Privacy Policy

Effective Date: 18/06/2024

Introduction

This website is operated by Oily Bikers LTD, a motorcycle dealership based in Stalybridge selling new and used motorbikes and scooters. We also provide servicing and repairs, operate a retail shop, and run a number of websites selling parts and accessories.

We take your privacy very seriously and are committed to protecting and respecting your personal data. This privacy policy explains how we collect, use, and share your personal information and how we meet our legal obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this privacy policy carefully to understand how we handle your personal data.

Who We Are

Oily Bikers LTD (‘we’, ‘us’, or ‘our’) is the data controller for the purposes of the UK GDPR. This means we are responsible for deciding how and why your personal information is processed. We are registered in England & Wales with company number 09784293 and our registered office is Unit 10, Whitelands Ind. Estate, Clarence Street, Stalybridge, SK15 1QL.

What Information We Collect

We collect and process various categories of personal information for specific purposes.

Personal information provided by you:

We collect personal information that you provide to us when you:

  • Register an account on our website.
  • Enquire about, express an interest in, or purchase products or services from us.
  • Complete customer surveys, contact forms, or competition entries.
  • Provide feedback or post material to our website.

This information may include:

  • Basic personal details: such as your name, address, e-mail address, telephone number, date of birth, or age.
  • Transaction and financial data: including bank details, credit/debit card information for payment processing, and employment details for finance applications.
  • Vehicle-specific information: such as the vehicle registration number, VIN (Vehicle Identification Number), and service history.
  • Identity and fraud prevention data: including driving licence details.

Personal information from third parties:

Occasionally, we may receive information about you from other sources such as manufacturers (e.g., to process a new vehicle order), finance companies, or other business partners. We will combine this with the information you have provided to us to process your request. We will only use this data for the purpose for which it was received, and we will always inform you about the source of the data when we communicate with you.

Special Category Personal Data

We may process sensitive personal information, which is referred to as “special category data” under the UK GDPR. This includes data concerning health where you are applying under the Motability scheme or require specific adaptations to a vehicle due to a physical condition. We will only ever process this type of data with your explicit consent and for the specific purpose you have requested.

Information on criminal convictions and offences

We may also process information relating to criminal convictions and offenses, for example, as required by finance or insurance providers during an application. This is a separate category of data under the UK GDPR (Article 10) and is processed on the basis of a lawful condition under the Data Protection Act 2018, which is that the processing is necessary for the purposes of a contract with a third party.

Personal Information About Other Individuals

If you give us information on behalf of someone else, you confirm that you have their permission to do so.

Monitoring and Recording Communications

We may monitor and record communications with you (such as telephone calls, emails, and live chat transcripts) for the purpose of quality assurance, training, fraud prevention, and to maintain an accurate record of our interactions with you. This processing is based on our legitimate interests to improve our services and protect our business.

Use of Cookies and Tracking Tools

A cookie is a small text file placed on your device when you visit our website. We use cookies and other similar tracking technologies such as Google Analytics and Facebook Pixel to help us analyse how our website is used and to provide you with a better user experience.

We use a pop-up cookie banner to obtain your consent for non-essential cookies. You have the right to accept or reject cookies, and you can change your preferences at any time. For more information on how to manage your cookie settings, please refer to your browser’s help function.

How We Use Your Information and Our Lawful Basis for Processing

The UK GDPR requires us to have a lawful basis for processing your personal data. We use your information for the following purposes and rely on the following lawful bases:

Purpose of Processing

Lawful Basis for Processing

To manage your account, orders, and payments.

Performance of a contract. This processing is necessary to fulfil our contractual obligations to you and to take steps at your request before entering a contract (e.g., providing a quote).

To maintain service records for your vehicle and provide reminders.

Legitimate interests. We have a legitimate interest in keeping accurate records to ensure the safety and longevity of your vehicle and to provide you with a high standard of after-sales care.

To send you marketing communications.

Consent. We will only send you marketing emails, SMS, or other electronic communications if you have given us your specific, informed, and unambiguous consent. You can withdraw your consent at any time.

To detect and prevent fraud.

Legitimate interests to protect our business and customers. It may also be a legal obligation to cooperate with law enforcement.

To provide payment options and process finance applications.

Performance of a contract. This is necessary to facilitate your request to apply for a financial product.

To share data with vehicle manufacturers for warranty and service records.

Legitimate interests. This is necessary for a manufacturer to honour their warranty obligations and maintain accurate vehicle service records. It is also often a performance of a contract requirement.

To monitor website usage and advertising responses.

Consent (for non-essential cookies) and legitimate interests to analyse and improve our website performance.

To share data with the DVLA, etc.

Legal obligation. This is necessary for us to comply with our legal duties to government bodies.

To process Motability scheme applications.

Explicit consent (for health data) and performance of a contract (for other data).


Data Retention

We will not keep your personal data for longer than is necessary for the purposes for which it was collected. Our retention periods are based on a number of factors, including:

  • The length of our relationship with you.
  • Legal and statutory obligations to retain data (e.g., financial records must be kept for a minimum of six years for tax and accounting purposes).
  • The need to maintain records for legal claims or queries.

For marketing communications, we will retain your data for as long as you continue to consent. You can withdraw your consent at any time.

Who We Share Your Information With

We may share your personal data with the following categories of recipients:

  • IT support and hosting providers: To ensure our systems run securely and efficiently.
  • Marketing service providers (e.g., Mailchimp): To manage our marketing communications on our behalf, but only with your consent.
  • Finance partners and lenders: To process finance applications you have requested.
  • Vehicle manufacturers: For warranty claims and maintaining service records.
  • Law enforcement agencies, regulators, or other government bodies: When we are legally required to do so.
  • Tidio live chat: To provide and manage our services to you.
  • Payment Providers: To process payments for goods and/or services.

We will not share your data with any third party for marketing purposes without your explicit consent.

Security

We take the security of your data seriously and have implemented reasonable physical, technical, and administrative measures to protect your personal information. These include SSL encryption for our website, secure servers, and password-protected access to our systems.

While we do our best to protect your data, please be aware that no security system is impenetrable, and we cannot guarantee the security of data transmitted over the internet.

Data Transfers Outside the UK/EEA

Some of our service providers, such as Google, Microsoft, Facebook, and Tidio, may process data in countries outside the UK and the European Economic Area (EEA).

Where this occurs, we ensure that an adequate level of protection is afforded to your personal data. We do this by implementing appropriate safeguards, such as the use of UK-approved Standard Contractual Clauses, to ensure your data is treated securely and in accordance with UK data protection laws.

Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right to be informed: The right to be provided with this privacy policy.
  • Right of access: The right to request a copy of the personal data we hold about you.
  • Right to rectification: The right to have inaccurate personal data corrected.
  • Right to erasure (‘right to be forgotten’): The right to request that we delete your personal data in certain circumstances.
  • Right to restrict processing: The right to block or suppress the processing of your personal data.
  • Right to data portability: The right to receive your personal data in a structured, commonly used, and machine-readable format.
  • Right to object: The right to object to our use of your data, particularly for direct marketing.
  • Rights related to automated decision-making and profiling: The right not to be subject to a decision based solely on automated processing.

To exercise any of these rights, please contact us using the details below. We will respond to your request within one calendar month.

How to Contact Us

If you have any questions about this privacy policy, the data we hold about you, or to exercise your rights, please contact us:

For all data protection queries: Email: sales@oilybikers.co.uk Post: Oily Bikers LTD, Unit 10, Whitelands Ind. Estate, Clarence Street, Stalybridge, SK15 1QL Phone: 0161 410 2453

Complaints

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). The ICO is the UK’s independent body responsible for upholding information rights.

ICO Contact Details: Website: www.ico.org.uk Telephone: 0303 123 1113

This privacy policy was last updated on 18/09/2024. We may update it from time to time, so please check back regularly for the latest version.