Privacy Notice - Furrows Group

Furrows Limited are dedicated to ensuring that all information stored about clients and individuals is kept as secure as possible at all times and stored in accordance to the General Data Protection Regulations 2018.

Our policy is to respect the privacy of clients / customers and individuals and to maintain compliance with the General Data Protection Regulations (GDPR).

We have obligations imposed on us by the General Data Protection Regulation (GDPR) to ensure that all information about individuals is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully. We must ensure that our policies are written in a clear, plain way that everyone will understand.

Our Privacy Promise

Transparency – We only share your data with trusted partners and will never sell your data.

Secure – We are committed to always follow industry best practices to ensure your data is stored safely and securely. We protect the confidentiality, accuracy and availability of the information we collect about you.

Control – We will always give you control over the marketing you receive from us. You can choose the types of messages you receive and whether you want to stop receiving marketing communications. Please contact us to change your preferences at any time.

Ford Fair Collection Notice - click here to view

What we do

Furrows Limited collects personal information about people who come into contact with us for various reasons. This includes visitors to our website, customers, enquirers and people who may be interested in working with us.

This Privacy Notice explains the types of personal information we hold and how that information is used. Please read this Notice carefully. By providing personal data to us in any way, you agree to our use of your personal data in accordance with this Privacy Notice.

The type of personal data we hold

The personal data which we collect from you will usually include basic contact details such as your name, address, date of birth, telephone number and e-mail address. On occasion, we may also collect other data from you depending on why you have contacted us. For example, you might want to book a test drive in which case, we may also take your driving licence and Passport details. If you buy a vehicle, we will also hold financial information about you which will include address and other information of relevance including bank details and account numbers. If you have work done in one of our Accident Repair Centres we will also hold information from your in relation to that repair or incident.

When taking payments by card or transfer we take details from you in relation to that transaction.

You may also contact us via Social Media and provide us with some information.

On occasion, we run competitions or promotions and when you wish to enter a competition or sign up for a promotion, we will also collect information provided by you. As well as your contact details, this may also include your car index number or other information as relevant.

By contacting us in your capacity as a representative of the company for which you work as opposed a customer or personal capacity, for example if you raise a trade enquiry, then we may take your job title and role.

If you contact us through our website by using the contact form, by telephone, email or write to us, the content of those communications may also include other personal data provided by you and we may also keep a copy of those details provided by you on our records.

If you send us information because you are interested in working for us then we would usually invite you to submit a CV. That information may therefore include details of your employment and education history, salary information and other detail relevant to a job application. We will use this information to assess your application but may also retain it on our records for future reference.

We also provide an online Car Finance Checker which allows you to undertake a credit check to give you an initial indication of your credit status. That facility is provided by one of our third-party service providers and will involve you submitting certain details such as your date of birth, number of dependents, marital status and driving licence information in order to use that facility.

On occasion we may collect information which includes sensitive personal data. This might relate to any health issue or disability if for example, you come for a job interview or wish to arrange a test drive so that we can make reasonable adjustments. We will also need that information if you are interested in the Motability scheme so that we can provide a service and vehicle to meet your requirements. That information is usually taken in our showroom by trained sales staff.

How we collect the information

We usually collect information when you contact us by e-mail, telephone or if you raise an enquiry with us through our website. You might also provide personal information to us when you visit one of our showrooms and if you contact us in any other way, such as by writing to us. You may also provide information to us via social media or text message.

Information you provide to us about other people

If you provide us with information about any other person, for example anyone who you might want to arrange a test drive for or collect a vehicle they have bought on your behalf, you must ensure that you have consent to pass that person’s details to us and for us to use those details in accordance with this Privacy Notice. You should also make sure that you bring this Privacy Notice to the attention of those people.

How we use personal data

When we collect personal information from you, it will be held in our internal database and used for the proper administration of our business including, where relevant, for the purposes of providing our products and services, dealing with invoicing arrangements and telling you about matters relevant to our products and services. We might also use your personal details to deal with any enquiries or complaints which you may raise or if you report any problems to us and to contact you and to deal with those issues as appropriate.

We may also, from time to time, use your personal information to send marketing information such as brochures, newsletters and details of offers to you but will only do so where you have agreed to receive such information or if we are sending you information about products or services similar to those which you may have bought from us before. We may in some cases, contact you about competitions we are launching.

We may from time to time, also make your details available to carefully selected third parties that we work with, for example our spare parts and accessories suppliers. We may also share your details within the Furrows Group of companies.

If at any time you wish to stop receiving marketing information from us then you can contact us at any time, using the contact details shown below. On any marketing we send you via email, there will be an option at the bottom of the email to opt out of this marketing and you can click on the link to unsubscribe from future marketing communications. If you have supplied us with any personal data to enter a competition we are running, we may make contact with you to administer any prizes.

Your details are also likely to be stored on our internal database and used for the purposes outlined above.

If you have supplied us with any sensitive personal data, such as data in relation to any disabilities you may have, we may pass this data on to our Motability specialist in our store closest to you. Our specialist will use this information to assess what products and services may be of interest to you. That information would usually be collected in store.

We may use your personal information in order to undertake credit/finance reference checks where appropriate. We will keep the details of such checks on our records and may also disclose those details to third parties for the purpose of ongoing risk assessment.

How long we keep your personal information for

We retain your information only as long as is necessary and only for the purpose for which we obtained them. We restrict access to your information to only those persons who need to use it for the relevant purpose.
Our retention periods are based on business needs and your information that is no longer needed is either irreversibly anonymised or destroyed securely.

Use for marketing

We retain your personal information for as long as is necessary, but only for the relevant purpose that we collected it for. For example, if you have obtained finance for the purchase of a vehicle through Finance, we will retain your personal data for the life of your finance product, so that towards the end of that period we can get in touch with you about your options at the end of the finance term.

Use to perform a contract

In relation to your information used to perform any contractual obligation with you we may retain that data whilst the contract remains in force plus six years to deal with any queries or claims thereafter.

Where claims are contemplated

In relation to any information where we reasonably believe it will be necessary to defend or prosecute or make a claim against you, us or a third party, we may retain that data for as long as that claim could be pursued.

Disclosure of data to other third parties

From time to time we might also appoint external third parties to help us with our business functions. Those third parties might include marketing consultants and companies who help us manage our website. We therefore, may make your data available to those entities if reasonable to do so as a part of our usual business practices. We will only provide the data that they need to perform their services.

Security and standards

We take the issue of data privacy seriously. We have measures in place which are aimed at helping to keep your data secure and we take reasonable steps to protect the confidentiality of the personal information supplied by you.

We use security software which helps to keep our electronic records secure although this cannot be guaranteed and also have procedures in place to help keep our paper records secure. We also only disclose your details to those individuals within our organisation who have a need to know them for proper performance of their duties. Please note however, that the transmission of information via the internet can never be guaranteed as entirely secure and therefore any transmission of data is at your own risk.

Site linking

From time to time, we provide links on our website to third party sites. We cannot be responsible for any use of your personal data which arises from you disclosing personal data to third parties. We suggest that you review the privacy policy Notices of those sites you visit.

Our rights

We may disclose personal information where required to do so by the law, to exercise our legal rights or defend ourselves against legal claims and may share information with law enforcement authorities to investigate or prevent illegal activities being committed over our network.

We may also monitor user and network traffic for site security purposes and may use any information, including personal data to prevent any unauthorised attempts to tamper with our website or cause damage to our property. We also reserve our rights to disclose your personal information either where you have given us explicit consent to do so or otherwise where we may do so in accordance with applicable data protection legislation.

Your rights

If you do not wish us to collect and use your personal data as set out in this Privacy Notice then you should not send any such information to us. By providing information to us, you will be taken to have given your consent to use of your personal information in accordance with this Privacy Policy.

You have a right to access the personal data we may hold about you. You may submit a request at any time and you are entitled to a description of the data being processed and may be entitled to receive a copy of it. Any such requests should be made in writing and should be addressed to the address below.

We also have an obligation to ensure that the information we hold about you is accurate and up to date. You have the right to ensure that any inaccuracies in your personal data are corrected or removed. From time to time, we may contact you to confirm that the personal data we hold about you is correct. To assist us in ensuring that the personal data which we hold about you is accurate, please notify us of any changes in your personal details. You can do so by contacting us using the details below:

Furrows Group Limited
Benbow Business Park, Shrewsbury, Shropshire
SY1 3EQ

Tel: 01743 454444

Email: data.protection@furrows.co.uk Our GDPR Officer is Neil Preece 01952 641433

You have the right to complain to the Information Commissioners Office helpline on 0303 123 1113 or https://ico.org.uk/

Changes to this Notice and enquiries

We reserve the right to amend this Privacy Notice or update it at any time. If you have any queries about this Privacy Notice or the way in which we use your personal data, please contact us on the details set out above.

Registration with the Information Commissioner

For the purposes of the General Data Protection Regulations 2018 Furrows Limited is a data controller. Furrows Limited is registered with the Information Commissioner’s Office.

Our website is powered by G Forces Web Management Limited (“GForces”), our third party web services provider. GForces is committed to ensuring that data is processed in accordance with applicable data privacy laws, and is kept secure. GForces is certified to the standard of ISO27001 (an international standard for information security). GForces uses Amazon Web Services, Inc. as its cloud platform provider. All data processed by GForces is stored on Amazon’s web servers in the EEA. GForces' wholly owned overseas subsidiaries sometimes need to access Personal Data in order to provide certain support and development services on behalf of GForces. Please see GForces’ privacy policy at https://www.gforces.co.uk/privacy-policy for more details on its overseas subsidiaries and the protections in place.

When someone visits our website, GForces collects standard internet log information (your IP address, browser, and type of device) and details of visitor behaviour patterns (where you joined our site from, the path you take through our site, the searches you conduct and where you leave). These are stored against unique ids (which are strings of numbers). GForces collects this information for the legitimate business purpose of monitoring the number of visitors to the various parts of the site, the general geographic location of visitors and engagement levels, which in turn enables it to make improvements to its websites and services, and provide business intelligence. This information is only processed in a way which does not identify anyone. It is kept indefinitely if you visit our website.

If you conduct a vehicle search on our website, GForces deposits a record of the search on your device. If you visit our website again, GForces accesses that record and offers you the option to replicate your previous search to save you time repeating it. It also uses that record to present recommended alternatives to the vehicles you previously viewed. In order to do this, GForces sends details of your previously viewed vehicles (without any personal information) to Amazon Web Services, which produces the recommendations using machine learning. If you don’t want search records to remain on your device, you can clear local storage in your browser. To find out how to manage website data (Local Storage) on popular browsers, see the links below. For information relating to other browsers, visit the browser developer's website.

• Google Chrome - https://support.google.com/chrome/answer/2392709

• Microsoft Edge - https://support.microsoft.com/en-gb/help/4468242/microsoft-edge-browsing-data-and-privacy

• Mozilla Firefox - https://support.mozilla.org/en-US/kb/storage

• Microsoft Internet Explorer - https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies

• Apple Safari - https://support.apple.com/en-gb/guide/safari/sfri11471/mac