Privacy Policy | Vulcan Motors LTD

1. Who We Are

This Privacy Policy applies to:

Vulcan Motors LTD
Vulcan Motors Holdings LTD
Torque Monsta Automotive LLP

(collectively referred to as “we”, “us”, or “our”).

We are responsible for your personal data and act as the data controller under UK data protection law.

Contact Details:
Managing Director: Ben Rounds
Workshop Director: Gary Parker
Finance Director: Gary Rounds
Address: Units 7A/7B, Vulcan Way, Sandhurst, Berkshire, GU47 9DB
Phone: 01252 870818
Email: reception@vulcan-motors.co.uk

2. The Information We Collect

We may collect and process the following categories of personal data:

Personal identifiers and contact details (e.g. name, address, telephone number, email address)
Vehicle information (e.g. registration number, VIN, service history)
Booking and service information (e.g. appointments, work carried out, communications)

We do not knowingly collect sensitive personal data unless required for a specific and lawful purpose.

3. How We Collect Your Data

We collect personal data:

Directly from you (e.g. when booking a service, contacting us, or visiting our premises)
From communications with you (phone, email, in person)
From your vehicle when necessary for diagnostic or servicing purposes

4. How We Use Your Personal Data

We use your personal data to:

Book and manage vehicle services and repairs
Communicate with you about your vehicle, bookings, and work in progress
Send reminders for MOTs, servicing, and upcoming bookings
Maintain internal records of work carried out
Comply with legal and regulatory obligations

5. Lawful Bases for Processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases:

Contract – to provide services you have requested
Legal obligation – to comply with legal requirements
Legitimate interests – to operate and improve our business, including customer communication and service reminders
Consent – where required (e.g. for marketing or non-essential cookies). You may withdraw consent at any time

6. Sharing Your Information

We do not sell your personal data.

We may share your data with:

Regulatory bodies or authorities where required by law
Service providers necessary to run our business (e.g. booking systems, IT providers, website hosts), under strict confidentiality

All third parties are required to process your data securely and in accordance with UK data protection law.

7. How We Store Your Data

Your data is stored securely using appropriate technical and organisational measures.

We retain personal and vehicle information only for as long as necessary, including:

To fulfil the purposes we collected it for
To comply with legal, accounting, or reporting requirements
To maintain service history records

Where data is no longer required, it will be securely deleted or anonymised.

8. Cookies and Website Tracking

Our website may use cookies and similar technologies to improve user experience and understand how our website is used.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website.

Types of Cookies We Use

Essential cookies – required for the website to function properly
Analytics cookies – help us understand how visitors use our website (e.g. page visits, traffic sources)
Functionality cookies – remember your preferences

How We Use Cookies

We use cookies to:

Ensure the website functions correctly
Improve website performance and usability
Analyse website traffic and usage patterns

Consent

Where required, we will ask for your consent before placing non-essential cookies on your device. You can:

Accept or reject cookies via our website banner
Change your preferences at any time

Managing Cookies

You can also control cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.

9. Your Data Protection Rights

Under UK data protection law, you have the right to:

Access – request copies of your personal data
Rectification – request correction of inaccurate or incomplete data
Erasure – request deletion of your data in certain circumstances
Restriction – request limitation of processing
Object – object to processing based on legitimate interests
Data portability – request transfer of your data

You are not required to pay any charge for exercising your rights. We will respond within one month.

To exercise your rights, contact:
reception@vulcan-motors.co.uk

10. How to Complain

If you have concerns about our use of your personal data, please contact us:

Email: reception@vulcan-motors.co.uk
Phone: 01252 870818

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk

11. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website or upon request.

VULCAN MOTORS LTD & Torque Monsta Automotive LTD