Privacy Statement (UK)

This privacy statement was last updated on May 31, 2024 and applies to citizens and legal permanent residents of the United Kingdom.

Main statement

Website Privacy Notice

1. ABOUT THIS NOTICE

Your privacy is important to us. Warranty Solutions Group and our group companies (“we”/ “us”) would like to keep you informed on how we use your personal information and with whom we share that information.

Introduction

This notice explains the personal information that we collect and how we process it. Warranty Solutions Group Ltd are a registered company with Companies’ House (registration number 13257955and our registered address is First Floor, The Gatehouse, Gatehouse Way, Aylesbury, Buckinghamshire, England, HP19 8DB

We are registered as Data Controllers with the Information Commissioner’s Office, under registration number ZB036980On occasions, we act as a Data Processor on behalf of our clients.

We are committed to protecting your privacy and to providing transparency in regards to our processes. We will review and update this notice regularly in order to keep you informed of any changes and in accordance with current Data Protection Legislation. We recommend that you review this page from time to time.

We process personal data in accordance with UK data protection laws, including the UK General Data Protection Regulation, the Data Protection Act 2018 and Privacy and Electronic Communication Regulations 2003 (PECR).

Contact details relating to questions regarding the content of this notice or your rights regarding your personal data are provided in section 10.

2. ABOUT US

Warranty Solutions Group Ltd is a UK based company. We provide and administer warranty and insurance products to vehicle manufacturers and retailers (motor dealerships).

Our group of companies and their ICO reference numbers are as follows:

• Warranty Solutions Group Ltd (ZB036980) 
• Freedom Warranties Ltd (ZB036988)
• Motorguard Warranties Ltd (ZB036992)
• Warranty Professionals Ltd (ZB036996)
• Freedom Warranty Ltd (ZB507291)

 

3. WHAT INFORMATION (PERSONAL DATA) DO WE HOLD?

The information you provide to us directly via our websites, apps or by phone, letter, email,or other direct means is provided entirely voluntarily and will only be used for the purposes described in section 4.

We may also process personal data that we receive via our third-party retail partners such as vehicle manufacturers and dealerships (further detail is provided in section 5).

The personal data we collect may include: name, address and contact details; vehicle details; age and date of birth; bank account details; employment and occupation details and any other personal data specifically required to provide a service or product or in regard to recruitment activity. We will not collect personal data that is not relevant or required for the purpose intended.

We do not hold or process any special category personal data which are items of personal data considered to be more sensitive.

What is special category data?

• Personal data revealing racial or ethnic origin;
• Personal data revealing political opinions;
• Personal data revealing religious or philosophical beliefs;
• Personal data revealing trade union membership;
• Genetic data;
• Biometric data (where used for identification purposes)

 

4. HOW WE USE YOUR INFORMATION

This section explains the reasons for using your personal data across our business activities, and the applicable legal basis.

The legal basis for its use:

• In order to provide you with insurance and service agreements, and for administration and claims handling in regard to our products and services;
• To carry out our contractual obligations with you;
• To meet our legal and/or regulatory obligations and to safeguard against fraud and financial crime;
• To notify you about changes to our service;
• To provide access to systems and for administration purposes;
• To demonstrate compliance within legal and regulatory frameworks;
• To provide you with information on the products and services available from our group of companies. We do not share your information with any third party in this regard;
• To offer renewal information;
• To conduct research and testing in order to continually improve our products, services and customer service;
• For network and information security purposes;
• ​For recruitment purposes;
• In order to pursue our legitimate interests as a business.

 

5. WE MAY DISCLOSE YOUR PERSONAL DATA TO THE FOLLOWING:

We may disclose your personal data within other Warranty Solutions Group companies (as detailed above) for the reasons set out in section 4.

Our service providers 

We may disclose your personal data to our third-party agents, services providers, instalment credit providers, repairers and subcontractors where they are contracted to provide services to us and to you, or to act on our behalf. We will only share personal data with these third parties that is specifically required for the processing or delivery of a service and we will ensure that they are contractually obliged to keep that data secure and not to use it for any other purpose than that agreed with us.

Our retailers 

We may have received your personal data from a third-party provider (for example the motor dealership where you purchased one of our products), in which case we may need to share your information with this retailer and / or their manufacturer partner for the purposes detailed in section 4. 

We do not share your information with any other retailer. In many cases, these retailers may also be a Data Controller and will explain how they use your personal data in their own privacy policy which we advise you to review.

Our insurers and brokers 

We may share your personal data with relevant insurers and insurance brokers for the reasons set out in section 4.

Credit reference agencies

We may share your personal information with credit reference agencies having advised you of this requirement and in line with the reasons set out in section 4.

Legal and regulatory bodies

To meet our dutiful or legal obligationsin the event that we sell or purchase a business or the assets of a business we may be required to disclosrelevant personal data to the other parties.

International data transfers

We will only carry out international data transfers of your personal data to a country outside of the UK where the recipient is compliant with UK data protection legislation and the means of transfer provides adequate safeguards in relation to your data, for example:

• By way of data transfer agreement, incorporating the international data transfer agreements / addendums (as appropriate), current standard contractual clauses adopted by the European Commission for the transfer of personal data
• Such other international transfer safeguard mechanism as detailed within the UK General Data Protection Regulation
• Where a derogation applies, such as where the transfer is necessary for the performance of a contract between us

 

6. YOUR RIGHTS AND ACCESS

As a data subject, you have a number of rights in relation to your personal data. A fee will not be charged for exercising any of these rights unless your requests are manifestly excessive or repetitive.

You have the right to:

• Access information about the personal data we are processing and obtain a copy of it;
• Require us to change incorrect or incomplete data;
• Request erasure (sometimes known as the right to be forgotten) to erase or stop processing your data in certain circumstances;
• Object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing;
• Request restriction of your data;
• The right of transfer of your data;
• Withdraw your consent;
• Lodge a complaint with the data protection regulator.

If you would like to exercise any of these rights, or if you have any concerns about how your personal data is being processed, please contact us.

We are committed to ensuring you are confident in the placement of your personal data with us and would like to make you aware of your rights in its regard. We will acknowledge any query in relation to your rights at the earliest opportunity and may ask you for further information to enable us to complete your requestWe will respond in full where possible within 30 days following receipt of your request. Where this is not possible, we will advise you of the reason for this within 30 days.

7. HOW LONG WE KEEP YOUR PERSONAL DATA

• Your personal data will not be kept for any longer than is necessary. Warranty Solutions Group companies will follow strict protocols to delete information at appropriate times according to the retention period required for its original purpose                                                                               
• Where it is possible and practical to remove personal identifiers from data through the process of, this practice will be followed.
• In order to meet our legal and regulatory requirements and to bring or defend any legal claims, we will typically retain personal data for a period of seven years following the end of contract or the last occasion for which it was required.
• Information collected from a third-party retailer which is not ‘activated’ (confirmed as an active or declined purchase) within a 24-month period from date of first collection will be deleted. This period is required due to potential lead and delivery times for vehicles on which the requirement for ancillary products may be established early but activated on delivery.

 

8. SECURITY

All Warranty Solutions Group companies use technical and organisational security measures to protect the personal information you provide to us from unauthorised use, access or disclosure and from loss or destruction. These measures are under continual review and enhanced when practical and possible.

The security of your personal information and our clients’ information is important to us. When you enter sensitive information such as login credentials, we encrypt the transmission of that information using secure socket layer technology (SSL). We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once we receive it.

We secure the personally identifiable information provided to us by you and third parties (see section 3) on computer servers in a controlled, secure environment.

Though we commit to our best endeavours in regards to your data security, unfortunately the transfer of data via the internet cannot be guaranteed as completely secure. We ask that you recognise your responsibility in regard to password confidentiality when using any of our systems or processes.

9. USE OF COOKIES

To make full use of the personalised features of our website, your computer, tablet, or mobile phone needs to accept cookiesPlease refer to our cookie notice for further information.

10. CONTACT DETAILS

10.1 Warranty Solutions Group (us)

Should you have any questions about your personal data, require further information or wish to exercise a right under data protection legislation please contact us at:

Data Protection OfficerWarranty Solutions GroupThe GatehouseGatehouse WayGatehouse Industrial estateAylesburyHP19 8DB

Email Compliance@wsgwarranties.co.uk

Or call 0800 060 0810

10.2 Information Commissioners Office (ICO)

Tel 0303 123 1113

Or use the ICO website – https://ico.org.uk/concerns/

11. Record of changes to this notice

This notice was first published on 29.05.24

Last amendment date on 29.05.24

Detailed information

In this privacy statement, we explain what we do with the data we obtain about you via https://warrantyprofessionals.co.uk. We recommend you carefully read this statement. In our processing we comply with the requirements of privacy legislation. That means, among other things, that:

  • we clearly state the purposes for which we process personal data. We do this by means of this privacy statement;
  • we aim to limit our collection of personal data to only the personal data required for legitimate purposes;
  • we first request your explicit consent to process your personal data in cases requiring your consent;
  • we take appropriate security measures to protect your personal data and also require this from parties that process personal data on our behalf;
  • we respect your right to access your personal data or have it corrected or deleted, at your request.

If you have any questions, or want to know exactly what data we keep of you, please contact us.

1. Purpose, data and retention period

We may collect or receive personal information for a number of purposes connected with our business operations which may include the following: (click to expand)

2. Sharing with other parties

We only share or disclose this data to processors for the following purposes:

3. Cookies

Our website uses cookies. For more information about cookies, please refer to our Cookie Policy

4. Disclosure practices

We disclose personal information if we are required by law or by a court order, in response to a law enforcement agency, to the extent permitted under other provisions of law, to provide information, or for an investigation on a matter related to public safety.

If our website or organisation is taken over, sold, or involved in a merger or acquisition, your details may be disclosed to our advisers and any prospective purchasers and will be passed on to the new owners.

We have concluded a data processing agreement with Google.

Google may not use the data for any other Google services.

5. Security

We are committed to the security of personal data. We take appropriate security measures to limit abuse of and unauthorised access to personal data. This ensures that only the necessary persons have access to your data, that access to the data is protected, and that our security measures are regularly reviewed.

The security measures we use consist of:

  • Login Security
  • DKIM, SPF, DMARC and other specific DNS settings
  • (START)TLS / SSL / DANE Encryption
  • HTTP Strict Transport Security and related Security Headers and Browser Policies
  • Website Hardening/Security Features
  • Vulnerability Detection
  • Security measures of hardware that contain, or process personal data.

6. Third-party websites

This privacy statement does not apply to third-party websites connected by links on our website. We cannot guarantee that these third parties handle your personal data in a reliable or secure manner. We recommend you read the privacy statements of these websites prior to making use of these websites.

7. Amendments to this privacy statement

We reserve the right to make amendments to this privacy statement. It is recommended that you consult this privacy statement regularly in order to be aware of any changes. In addition, we will actively inform you wherever possible.

8. Accessing and modifying your data

If you have any questions or want to know which personal data we have about you, please contact us. You can contact us by using the information below. You have the following rights:

  • You have the right to know why your personal data is needed, what will happen to it, and how long it will be retained for.
  • Right of access: You have the right to access your personal data that is known to us.
  • Right to rectification: you have the right to supplement, correct, have deleted or blocked your personal data whenever you wish.
  • If you give us your consent to process your data, you have the right to revoke that consent and to have your personal data deleted.
  • Right to transfer your data: you have the right to request all your personal data from the controller and transfer it in its entirety to another controller.
  • Right to object: you may object to the processing of your data. We comply with this, unless there are justified grounds for processing.

Please make sure to always clearly state who you are, so that we can be certain that we do not modify or delete any data of the wrong person.

9. Submitting a complaint

If you are not satisfied with the way in which we handle (a complaint about) the processing of your personal data, you have the right to submit a complaint to the Information Commissioner’s Office:


Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

10. Data Protection Officer

Our Data Protection Officer has been registered with the Information Commissioner’s Office. If you have any questions or requests with respect to this privacy statement or for the Data Protection Officer, you may contact Information Commissioner’s Office, or via hello@wsgwarranties.co.uk.

11. Children

Our website is not designed to attract children and it is not our intent to collect personal data from children under the age of consent in their country of residence. We therefore request that children under the age of consent do not submit any personal data to us.

12. Contact details

Warranty Solutions Group
The Gatehouse
Gatehouse Way
Aylesbury, Bucks, HP19 8DB
United Kingdom
Website: https://warrantyprofessionals.co.uk
Email: hello@wsgwarranties.co.uk
Phone number: 0800 0608610