Thank you for choosing Fleet Maine Garage. This policy explains what personal information we collect when you visit our website, book an appointment, contact us or bring your car to the garage; how we use it; and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018). By using our services you acknowledge the practices described here.
1. Who we are
Fleet Maine Garage Limited (“Fleet Maine Garage”, “we”, “us”) is the data controller for your personal information. We are registered in England & Wales, company no. 15471314, and trade from the rear of 3 Middlecotes, Tile Hill, Coventry CV4 9AX. We are a DVSA-authorised MOT test station (no. 55484).
For anything about your data, email admin@fleetmainegarage.com or call 02476 473187.
2. Information we collect
We collect only what we need to look after you and your car:
- Contact details: your name, email address and phone number.
- Vehicle details: your registration number, and the make, model, colour, year, fuel type and MOT due date we look up from it or that you give us.
- Booking details: the service you choose, your appointment date and time, and any notes you add.
- Messages: anything you send through our contact form, by email or by phone.
- Work and MOT records: details of inspections, repairs, MOT results and advisories for your vehicle, including mileage.
- Billing and payment details: invoices and payment records when you pay us at the garage. We do not take payments through this website.
- Technical information: your IP address and basic browser details, which our server uses briefly to protect the website from abuse (for example, limiting repeated form submissions).
- Cookies: see section 9. We do not use advertising or analytics cookies.
3. How we use it, and why
| What we do | Lawful basis |
|---|---|
| Arrange, confirm, move or cancel your booking, and send you emails about it | Contract: steps you ask us to take before and while we work on your car |
| Look up your vehicle from its registration so you don’t have to type it in | Contract, and our legitimate interest in accurate bookings |
| Carry out MOTs, servicing and repairs, and call you about extra work before we do it | Contract |
| Record MOT results with the DVSA | Legal obligation |
| Invoice you, take payment and keep accounting records | Contract and legal obligation (HMRC record-keeping) |
| Reply to your enquiries | Legitimate interests: answering questions you send us |
| Keep the website secure and prevent spam or fraud | Legitimate interests |
| Deal with complaints, warranty claims or legal disputes | Legitimate interests and legal obligation |
We will never sell your information, and we won’t send you marketing unless you have opted in. You can opt out at any time.
4. Who we share it with
We share information only where needed, with:
- The DVSA, which receives MOT test results as the law requires.
- Vehicle data services: the DVSA MOT History service and/or DVLA Vehicle Enquiry Service. We send them only your registration number.
- Our email provider, which delivers booking confirmations and enquiry emails on our behalf.
- Our website hosting provider, which stores the booking system securely.
- Google, when you view the map on our website or our Google reviews section, which load content from Google’s servers.
- Parts suppliers or specialists, where they need vehicle details to supply parts or carry out specialist work on your car.
- Our accountant, insurers and professional advisers, where needed to run the business.
- The police, HMRC or other authorities, when the law requires it or to protect our legal rights.
Our service providers act only on our instructions and must keep your information secure.
5. International transfers
Some of our providers, such as our email provider and Google, may process information outside the UK. Where they do, we rely on UK adequacy regulations or approved safeguards such as the International Data Transfer Agreement, so your information gets the same level of protection.
6. How long we keep it
- Bookings, invoices, work and MOT records: six years after your last visit, for accounting, warranty and legal purposes.
- Contact form messages and emails: up to two years, unless they become part of a booking or a complaint.
- Security information (IP addresses): held in memory briefly, and not stored in our booking records.
After that, we securely delete or anonymise it.
7. Keeping it safe
Our website uses encrypted (HTTPS) connections. Booking records are kept in a password-protected system that only our staff can access, and we take sensible steps to protect information at the garage. No method of transmission over the internet or electronic storage is completely secure, but we work hard to protect your information and will tell you and the ICO if a breach is likely to put you at risk.
8. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong or incomplete;
- ask us to delete your information, where we don’t need to keep it for legal reasons;
- ask us to limit how we use it, or object to us using it;
- ask us to transfer information you gave us to another organisation; and
- withdraw consent at any time, where we rely on it.
To use any of these rights, email admin@fleetmainegarage.com. It’s free, and we’ll reply within one month. If you’re unhappy with how we’ve handled your information, please talk to us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
9. Cookies
Our website does not use tracking, analytics or advertising cookies. The only cookie we set is an essential login cookie for our staff area, which customers never receive. The embedded Google map and the reviewer photos in our Google reviews section load from Google, which may set its own cookies under Google’s privacy policy.
10. Changes to this policy
We may update this policy from time to time, for example if we change how we take bookings. The latest version will always be on this page, with the date it was last updated. This version replaces our previous policy dated 20 June 2023.
11. Contact us
If you have any questions or concerns about this policy or how we handle your information, get in touch:
- Email: admin@fleetmainegarage.com
- Phone: 02476 473187
- Post: Fleet Maine Garage Limited, Rear of 3 Middlecotes, Tile Hill, Coventry CV4 9AX