cascadehr.co.uk
Once you have logged on to our HR System with the credentials supplied, you will be asked to supply various elements of personal details such as:-
Confirm all of your contact details and home address details are correct
Bank Details – to process salary payments
Emergency Contact details – so we know who to contact in case you have an emergency at work
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our HR team. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
We will as part of your formal induction process, ask you to complete a questionnaire about your health. This is to establish your fitness to work.
Elas Occupational HealthElas Occupational Health provide our Occupational Health service. Dependant on the role you will be undertaking with us, you will be offered Health Screening with Elas once a year. Again, dependant on job role this can include Hearing, Lung Function, Skin, Hand Arm Vibration and Biological Monitoring. (which is specifically looking for traces of Isocyanates).
Here’s link to learn more about Elas.
How we make decisions about recruitment?Final recruitment decisions are made by our HR Manager in conjunction with the Senior Management Team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing firstname.lastname@example.org
If your application was unsuccessful and you would like copies of your interview notes, these can be provided by completing a Subject Access Request to the company by following our process headed ‘Can I find out the personal data that the organisation holds about me?’ which is listed above. This must be requested within 28 days of attending the interview. After such time, all records of your application, CV and interview notes including personal details will be destroyed in compliance with the General Data Protection Regulations.