Privacy Policy

Privacy Policy
We will only collect relevant data to enable us to carry out the service you have requested or accessed, below we have set out in more detail about the personal data we collect and why we collect it. We review our retention periods regularly and will only hold your data for as long as it is necessary for the original purpose it was collected for, as required by law or as set out in any relevant contract we have with you.

  1. Service Booking
    To make an online vehicle service or MOT booking via or over the phone, we require your name, contact information and vehicle details. This information is required so that we can arrange your booking for you at your chosen dealer and send you your booking confirmation through your preferred contact method (email or Text Message).If you have purchased a vehicle from NBSM or you have previously had a service at our dealership our database will have stored your information, along with your service and MOT due date. You can object to receiving these reminders at any time.If you do not visit our dealership for more than 26 months, your details will be deleted for marketing purposes but may be retained for Contractual Obligation had you purchased your vehicle from us within the last 7 years.
  2. Online Enquiry
    If you enquire about one of our vehicles we require your name, email address and contact telephone number to able us to respond to your enquiry. We will store this information until we have concluded the enquiry (i.e. sold a product). At which point your details will be stored on the customer database or destroyed securely.
  3. Test Drive or Courtesy Car
    If you book a test drive or take a courtesy car from our autocentre department we require a copy of your driving licence, we will store a copy of this in case of any speeding, parking or other motoring offence that may occur.
  4. Sell your car
    If you request a valuation for your current vehicle we require your vehicle details including registration number, mileage, plus your name, e-mail address and telephone number so that we can send you your indicative valuation. If you decided not to proceed with your valuation we will delete your details within 4 weeks after the expiration of your valuation.
  5. Vehicle Purchase
    If you decide to purchase a vehicle from NBSM, at the point of sale under a Contractual Obligation we will collect your full name, address, contact number, e-mail address, date of birth, driving licence details, payment details, details of the vehicle you are buying and, if applicable, details of the vehicle you will be using as a part exchange. Your details will not be used for marketing purposes unless you provide consent for us to do so. If you purchase a new vehicle we will be Contractually Obliged to send your details to the manufacturer for warranty, registration and recall purposes.
  6. Vehicle Finance
    If you require finance for your vehicle purchase, we will require additional information including marital and housing status, number of dependents, previous address, occupation, employer, business address and bank details, in addition we will also require proof of address (i.e. utility bill) and any other relevant information. With your permission this information will be passed to our selected finance partners. Your personal information will be stored within your deal file which will be stored for 7 years. At the end of your finance agreement we will contact you to discuss your end of finance arrangements and where applicable arrange the required arrangements to fulfill the contract – for example end of finance term vehicle return and appraisal.
  7. In Dealership Visit
    We operate CCTV in our dealership and automotive center to monitor our premises, therefore your image and vehicle registration may be captured and stored for up to 30 days.
  8. Competitions
    If you enter one of our competitions, we require your name, email address and telephone number so that we can contact the winner. Competitions are subject to the following terms and conditions:
  • Competitions are open to all UK residents aged 21 and over.
  • A fully completed entry form must be placed in the entry box along with the answer to the entry question, location of which can be found within the specific competition terms and conditions.
  • Entry into the Prize Draw will be deemed to imply acceptance of the Terms and Conditions.
  • There will be no cash alternative to the Prize.
  • Only one entry per person will be accepted.
  • Incomplete, damaged or illegible entries will not be accepted.
  • The draw will take place on the date specified within the competitions terms and conditions under independent supervision and the winner will be the first name drawn.
  • The winner of the Prize will be notified in writing as soon as possible.
  • The winner’s name and county will be available by sending a stamped addressed envelope to the address below.
  • NBSM reserves the right to substitute an alternative prize should they deem it necessary PROVIDED always that any substituted prize shall be of no less value than the original prize.
  • If NBSM is prevented from completing the Competition by reason of any circumstances beyond its control, NBSM shall under no circumstances be liable to any party whatsoever.
  • No one connected with the Competition or its sponsor is eligible for entry.
  • No correspondence will be entered into.
  • Winners may upon reasonable notice being given be required by NBSM to participate in any publicity concerning the competition, such publicity to include but not be limited to participation in photographs.
  • No purchase is necessary.
  1. Contact by phone
    Should you call our dealership and autocentre or should we contact you in response to an enquiry, your phone call may be recorded and will be retained for a maximum of 3 months. The recording will be used for quality and training purposes only.
  2. How we may use your personal data
    Where you have provided consent;
    NBSM uses your personal data for electronic marketing purposes and we may contact you to update you in accordance with your selected marketing preferences.
    via email, text message, post or telephone with offers, services and other related products.
  • You have the right to opt out of receiving promotional communication at any time by;
    Changing your marketing preference by selecting the ‘amend my preferences’ link located at the bottom of each of our emails.
    Text STOP in response to a text message.
    Contacting NBSM via any of the contact details on:
  • Where there is a legitimate interest;
    We may use and process your personal information where it is necessary for us to pursue our Legitimate Interest as a business for the following purposes;
  1. General Administration
    We may need to process your data to manage your queries, complaints, or claims and may result in us contacting you by the contact details you have previously provided.
  • Where required to perform a Contract with you;

We may use and process your personal data where it is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract with you including for the following purposes;

  • To exchange information for warranty/aftersales to the relevant manufacturer of your vehicle.
  • The purchase of a vehicle
  • Where it is in your Vital Interest;
    We may use your personal information to contact you if there are urgent safety or product recall notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information may prevent or reduce any potential harm to you.
  • Where required to comply with our Legal Obligation;
    We will use your personal data to comply with our Legal Obligation including: (i) to assist HMRC, the Police, the Driver and Vehicle Licensing Agency (DVLA) or any other public authority or criminal investigation body; (ii) to identify you when you contact is; and (iii) to verify the accuracy of data that we hold about you.

12. Collection of general data and information
Our website collects a series of general data. This general data and information is stored in the server log files. General day includes (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) any other similar data and information that may be used in the event of attacks on our information technology systems.When using general data and information, we do not draw any conclusions about visitors. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, we only analyse anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our enterprise, and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by individuals.

  1. Sharing Data with third parties
    In order to make certain services available to you, we may disclose your personal information to third parties. We will only disclose the minimum amount of personal data in order to provide the service. We have data sharing agreements in place with each of our third-party suppliers and have completed the necessary security checks to ensure that your data is kept safe once it is passed to them. Our third-party suppliers only have the rights to use your data for the purpose of fulling the service required of them, they do not have marketing rights over your data, unless you have specifically expressed third party consent. Your data will be shared with third parties under the following circumstances;If your enquiry leads to the purchase of a vehicle your information will be shared with the relevant manufacturer for warranty, registration and safety recall purposes. We will ask for your consent to pass your information to the manufacturer for marketing purposes. We recommend that you read the manufacturers privacy policy to see how they will use your data.If your enquiry leads to the purchase of a vehicle with a finance agreement, we will disclose your information to our selected finance partners. If you are accepted for finance, the finance company with become the data controller for your information and we recommend that you read their privacy policy to see how they will use your data.To ensure that the data we hold remains up to date our databases we regularly cleanse our database via Experian. If we are notified that you are no longer the registered owner of the vehicle we once attributed to you, the vehicle will be detached from your records.
  1. Marketing
    When you provide us with your personal data we may ask you to set your marketing preferences with us so that you can choose (if any) the information you’d like to hear more about as set out in the ‘When Consent is required’ section. This may be done by;
  • Registering for offers via our website; or
  • Visiting one of our dealerships / contacting us via telephone

If you opt-in to receive marketing from manufacturers, we recommend that you read their privacy policy to see how they will use your data and how to alter your marketing preferences with them should you wish to in the future.

From time to time, we may ask you to refresh your marketing preferences by asking you to confirm that you consent to continue receiving marketing information from us.

  1. Your Rights
    You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for your information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received your request.
  • Accessing your personal information
    You have the right to ask for a copy of the information we hold about you by emailing or writing to us. This will be provided in a readable format (PDF) free of charge. We may not provide you with a copy of your information if this concerns other individuals or we have another lawful reason to withhold that information.
  • Correcting and updating your personal information
    The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information we hold about you. In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold about you is inaccurate or out of date, please let us know by contacting us via the details at the end of this notice.
  • Withdrawing your consent
    Where we rely on your consent as the legal basis for processing your personal information, as set out under ‘How we use your personal data’ section, you may withdraw your consent at any time by contacting us using the details at the end of this notice. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can also do this by selecting the ‘amend my preferences’ link located at the bottom of our emails. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
  • Objecting to our use of automated processing
    You may contest to a decision made about you based on automated processing by contacting us on the details at the end of this notice.
    Erasing your personal information or restricting its processing: In certain circumstances, you may ask for your personal data to be removed from our systems by emailing or writing to us at the address at the end of this notice. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.
  • You may also ask us to restrict processing your personal data in the following situations;
    Where you believe it is unlawful for us to do so.
    You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.In these situations, we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company in connection with legal proceedings.
  • Transferring your personal information;
    Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under section ‘How we use your personal data’ you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a PDF file.
    We may not provide you / transfer you a copy of your data if this concerns other individuals or we have another lawful reason to withhold that information.
  1. Complaining to the UK data protection regulator
    You have the right to complain to the Information Commissioners Officer (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO website for further details.How to contact us:
    Please contact us if you have any questions about our privacy notice or information we hold about you: / 01446 720044 (option 3)
    Or write to us at: Data Protection Officer, NBSM, Cardiff Road, Barry, CF63 2BE.
Got a question? Give us a call!
01446 720044