Privacy & Cookie Policy

This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

1. Important information and who we are

BP Rolls Ltd is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

It applies to customers and suppliers.

BP Rolls Ltd is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to all customers and suppliers. This notice does not form part of any contract of employment or other contracts to provide services. We may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we are using such information.

Who we are

This Privacy Notice is issued on behalf of BP Rolls Ltd, which consists of a number of different business divisions:

  • BP Rolls Accident Repair
  • BP Rolls Signs & Graphics
  • BP Rolls Commercial Vehicle Repair
  • BP Rolls Automotive
  • BP Rolls Newport

When we mention “BP Rolls, “we, “us” or “our in this Privacy Notice, we are referring to the relevant company within the Group.

We have appointed a Data Privacy Officer who is responsible for overseeing questions in relation to this Privacy Notice. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact the Data Privacy Officer, Gareth Price using the details set out below.

Contact Details

  • Company name: BP Rolls Ltd
  • Email address: gareth.price@bprolls.co.uk
  • Postal address: Hopkinson Way, West Portway Industrial Estate, Andover, Hampshire, SP10 3LF
  • Telephone number: 01264 361516
  • Website: www.bprolls.co.uk

If you are unhappy with the way we use your data, please contact us in the first instance so that we may have the opportunity to remedy your complaint (see complaints policy). If you are still not satisfied then you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, car registration number and gender.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.

We do not collect any ‘Special Categories of Personal Data’ about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

    3. How is your personal data collected

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

    Direct: You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • contact us directly through our website;
    • apply for our products or services;
    • when you interact with us on social media;
    • when you request a free quote;
    • when you apply for a job vacancy.

    Automated technologies or interactions: As you interact with BP Rolls Ltd. on our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy on our website for further details.

    Third parties or publicly available: We may receive personal data about you from various third parties and public sources as set out below:

    • Technical Data from the following parties:
      • analytics providers [such as Google];
      • advertising networks; and
      • search information providers;

    • Identity and contact data from Insurance Providers, Brokers and Fleet Operators.
    • Identity and contact data from Driver & Vehicle Licensing Agency (“DVLA”) or any equivalent or replacement government authority;
    • Contact, financial and transaction data from providers of technical, payment and delivery services.

    If you fail to provide personal information

    If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing a benefit or service) [or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

    4. How we use your personal data

    We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

    • Where we need to perform the contract we have entered into with you.
    • Where we need to comply with a legal obligation.
    • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

    We may also use your personal information in the following situations, which are likely to be rare:

    • Where we need to protect your interests (or someone else’s interests).
    • Where it is needed in the public interest [or for official purposes].

    BP Rolls Ltd uses the information collected from you to perform the contract we have entered into with you to provide you with the benefits of being a BP Rolls Ltd customer. BP Rolls Ltd also acts on behalf of its clients in the capacity of data processor. When working exclusively as a data processor, BP Rolls Ltd will be acting on the instruction of its client and will work hard to ensure that the client is fully GDPR compliant.

    Legitimate interests pursued by BP Rolls Ltd and/or its clients

    To promote the marketing and consulting services offered by BP Rolls Ltd and/or to market the services and/or products offered by BP Rolls Ltd existing clients.

    Through agreeing to this privacy notice you are consenting to BP Rolls Ltd processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing Gareth.price@bprolls.co.uk or writing to us, see last section for full contact details.

    BP Rolls Ltd may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. BP Rolls Ltd requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.

    Consent

    We do not need your consent to process your personal data in order to perform our contractual obligations to you. In limited circumstances, we may approach you for your written consent to allow us to process certain data or particularly sensitive data. If we do so, we will provide you with full details of the information that we would like it and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

    Legal basis for processing any personal data

    The legal basis for processing your personal data is to meet BP Rolls Ltd’s contractual obligations to its customers.

    Marketing Communications

    From time to time you may receive printed marketing communications from us if you have requested information from us or purchased goods or services from us under the legitimate interests of our business, providing that you have not opted out of receiving such materials.

    To ensure compliance with data protection legislation and PECR (Privacy and Electronic Communications Regulations you will only receive electronic or email marketing communications from us if you have given your explicit consent to be added to our email marketing database.

    Email Marketing Database

    Our email marketing database is hosted with Mailchimp.com and is fully GDPR compliant. We have signed their Data Processing Agreement and operate a ‘double opt-in’ system which includes an extra confirmation step to verify your email address and provides evidence of your consent to receive marketing communications from us. We invite customers to update their Mailchimp.com profile so that we are aware of their email preferences.

    Opting out

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

    Change of purpose

    We will only use your personal information 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. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

    Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

    Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. BP Rolls Ltd will use such information to identify its visitors. BP Rolls Ltd may also collect statistics about the behavior of visitors to its website.

    BP Rolls Ltd’s website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Our website uses cookies to help BP Rolls Ltd identify and track visitors and their website access preferences. BP Rolls Ltd website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before visiting BP Rolls Ltd’s website. For more information on the cookies we use, please see our cookie policy.

    Any information BP Rolls Ltd holds about you and your business encompasses all the details we hold about you and any transactions including any third-party information we have obtained about you from public sources and our own suppliers such as credit processing agencies, or references provided by you in the course of your application.

    BP Rolls Ltd will only collect the information needed so that it can provide you with Updates.

    5. Disclosures of your personal data

    We may have to share your data with third parties, including third-party service providers and other entities in the group.

    We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

    Why might you share my personal information with third parties?

    We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

    Which third-party service providers process my personal information?

    “Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers:

    • Service providers acting as processors who provide IT and system administration services.
    • On occasion we may be required to provide car part suppliers with your vehicle registration number in order that the correct part is provided.
    • Survey providers who may contact you in respect of the service and customer experience we provided to you.
    • In respect of company cars, we may need to notify your employer in respect of any traffic fines or points received while driving our courtesy vehicles.
    • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
    • The DVLA, Police, HM Revenue & Customs, regulators and other authorities who require us to provide information in certain circumstances.

    Please note that the activities for which we use third-party service providers may change from time to time in order for us to meet the needs of the business.

    What about other third parties?

    We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

    International Transfers

    We may transfer your personal information outside the EU.

    If we do, you can expect a similar degree of protection in respect of your personal information.

    6. Data security

    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.

    How secure is my information with third-party service providers and other entities in our group?

    All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

    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.

    7. Data retention

    We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

    To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

    BP Rolls Ltd will process personal data during the duration of any contract and will usually continue to store only the personal data needed for two years after the contract has expired to meet any legal obligations. After two years any personal data not needed will be deleted.

    Data Storage: Data is held in United Kingdom using different (multiple) servers.

    8. Your legal rights

    Under certain circumstances, by law you have the right to:

    Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

    Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

    Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 information where you have exercised your right to object to processing (see below).

    Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

    Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

    Request the transfer of your personal information to another party.

    If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Gareth Price in writing by emailing gareth.pric@bprolls.co.uk.

    No fee usually required

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

    What we may need from you

    We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

    Time to respond

    We try to respond to all legitimate requests within one month. Occasionally it may 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.

    Right to withdraw consent

    In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Gareth Price in writing by emailing gareth.price@bprolls.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

    We are here to help...

    If you require the services of any of the BP Rolls Group business divisions, please get in touch and we will be happy to discuss your needs.