Auxillis Privacy Notice

Introduction and Contact Information

The privacy and security of your personal information is important to us and we are committed to protecting it. You and any person you request to be authorised to drive a hire vehicle should read this notice carefully because it explains how we collect and process personal data about you and why we are using your data. This privacy notice also sets out your privacy rights and how the data protection law protects you. By providing us with information about another person you are confirming you have the legal right to provide their information to us and that they understand how their information will be used.

Who we are and contact details

Depending on which services you use either Auxillis Limited or Auxillis Services Limited will be the organisation which has control of your data (the data controller - which means that we are responsible for deciding how we hold and use personal information about you). If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact Auxillis’s customer services team at Redmond House, Fern Court, Bracken Hill Business Park, Peterlee, County Durham, SR8 2RR or by telephone on 0344 571 9280 or by email at info@Auxillis.com and we will respond to you directly.

You will find more details about how we collect and use your personal information on our website terms of use and letters or documents we send to you. You will also find information on our client portals if relevant to the services you use. If you can’t find the information you would like, please contact us.

We encourage you to contact us through primary communication channels such as by telephone or email, as opposed to contacting us through social media channels.

Changes to our privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, this includes, but is not limited to any change of name, address or contact details.

This privacy notice applies to:

• Visitors to our websites and use of cookies
• Information we obtain about you
• How we use your information
• The legal basis for processing your personal information
• Sharing your information
• Where we store your personal information
• International data transfers
• Your legal rights
• Complaints
• Changes to this policy statement

Visitors to Our Websites and Use of Cookies

Our website uses cookies. Most of the cookies we use are ‘Strictly Necessary or ‘Functional’, ie they are needed to ensure the site works for you. We use cookies to enhance your online experience and analyse use of our website and portal. We also use Google Analytics, to collect details of visitor behaviour patterns on the website and our customer portal (you can find more information on Google Analytics hereThis information is collected only if visitors opt in to the use of performance cookies. You can set your browser to refuse browser cookies (other than those which are strictly necessary), or to alert you when websites set or access cookies. You can read more about how we use cookies and how you can manage your cookie settings for our site on our Cookies page

Information About You

Personal data, or personal information, means any information about a living individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). You will give us most of the information we will hold about you; this is generally done when you communicate with us and is likely to include your name, address, e-mail address, telephone numbers, financial and credit card information and, where relevant, information about any incident in which you may have been involved, including any injuries suffered, other parties involved and further information relevant to the products and services we offer. There may be occasions where we need to collect and process certain types of data, including special category data such as health, for the purpose of offering an enhanced level of support to customers who need it most.

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your personal data by filling in forms or by corresponding with us by post, phone, email, social media, via our website, customer portal or otherwise. This includes personal data you provide when you:
  • use our products or services;
  • make an enquiry via our website;
  • request marketing to be sent to you;
  • give us feedback or contact us.
• Use of our website, including live webchat services.
• Automated technologies or interactions.
• We record telephone calls for training and monitoring purposes.

Sometimes information about you will come from other organisations such as your motor insurer, insurance broker, vehicle dealer or repairer or someone else who provides you with goods or services and who thinks we have services or products that might be of interest to you. These businesses will be data controllers themselves and we encourage you to read their privacy notices for information about how they deal with information about you. We also work closely with other third parties (including, for example sub-contractors in technical, software and technology services providers, payment and delivery services, search information providers and credit reference agencies) and we may receive information about you from them. We routinely make checks against the Government’s financial sanctions targets list.

Our hire vehicles are fitted with trackers. We use the vehicles’ location data to protect our vehicles against theft and on occasion to notify us when the hire has ended (i.e. when it is back with the garage that repaired your vehicle). We do not use this information to predict or analyse your behaviour but we will be notified if the vehicle exceeds speed limits or enters a high risk area such as a UK port or Eurotunnel area. This data may be used in connection with the defence or prosecution of legal rights and may be supplied to the police in the event of there being a collision, or suspicion that an offence may have been committed involving the vehicle.

We hold information about you for seven years after the conclusion of all services or, if longer, the conclusion of any other dealings with you and in line with our retention policy. Your information will be held securely.

Pre-Employment Data

During the recruitment process we may collect information directly from you, from other organisations and/or from publically available information, including media profiles. If necessary, we will share your information in order only to assess your application, equality monitoring and to meet legal or policy requirements for pre-employment checks. This may include checking your identity, work and education activity, criminal record and credit history. Your information will be securely stored. Unsuccessful applicant details may be held for 12 months and then destroyed.

Auxillis Job Alerts

To activate our job alert service we will ask you to provide your email address. We will use this to send alerts to you, and retain it until you advise us you no longer require the service. You may deactivate this service at any time by using this link, or the link in the alerts you receive.

How We Use Your Information

Our Services and Products

We use your information to deal with enquiries you make about our services or products, to provide services or products to you and to notify you about changes to our services. Some of those services are not provided directly by us - there is more information about this in the section about sharing your information.

If we have asked for your consent to use your data you may withdraw that consent at any time by contacting Auxillis’s customer services team on 0344 571 9280 or by email atinfo@Auxillis.com.

We will seek feedback about your experience to analyse and improve our services and products, to analyse statistics, for market research, and to protect our assets.

Marketing

We will provide you with information about our products and services that you have used or asked about and our related products and services.

We may provide information about you to selected third parties that offer goods or services we think may interest you, but only if you first agree that we may do so.

If you are not an existing customer we will only contact you if you have first agreed we may do so.

You can ask us to stop sending you marketing messages at any time by following the opt out links on any marketing message sent to you or by contacting us at any time.

We use a third-party provider to deliver some marketing communications by email.

The legal basis for processing your personal information

We will only use your personal information when the law allows us to, or where you have provided specific consent. Most commonly we use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into, or have entered into, with you.
• Where we need to comply with a legal obligation, including sharing information with regulators and detecting and reporting financial crime and fraud.
• Where you have given us consent to process your personal information.
• Where it is necessary for our legitimate interests. Where we rely on legitimate interests, we will carry out a balancing test to ensure our interests and/or those of a third party does not override your rights and freedoms as an individual. We usually rely on legitimate interest for:
  • Improving our services, quality assurance, training and security;
  • Managing our relationships with our partners, including completing audits.

We process your special category data (which is more sensitive, such as your health or sexual orientation data) in the following circumstances:

• Where you have given us your specific consent.
• The processing is necessary for the establishment, exercise or defence of legal claims.
• The processing is necessary for reasons of substantial public interest.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law or in connection with a court order. If you give us false or inaccurate information and/or we suspect fraud, we may pass details to fraud prevention agencies. Law enforcement agencies may access and use this information to detect and prevent fraud.

Sharing Your Information

Where necessary we may share your information with other organisations and we want to make it clear to you when this will happen. To provide our overall service we need to use the services of, and supply information about you to, various suppliers who will have their own obligations to tell you how they collect and use your personal data. We may share your personal information with any of our group of companies; this means the company that owns us and any companies they own or control, this may be to provide services to you.

As we offer products and services to you that we may not provide ourselves, we share your information with other approved suppliers; sometimes these organisations will supply their services directly to you (typically repairers, motor engineers and the underwriters of insurance products we market), on other occasions they will be our sub-contractors such as vehicle suppliers or external IT infrastructure businesses.

Where you receive services we will share some of your information with other parties such as vehicle hire providers, the repairer and your own and other driver’s insurance company. We may also pass your details to solicitors if they need to become involved to recover hire or repair charges, our business partners which will include organisations that put you in touch with us and who are themselves data controllers and organisations that process your information on our behalf and under our direction. Where we share your information with other data controllers it is to honour the obligations we have to you or because they or we have some other good reason to do so such as the provision of management information about how we have supplied services to you or to deal with complaints.

We may share your information with other third parties providing interactive features on our website or customer portal such as web chat services in order to enable you to make and follow up on enquiries and enable us to improve these services.

We may share information with ZIGUP plc, a group company which provides a range of group operational support services to us, including HR, IT, legal, finance and taxation, risk and compliance advice and assistance.

Other Occasions When We May Share Your Personal Information

If anyone buys us or any of our group companies that hold your personal information then personal information about you will be transferred to the buyer. This will also be the case if instead of buying the relevant group company the buyer simply buys all or most of the business assets. We will ensure the information is protected by confidentiality agreements.

There may be occasions when we must share information (including with regulators) about you so that we comply with a legal obligation, to enforce or apply our website terms of use, other agreements or to protect the rights, property, or safety of ourselves or our customers or someone else. We will also exchange information with other companies and organisations for the purposes of fraud protection, crime prevention or detection or where we have a duty or are permitted to disclose your personal information by law (for example if we receive a valid request from an official organisation (including but not limited to HMRC, a police force, council or local authority) in the interests of preventing or detecting crime. We may also share information with the British Vehicle Rental and Leasing Association (BVRLA), which can share your personal information with its members to prevent crime and protect their assets, as allowed under the data protection legislation.

Unless we are required to disclose your personal information by law, we will not share your personal data without safeguards being in place. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We have contracts in place with our third-party data processors which means they are unable to do anything with your personal information unless we have instructed them to do it.

Where We Store Your Personal Information

All information you provide to us is stored securely. Where we have given you, or where you have chosen a password which enables you to access certain parts of our systems, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to protect it from unauthorised access.

International Data Transfers

We do not generally process personal information outside of the United Kingdom but certain third-party service providers may transfer and process personal data outside the UK. To protect your personal information and comply with data protection law, we ensure any transfers are subject to data safeguards in compliance with data protection law.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. The rights available to you depend on our reason for processing your personal data.

You have the right to:

• Request accessto your personal data (commonly known as a "data subject access request" or “subject access request”). This enables you to receive a copy of the personal data we hold about you. You can always rely on this right, but there are some exemptions, which means you might not always receive all the information we process.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain circumstances.
• Request the transferof your personal data to you or to a third party. This only applies to information you have given us.

If you wish to exercise any of the rights set out above, please contact us at info@Auxillis.com or via the postal address above.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Data Protection Complaints

If you are unhappy with the way we have handled your personal data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues using the following contact details: https://ico.org.uk/make-a-complaint/ or Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or telephone: 0303 123 1113.

We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance at info@auxillis.com or via the postal address above.

Links to other sites

This privacy notice does not cover the links within this site linking to other websites. These websites have their own privacy statements and we encourage you to read the privacy statements on the other websites you visit. The responsibility for the operation and content of these other websites rests solely with the company controlling the third-party website and will be governed by separate terms and conditions. We do not accept any responsibility or liability for the contents of any linked websites.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.