John Banks Group 2018 Website Privacy Policy 

 BACKGROUND:

 John Banks Group understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who visits this website, www.johnbanks.co.uk ("Our Site") and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.

 Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

 Definitions and Interpretation

In this Policy, the following terms shall have the following meanings: 

2. Information About Us

   • Our Site is owned by John Banks Limited but is operated and hosted by Bluesky Interactive. https://www.blueskyinteractive.co.uk/
   • Our VAT number is 740 9181 35
   • Our Data Protection Officer is Olivia Tombs and can be contacted by email at datasecurity@johnbanksgroup.com, by telephone on 01284 752382, or by post at John Banks Group, Head Office, Kempson Way, Moreton Hall, Bury ST Edmunds, Suffolk, IP32 7AR
   • We are regulated by the Financial Conduct Authority under reference number 308667
   • We are a member of The Motor Industry Codes of Practice for Vehicle Sales, Service and Repair and Specialist Automotive Finance for our sales staff

3. What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site. Our Site 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.

4. Your Rights

   • As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
     • The right to be informed about Our collection and use of personal data;
     • The right of access to the personal data We hold about you (see section 12);
     • The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
     • The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);
     • The right to restrict (i.e. prevent) the processing of your personal data;
     • The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
     • The right to object to Us using your personal data for particular purposes; and
     • Rights with respect to automated decision making and profiling.
   • If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
   • For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.]

5. What Data Do We Collect?

Depending upon your use of Our Site, We may collect some or all of the following personal and non-personal data (please also see section 13 on Our use of Cookies and similar technologies and Our Cookie Policy https://www.johnbanks.co.uk/cookie-policy.aspx

• name;
• date of birth;
• gender;
• business/company name
• job title;
• profession;
• contact information such as email addresses and telephone numbers;
• demographic information such as post code, preferences, and interests;
• financial information such as credit / debit card numbers;
• IP address;
• web browser type and version;
• operating system;

a list of URLs starting with a referring site, your activity on Our Site, and the site you exit to;

6. How Do We Use Your Data?

   • All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 7, below.
   • Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:
     • Providing and managing your Account;
     • Providing and managing your access to Our Site;
     • Personalising and tailoring your experience on Our Site;
     • Supplying Our services, goods and products to you (please note that We require your personal data in order to enter into a contract with you);
     • Personalising and tailoring Our products and services for you in relation to your vehicle or the management thereof;
     • Replying to emails from you;
     • Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by contacting datasecurity@johnbanksgroup.com
     • Market research;
     • Analysing your use of Our Site and gathering feedback to enable Us to continually improve Our Site and your user experience;

• With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news and offers on Our products and services. We will not, however, send you any 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 GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
• Third parties (including Honda Cars, Honda Motorcycles, Suzuki Cars, Renault, Dacia, Codeweavers Finance, Call It Automotive, Mediahawk, Honda Finance, Santander Finance, Alphera Finance, Suzuki Financial Services, Renault Finance, The Motor Omnbudsman, SAF, FCA, whose content appears on Our Site may use third party Cookies, as detailed below in section 13. Please refer to section 13 for more information on controlling Cookies. Please note that We do not control the activities of such third parties, nor the data they collect and use and advise you to check the privacy policies of any such third parties.
• You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.
• We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
  • Prospective Enquiries with no sale – no longer than 12 months
  • Prospective Enquiries with Sale of Goods or Vehicle – as long as we are aware that you still retain the vehicle or 12 months after the sale of the said product or vehicle in order to advise on renewal. We Experian check annually for full disconnection of data from sold vehicles and quarterly for movements of address.
  • Customers with service history – we will retain on our records for as long as you remain a customer or in line with finance documentation for review advice and renewal

7. How and Where Do We Store Your Data?

   • We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
   • Your data will only be stored in the UK.
     BUT
   • Some or all of your data that is linked to 3^rd parties may be stored outside of the European Economic Area ("the EEA") (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using Our Site and submitting information to Us. If We do store 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 GDPR including:
     • Encryption of our site
   • Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.

   • Steps We take to secure and protect your data include:

     • Storage via storage facility
     • Secure storage areas within the business
     • Revised log in to PC’s and all software is protected
     • Shredders for all handwritten documentation
     • Scan and Save Devices for all signed paperwork

8. Do We Share Your Data?

   • Subject to section 8.2, We may share your data with other companies in Our group and for the purpose of suppy of goods This includes Our franchise those being all the manufacturers we are Contracted to and Our holding company and its subsidiaries.
   • 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 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.
   • We may compile statistics about the use of Our Site 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.
   • The third party data processors used by Us and listed below are located in the United Kingdom although 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 GDPR including:

The following Companies are linked with our website and provide information as follows:

Bluesky Interactive – Secure Server Based Web hosting and website construction

Pinewood Technologies – Pinnacle DMS – Feed for Used and New Car Stock

Mediahawk – Call Monitoring and logging

Call It Automotive – Live Chat

Interactive Marketing – Links with our website on providing information to customers on the telephone in relation to service maintenance schedules and calls to customers

DP Publicity – Marketing visuals

Renault UK 

Honda UK – Visuals of vehicles and marketing information

Suzuki UK – Visuals of Vehicles and marketing information

Dacia UK – Visuals of vehicles and marketing information

CAP – HPI – Valuations and Experian for vehicle look ups.

 Blue Sky Interactive

• • Interactive Marketing – GDPR compliant and checked
  • Call It Automotive – GDPR Compliant and checked
  • Codeweavers Finance Solutions – GDPR Compliant and checked
  • All Manufacturers – GDPR Compliant
  • People HR – GDPR Compliant
  • DP Publicity – Marketing Agency
• 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 requirements, a court order, or a governmental authority.

9. 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 not be contacted in advance and informed of the changes. [When contacted you will however, be given the choice to have your data deleted or withheld from the new owner or controller.

10. How Can You Control Your Data?

    • In addition to your rights under the GDPR, set out in section 4, when you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details and by managing your Account directly from the email confirmations sent out each time you visit).
    • You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service ("the TPS"), the Corporate Telephone Preference Service ("the CTPS"), and the Mailing Preference Service ("the MPS"). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

11. Your Right to Withhold Information

    • You may access Our Site 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.
    • You may restrict Our use of Cookies. For more information, see section 13 our Cookie Policy Cookie Policy

12. How Can You Access Your Data?

You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at datasecurity@johnbanksgroup.com or using the contact details below in section 14. Alternatively, please refer to Our Data Protection Policy on our website.

• https://www.johnbanks.co.uk/data-protection-policy.aspx

13. Contacting Us

If you have any questions about Our Site or this Privacy Policy, please contact Us by email at datasecurity@johnbanksgroup.com by telephone on 01284 752382, or by post at Kempson Way, Moreton Hall, Bury St Edmunds, Suffolk, IP32 7AR Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you and apply using the Subject Access Request Form(as under section 12, above).

14. Changes to Our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

What is PCI?

The Payment Card Industry Data Security Standard (PCI DSS) is a set of security standards designed to ensure that ALL companies that accept, process, store or transmit credit card information maintain a secure environment. You can find out more about PCI standards here.

By following these standards we trade as a healthy and trustworthy company.

Non Compliance

All employees have a role to play in enforcing the policy and are required to deal with any observed or reported breaches.

Should employees feel apprehensive about their own safety regarding addressing any breach, they should seek senior management support.

Failure to comply with this policy may lead to a lack of clarity over job role, learning needs or expected standards of performance, resulting in reduced effectiveness or efficiency, underperformance and putting service delivery at risk.

Any member of staff refusing to observe the policy will be liable to disciplinary action in accordance with the Company’s Disciplinary Policy up to and including dismissal.

Implementation of the Policy

Overall responsibility for policy implementation and review rests with the Company senior management. However, all employees are required to adhere to and support the implementation of the policy. The Company will inform all existing employees about this policy and their role in the implementation of the policy. They will also give all new employees notice of the policy on induction to the Company.

This policy will be implemented through the development and maintenance of procedures for appraisals and one-to-one meetings, using template forms, and guidance given to both managers and employees on the process.

This Policy was approved & authorised by: Melanie Banks-Browne, Chief Executive and Data Protection Officer - Olivia Tombs - March 2018 

 Email : privacy@johnbanks.co.uk