Privacy Policy

and General Data Protection Regulation (GDPR)

This document defines Vehicle Smart's processes and procedures for handling personal data and contains the following sections:

  • About This Document
  • Information We Hold
  • How We Store Personal Data
  • How We Use Personal Data
  • Data Retention
  • Data Deletion
  • Subject Access Requests
  • Data Breaches
  • International Responsibilities
  • Privacy Notice

Revision History

  • April 2018
    • 1.0 Initial version

Glossary

References to Vehicle Smart, we, us is synonymous with Vehicle Smart Ltd.

References to you, an individual, an external organisation is synonymous with any user of services provided by Vehicle Smart Ltd (either as an individual or as a business).

About This Document

This document has been created in order to define the data we hold along with the processes and procedures Vehicle Smart will follow when dealing with personal data provided to us. This is a living document which will continue to be updated as and when required and each change will be recorded in the revision history at the beginning of this document.

Information We Hold

The lawful basis for data processing are set out in Article 6 of the GDPR: Lawful Basis For Data Processing

The personal data we can hold for each individual is the following:

  • IP Address
  • Email Address
  • Account Activity
  • Associated Vehicle Data

IP Address
If you have used Vehicle Smart services to search for a vehicle then we will hold a copy of your IP address. Our lawful base for processing this data falls under 'Legitimate Interest'. We have a legitimate interest in protecting our IT infrastructure and our data suppliers from abuse e.g. DDOS attacks / hacking attempts.

Email Address
If you have contacted Vehicle Smart by email then we will hold a copy of your email address. Our lawful base for processing this data falls under 'Legitimate Interest'. We have a legitimate interest in retaining your email address such that we may contact you with regards to a query you may have raised with us and for recording any communications with regards to refunds / purchase restores / product enquiries / beta testing or any other account support you may need.

If you have created an account with Vehicle Smart then we will hold a copy of your email address. Our lawful base for processing this data falls under 'Consent'. By creating an account with Vehicle Smart you are giving us consent to store your email address such that it can be used to identify you when you want use Vehicle Smart services e.g. log in, data back up & data restore.

Account Activity
If you have created an account with Vehicle Smart we will record your account metadata e.g. activities which include account log in, log out, performing a data back up or data restore. Our lawful base for processing this data falls under 'Consent'. By creating an account with Vehicle Smart you are giving us consent to monitor your account activities to ensure the security of all accounts held with Vehicle Smart.

Associated Vehicle Data
If you have performed a back up of your garage data then we will hold a copy of your vehicle data (for each vehicle). Our lawful base for processing this data falls under 'Consent'. By creating an account with Vehicle Smart you are giving us consent to store your vehicle data such that it can be used with Vehicle Smart services e.g. data back up & data restore.

The vehicle data stored includes all of the following data items (** where provided by you):

  • VEHICLE MAKE
  • VEHICLE MODEL
  • VEHICLE YEAR
  • VEHICLE AGE
  • VEHICLE DATE OF REGISTRATION
  • VEHICLE COLOUR
  • VEHICLE FUEL TYPE
  • VEHICLE CYLINDER CAPACITY
  • VEHICLE CO2 EMISSIONS
  • VEHICLE EXPORT MARKER
  • VEHICLE TYPE APPROVAL
  • VEHICLE WHEELPLAN
  • VEHICLE REVENUE WEIGHT
  • VEHICLE MOT HISTORY
  • VEHICLE PROVENANCE DATA
  • IMAGES / PHOTOS**
  • VEHICLE NICKNAME**
  • VEHICLE BOUGHT DATE**
  • VEHICLE BOUGHT PRICE**
  • VEHICLE BOUGHT MILEAGE**
  • VEHICLE SOLD DATE**
  • VEHICLE SOLD PRICE**
  • VEHICLE SOLD MILEAGE**
  • MOT DUE DATE
  • TAX DUE DATE
  • INSURANCE DUE DATE**
  • BREAKDOWN DUE DATE**
  • SERVICE DUE DATE**
  • SERVICE MILEAGE**
  • CAMBELT DUE DATE**
  • CAMBELT MILEAGE**
  • WARRANTY DUE DATE**
  • CUSTOM REMINDER DUE DATE**
  • CUSTOM REMINDER TEXT**
  • INSURANCE PROVIDER**
  • INSURANCE POLICY NUMBER**
  • INSURANCE CONTACT NUMBER**
  • INSURANCE COST**
  • BREAKDOWN PROVIDER**
  • BREAKDOWN POLICY NUMBER**
  • BREAKDOWN CONTACT NUMBER**
  • BREAKDOWN COST**
  • SERVICE DETAILS**
  • VEHICLE OIL TYPE**
  • VEHICLE OIL BRAND**
  • VEHICLE OIL CAPACITY**
  • VEHICLE COOLANT TYPE**
  • VEHICLE COOLANT BRAND**
  • VEHICLE COOLANT CAPACITY**
  • VEHICLE BRAKE FLUID TYPE**
  • VEHICLE BRAKE FLUID BRAND**
  • VEHICLE BRAKE FLUID CAPACITY**
  • VEHICLE TYRE SIZES**
  • VEHICLE TYRE PRESSURES**
  • VEHICLE PAINT CODE**
  • VEHICLE RADIO CODE**
  • VEHICLE IMMOB CODE**
  • VEHICLE BULB TYPES**
  • VEHICLE VIN**
  • VEHICLE V5C**
  • VEHICLE ENGINE**
  • VEHICLE GEARBOX**
  • VEHICLE NOTES**

How We Store Personal Data

All data controlled by Vehicle Smart is held within the EU on secure platforms. We use data encryption for all account credentials.

How We Use Personal Data

Our priority is to keep your data private and your communications free from spam. We will never share your data without your consent and we do not share any personal data with anyone outside of Vehicle Smart Ltd except in special circumstances (see below).

How we use your personal date is defined by each data type:

IP Address
We will use your IP address for network activity logging and rate limiting.

Email Address
We will use your email address to contact you with regards to your account, for communications you have made with us regarding our services and for marketing services you have opted-in for.

Account Activity
We use your account activity for account validation and for monitoring account activity patterns.

Associated Vehicle Data
We store your associated vehicle data on our secure platforms so that you can perform backup and restore functions.

Special Circumstances

If you contact us with a query which we cannot answer then we may need to forward your query on to one of our data providers. In this instance, we may share your email address or contact number (if you have provided them to us) with a data provider so that they can contact you direct with an answer to your query. We will always seek your consent before passing on your contact details.

Data Retention

We will retain all data for a minimum of 6 years.

Data Deletion

If you want to us delete your personal data please email us: info@getvehiclesmart.com

Subject Access Requests

You can request to know what data we hold about you. To do this, simply send an email request to: info@getvehiclesmart.com with the details you'd like to know. We will aim to respond to all data requests within 28-days.

Please note: we will charge for requests or refuse to honour any requests which are manifestly unfounded or excessive.

Data Breaches

We take privacy and data protection very seriously. We have many protections in place already however we will not be immune to every type of malicious attack, hacking attempt or human error.

As a paid member of the Information Commissioners Office (ICO) we are obliged to report data breaches to the ICO and to any individuals where it is likely to result in a risk to the rights and freedoms of those individuals.

If we discover a data breach, we will assess the impact and follow ICO and GDPR guidelines on reporting and investigating data breaches. We will attempt to notify any affected individuals (where possible) and inform them of the impact should we be required to do so.

International Responsibilities

Vehicle Smart Ltd operates exclusively inside the EU. We do not store, process or control any data outside of the EU and therefore all GDPR regulations regarding international operations are not applicable to Vehicle Smart at this time.