Our privacy promise
We are FleetEV Limited(‘the Company’, ‘Us’, ‘We’ or ‘Our’).
We are committed to respecting your privacy and protecting your personal information
We comply with the Data Protection Act and the General Data Protection Regulation for the protection of your personal data
We will be transparent about the information we are collecting and what we will do with it
We will use the information you give us for the purposes described in our Privacy Policy, which include providing you with services you have requested and enhancing your experience with any of our companies which are trading names of Hanborough Enterprises Limited
We will also use the information to help us understand you better and so that we can give you relevant offers
If you tell us that you do not want to receive marketing messages, we will stop sending them. We will, of course, continue to send essential information relating to a product or service you have purchased to keep you informed about your contract and your vehicle
We will put in place measures to protect your information and keep it secure
We will respect your data protection rights and aim to give you control over your own information
You can access our full Privacy Policy below to help you to understand better how we use your personal information. In it, we explain in more detail the types of personal information we collect, how we collect it, what we may use it for and who we may share it with.
Within the Privacy Policy you will find some specific examples of why and how we use your personal information. If you have further questions, please get in touch with us by contacting our Data Protection Officer by
Phone: 03330 169 630
Email: sales@fleetev.com
Post: FleetEV Limited, The Maltings, East Tyndall Street, Cardiff CF24 5EA
Without prejudice to your rights under applicable laws, the above and the Privacy Policy are not contractual and do not form part of your contract with us.
Full Privacy Policy
We are Fleet-E Limited trading as Fleet-e. We are committed to respecting your privacy and protecting your personal information. We abide by the General Data Protection Regulations and are registered with the Information Commissioners Office for the processing of data and our Data Protection Registration Number is ZB045679. You can check this information at <a href="www.ico.org.uk" target="_blank" class="font-bold hover:underline">www.ico.org.uk</a>
We are a credit broker of vehicle finance. We are not a funder or lender.
Our website address is www.fleetev.com
Controller of Personal Information
We are 'data controllers' and 'data processors' of your personal information under European Union and UK data protection law. Our Data Protection Officer may be contacted by one of the following methods:
Phone: 03330 169 630
Email: sales@fleetev.com
Post: FleetEV Limited, The Maltings, East Tyndall Street, Cardiff CF24 5EA
If you have a contract or agreement with one of our funders or one of our suppliers of other services, then that other company will also separately be considered a 'data controller' under European Union UK data protection law. You can access the privacy policies of the other companies via their own websites.
What do we mean by personal information?
Personal information means details which identify you or could be used to identify you, such as your name and contact details including your email address, your vehicle registration details, your date of birth, your marital and residential status, your employment details, your bank details and information about any agreement that you have contracted through us. It may also include information about how you use our website and mobile applications.
When does this policy apply?
This Privacy Policy applies to personal information about you that we collect, use and otherwise process regarding your relationship with us as a customer or potential customer, including vehicle details and other services that are supplied through us, use our website or mobile applications, contact our personnel and book to use services through third parties (such as finance companies, maintenance providers and insurers).
It also includes data which we may collect through visiting our website. Our website may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
Please ensure that you read this Privacy Policy and fully understand it. Your acceptance of our Privacy Policy is deemed to occur upon first use of our site and if you do not agree with it you must stop using our site immediately.
Where we reference that others are data controllers in the sections ’Controller of Personal Information’ and ’Who do we share your personal information with?’ you should consult their privacy policies for further information.
How can we keep your personal information secure?
We take great care to protect the personal information you provide to us. We maintain appropriate administrative, technical, and physical safeguards to protect the personal data that you provide against accidental, unlawful, or unauthorised destruction, loss, alteration, access, disclosure or use, and other unlawful forms of processing. We have taken suitable measures to safeguard and secure data collected by us through our website and steps that we take include using Secure Sockets Layer (SSL) software to protect your online transactions and the personal information that you provide to us. We maintain appropriate administrative, technical, and physical safeguards to protect the personal data you provide to us against accidental, unlawful, or unauthorised destruction, loss, alteration, access, disclosure or use, and other unlawful forms of processing. You may access certain areas of our website without providing any data at all. However, to use all features and functions available on our site you may be required to submit or allow for the collection of certain data. When you submit personal information via our website you may be given options to restrict our use of your data. You may restrict our use of Cookies.
For more information see Our Use of Cookies below and further information in our Cookie Policy on our website.
There are some things you can do to keep your information secure. Examples of these are below:
Keep your vehicle agreement details confidential
When you contract a vehicle through one of our funders you will be given a reference, account, or agreement number. This is used to identify the contractual agreement that you have for your vehicle. If you have contracted ancillary services through us where we have utilized a supplier other than the funder of the vehicle such as a service, maintenance, and tyres contract this may also have a separate agreement number. Your agreement numbers will appear in correspondence to you from the supplier. These are unique numbers and may be used to identify you when you contact us. You should therefore always keep your agreement numbers confidential
Keep your registered customer log-in details confidential
If you have access to an online system that we may use to hold information regarding quotations from us, the information supplied for a finance proposal, and agreements that you have through us make sure your access to our website, other online services, and mobile applications is secure. You should not share your log in details with anyone else. When you finish using the website, online services, or mobile app you should log out if others may be able to access your computer or device. This is especially important if you are using a publicly accessible computer
Be aware of and protect yourself against Internet fraud and ‘phishing’. There is an Internet fraud practice known as ‘phishing’ which is the illegal gathering of personal information by deception. Unsolicited emails are sent to individuals from lists illegally gathered by a third party, and recipients are asked to enter or reconfirm bank or password details into a 'cloned' or illegal copy website
Our Use of Cookies
All Cookies on our website are used in accordance with the current Cookie Law as determined by the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 with regards to the use of Cookies. Cookies are a small text file placed on your computer or device by our website when you visit certain parts of our website and/or when you use certain features of our website. Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of our website may not function fully or as intended.
Further information about Cookies and details of the Cookies used by us may be found in the Cookie Policy on our website.
When do we collect personal information about you?
Personal information means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data and where applicable incorporates the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation.
We collect personal information about you whenever you use our services (whether these services are provided by us or by other companies or agents acting on our behalf), including when you take out contracts for vehicles or ancillary products when you use our website or mobile applications or interact with us via email or phone. Please also see the section on Our Use of Cookies and our Cookie Policy which is on our website.
For additional details see ’What types of personal information do we collect and retain?’ below.
In addition, we may receive personal information about you from third parties, such as:
Companies contracted by us to provide services to you
Companies involved in your vehicle arrangements, including finance companies and maintenance providers, supplying dealers, manufacturers, and insurers
Companies that participate in our other customer programs e.g. car hire providers
Companies who provide details to us under privacy policies
What types of personal information do we collect and retain?
When you use our services, you will need to provide us with your personal details. There may be times when you will also provide us with details of another party to your agreement such as a partner. We will always ask for any other party to sign an authorisation for disclosure of their information.
We collect the following categories of personal information:
Information you provide to complete and manage an agreement that you have made through us or for a service you have requested through us. This will include personal information that you provide to us for us to arrange the finance of a vehicle which will include your name, address, date of birth, gender, marital status, residential status, business/company name, employer information, profession, accounting information, bank details, contact information, demographic information, financial information including income and expenditure
Information collected during the term of your agreement such as change of address or bank details
Information about your vehicle
Information about the services we have provided to you in the past
Information about online registration and other interaction
Information about your use of our website and mobile applications. For more details of the methods please see our Cookie Policy
Information about your device and your location if you have been browsing on our website or mobile application, for example, your IP address or unique device ID. (An IP address (i.e. Internet Protocol address) is a numeric code that can act as a unique identifier for your computer or other devices – this can be turned off from your device). This may include information regarding your web browser type and version, operating system, and a list of URLs starting with a referring site, your activity on our site, and the site that you exit to
We will only keep your personal data for as long as we need to use it as described below ‘What do we use your personal data for?’ and/or for as long as we have your permission to keep it.
When and why do we collect 'sensitive personal data'?
Certain categories of personal information, such as that about race, ethnicity, religion, health, sexuality, or biometric information are special categories of data requiring additional protection under the European Union and UK data protection law and is referred to here as 'sensitive personal data'. Generally, we try to limit the circumstances where we collect and process sensitive personal data. An example of where we may collect and process 'sensitive personal data' includes a request that a communication device in a vehicle is disconnected which is not 'sensitive data' but may imply or suggest your religion, health, or other information.
What do we use your personal information for?
The main purposes for which we use your personal information are:
Arranging the provision of finance, the supply of a vehicle, and ancillary products and services through either ourselves or a third party supplier such as a finance company, maintenance provider, and/or insurance provider
Providing access to and managing your agreement for the supply of a vehicle or for other services that you have requested
To respond to emails received from you
To send status updates and service communications to you
To keep track of your mileage
To provide services tailored to your requirements and to treat you in a more personal way
Providing and managing access to our website
To personalise and tailor your experience on our website
Identify you when you contact us
If we need to process your personal data to comply with legal obligations to which we are subject
We may need to process your personal data to comply with legal obligations binding or accepted by us. For example, we may need to retain your transaction records for a period of time to comply with tax or accounting requirements, or to carry out checks on you to satisfy our obligations under anti-money laundering legislation or disclose your personal data if forming part of an investigation by law enforcement
To carry out analysis and market research
With your permission and/or where permitted by law, we may use your data to carry out marketing which may include contacting you by phone, text message, mail, email or social media to keep you informed of our and our Franchisor, Bridle Group’s products and services. We will not however send you unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the General Data Protection Regulation (EU) 2016/679 (GDPR) and Privacy and Electronic Communications (EC Directive) Regulations 2003
To undertake targeted online advertising
To improve our website, products, and services
For management and administrative purposes
When will we send you marketing?
When we have your permission, we will send you marketing communications.
We will respect your choice as to what communications you wish to receive and how these are sent.
How can you change what marketing communications you receive, how you receive them, and unsubscribe?
If you decide you would no longer like to be sent marketing communications, you can change your mind at any time. The ways to stop being sent marketing communications are described below:
Phone: 03330 169 630
Email: sales@fleetev.com
Post: FleetEV Limited, The Maltings, East Tyndall Street, Cardiff CF24 5EA
Please always quote the trading name of the company that you wish to cease receiving marketing communications from.
In addition, each marketing communication we send by email will also have an unsubscribe option which will allow you to stop you from receiving further marketing emails. You may also stop any further text messages by replying with the word “STOP”. We aim to action requests to stop being sent marketing communications within 10 working days of receiving those requests, but it is possible you will receive some marketing in the period prior to that change being made.
Please note that if you tell us that you do not wish to be sent further marketing communications, you will still receive service communications (as described above) which are necessary. If you ask us to stop sending marketing communications, please note we will retain your personal information for the purposes of indicating that you do not want to receive marketing communications.
If you wish to change how we use your personal information, including exercising your right to be forgotten, please see section ‘What are your legal rights in relation to the personal information we hold about you?’ and ‘How can you exercise your legal rights and change how we use your data?’
What is our legal basis for using your personal information?
We will only process your personal information where we have a legal basis to do so. The legal basis will depend on the reason or reasons we need to use your information. Under EU and UK data protection laws in almost all cases the legal basis will be:
Because we need to use your information so that we can process your application for the provision of a product or service and otherwise perform the contract you have with us or through us
Because it is in our legitimate interests as a business to use your personal information to operate and improve our business as a credit broker and supplier of ancillary products
Because we need to use your personal information to comply with a legal obligation
To protect the vital interests of you or another person
Because you have consented to us using your information for a particular purpose
More information on each legal basis is provided below.
If the processing of your data is subject to any other laws, then the basis of processing your data may be different to that set out above and may in those circumstances be based on your consent in all cases.
How long do we keep personal information?
We will keep your information for as long as we need it for the purpose it is being processed for. For example, when you contract a vehicle with or through us, we will keep the information related to your agreement, so we can fulfill the management of the arrangement you have made and after that, we will keep the information for a period which enables us to handle or respond to any complaints, queries or concerns relating to the contract. The information may also be retained so that we can continue to improve your experience with us and to ensure that you receive any loyalty rewards which are due to you.
We will actively review the information we hold and delete it securely, or in some cases anonymise it when there is no longer a legal, business, or customer need for it to be retained. If you stop interacting with us as a customer, we will remove or anonymise your information after 7 years.
Performance of a contract with you
It will be necessary for us to use your personal information to complete a contract that you have made with us. For example, we will need to use information such as your contact details and payment information to provide you with the vehicle and/or service that you have requested and paid for.
Legitimate Interests
As a credit broker and provider of ancillary products, we have a legitimate business interest to use the personal information we collect to offer an effective service and carry out our business.
Compliance with legal obligations
There are situations where we are subject to a legal obligation and need to use your personal information to comply with those obligations.
Consent
Alternatively, we may collect and use your personal information where you have given your specific consent to us doing so.
If the basis of our processing your data is consent to marketing, you can withdraw your consent to such processing at any time, by one of the following methods described below:
Phone: 03330 169 630
Email: sales@fleetev.com
Post: FleetEV Limited, The Maltings, East Tyndall Street, Cardiff CF24 5EA
Or if you are a registered user of our online system, you can change your marketing preferences at any time in your account area.
Please always quote the trading name of the company that you wish to withdraw your consent from.
However, if you withdraw your full consent, in some circumstances, it may mean we will not be able to provide all or parts of the services you have requested from us.
Who do we share your personal information with?
We may disclose your personal information to the following third parties for the purpose described here:
We will need to share your data with a) finance companies which may be via a motor dealership to obtain finance approval for the funding of a vehicle b) vehicle suppliers in order that we may order a vehicle for you, register the vehicle, arrange delivery to you and for servicing and warranty purposes c) suppliers who provide additional services or products such as insurance and maintenance and d) vehicle manufacturer funders and their main dealers who will apply to them for finance on your behalf
We may sometimes contract with third parties to supply products and services to you on our behalf. These may include payment processing, delivery of goods, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law
In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal obligations, a court order, or a governmental authority
We may compile statistics about the use of our website including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law
We may sometimes use third party data processors that are located outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). Where we transfer any personal data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR
We do not sell personal information to third parties, and we only allow third parties to send you marketing information where we have your consent to do so.
What countries will your personal information be sent to?
Your personal information may be sent to and stored by us and third parties in countries outside the country in which you are located and outside the European Economic Area and the UK. This may also be the case for your vehicle finance provider and/or ancillary service provider. You will need to check with them if you have a concern.
Where your personal information is transferred outside the European Economic Area or the UK because we are using a service provider in a third country, we will implement safeguards so that your personal information continues to be protected to the standards set out in this privacy policy. If your data is sent to other countries, you may have fewer rights under their local laws.
What happens if our business changes hands?
We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by us.
In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will not, however, be given the choice to have your data deleted or withheld from the new owner or controller.
Requesting a copy of your personal information (Subject Access Request)
Under the UK Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679, you may request a copy of any personal data about you held by us. There is no fee for this request.
The request must be in writing and must contain the following:
Your name and postal address
Details of your request
Any details which may help us locate the information, which is the subject of your request, for example:
The name of the finance company, agreement number, vehicle registration number, telephone recording details (identifier number, the number you call from, the number and option you dialed, the date and time of your call)
You must also provide:
A photocopy of your passport or driving licence, so that we can verify your identity
A recent proof of address
Your signature and the date of the request
If you are applying on behalf of another person, then signed authority from the individual is required
Please send your request to:
The Data Protection Officer
FleetEV Limited
The Maltings
East Tyndall Street
Cardiff
CF24 5EA
What are your legal rights in relation to the personal information we hold about you?
Under data protection laws in the European Union and the UK, you have certain rights in relation to your personal information. Responses to exercise your rights will be provided within one month and generally, there is no fee for making these requests. If your request is particularly complicated, we may extend the deadline for responding to three months, but we will let you know if this is the case.
We will handle all requests in accordance with applicable law. However, depending on the right you wish to exercise, and the nature of the personal information involved, there may be legal reasons why we cannot grant your request. Further explanation of those rights and the exceptions to them are set out below. Details of how to exercise your rights are set out in the section below 'How can you exercise your legal rights and change how we use your data?'
Your rights include the following:
You may request us to stop sending you marketing. To see how to change your permission to market please refer to 'How can you change what marketing communications you receive and how you receive them?'. If you do so we will no longer be able to send you marketing communications. However, if you subsequently arrange the finance of a vehicle or ancillary products through us, we will need to send you communications about these. These communications will help you get the most from the services we provide and may also contain options and other details about the services you will or may wish to be using
You may request us to stop using your personal information where we are doing so under legitimate interests (see the section 'What is our legal basis for using your personal information' for examples of when that applies) unless it is needed for dealing with legal claims or we have other compelling legitimate reasons that override your rights
You may request us to stop processing your personal information for marketing purposes including analytics for the purposes of targeted marketing, including online advertising.
You may access the personal information we hold on you. There are some limited exceptions to this right, such as information relating to others who have not consented to the disclosure of their information and information which is legally privileged. Please see 'Accessing your personal information' for more details
You may ask us to correct your personal information (the 'right of rectification') if that information is inaccurate. How to do this see the section on 'How can you change what marketing communications you receive and how you receive them?'
You may ask for personal information which identifies you to be erased (or forgotten)
To do this we will remove the information that identifies you from the data we hold in our active systems ('anonymise'). However, a separate and restricted copy of the identifying information will be kept for 6 years after the end of the contract to meet the obligations we have to law enforcement, national authorities, and legal proceedings.
Considerations:
We may need to retain certain elements that relate to a contract arranged on your behalf or with you because we need it for our own legal and auditing purposes (for more information on the basis on which we process your personal information see the section 'What is our legal basis for using your personal information?')
A record of your request including the personal information you supplied will be retained in the application used to carry this out for 3 years
In some circumstances, it may mean we will not be able to provide all or parts of the services you have requested from us in relation to previous agreements or retain any preferences you have previously shared with us
We cannot erase your personal information if you have online access to our online customer system as we require this information to deliver our contract with you. If you wish to proceed you will need to advise us that you no longer require access
We cannot erase your personal information if you have a contract with us. For legal reasons, we need to keep information linked to these. You may come back to us once this time has passed and submit a request
We cannot erase your personal information if we have identified that you either have an open complaint with us or we hold a previous case for you within the past 6 years. We are required to retain this information in case there is a need to re-open the complaint.
How can you exercise your legal rights and change how we use your data?
If you wish to change how we use your personal information, please contact us by writing to us at the following address:
The Data Protection Officer
FleetEV Limited
The Maltings
East Tyndall Street
Cardiff
CF24 5EA
We will require some information to identify you, either a copy of your passport or driving licence and a recent proof of address which will only be used to process your request. We will verify your identity before processing your request.
Accessing your personal information
If you wish to receive a copy of your information, you can make your request in writing and include the following information with your request:
Your name and postal address
Details of your request
A photocopy of your passport or driving licence, so that we can verify your identity
A recent proof of address
Your signature and the date of the request
If you are applying on behalf of another person then signed authority from the individual is required
Any details which may help us locate the information, which is the subject of your request, for example:
The name of the finance company
Agreement number
Vehicle registration number
Telephone recording details (identifier number, the number you call from, the number and option you dialed, the date and time of your call)
How will we inform you of changes to this Privacy Policy?
If we change this Privacy Policy, we will let you know about the changes by respecting your privacy and will continue to do so in any future changes we make to this Privacy Policy.
This Privacy Policy applies to all information we process about you in connection with your relationship with us as a customer or potential customer.Please write to the Data Protection Officer if you would like to find out more about any matters to do with this Privacy Policy.
How to get in touch with us and your right to complain to our supervisory authority?
We work hard to handle your information responsibly. If you are unhappy about the way we do this, or if you have any questions about this policy, please contact the Data Protection Officer. Our Data Protection Officer may be contacted by
Phone: 03330 169 630
Email: sales@fleetev.com
Post: FleetEV Limited, The Maltings, East Tyndall Street, Cardiff CF24 5EA
We hope that we will be able to resolve any concerns you may have.
However, you have a right to complain to the UK's Supervisory Authority for data protection, the Information Commissioner at:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
