1. Introduction
This Privacy Policy explains how ATOM, a brand of Auto-Trail VR Limited ("we", "us", "our"), collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We process your personal data in accordance with this Privacy Policy and applicable data protection law. Where consent is required, it will be obtained explicitly.
2. Data Controller
Auto-Trail VR Limited is the data controller for the purposes of UK GDPR.
Registered Office: Trigano House, Genesis Way, Europarc, Grimsby, DN37 9TU
Company Registration Number: 3533638
VAT Number: 706423457
3. Personal Data We Collect
We process personal data only where necessary for the purposes set out in this Privacy Policy.
The categories of personal data we may process include
- Identity and contact information: such as your name, email address, telephone number, and postal address, where required for enquiries, orders, contractual communications, or customer support.
- Order and contractual information: including vehicle specifications, configuration details, order references, and related correspondence provided by you as part of an enquiry or contractual relationship.
- Payment and finance information. We do not process or store payment card details or bank account information.
- Technical and usage information: including IP address, browser type, device information, and website usage data, collected in accordance with our Cookie Policy.
- Communications records: emails, messages, and other correspondence exchanged with us for administrative, customer service, or contractual purposes.
- Any other information you knowingly and voluntarily provide in the context of an enquiry or contractual relationship, where such information is relevant to administering that relationship or providing our products and services.
4. How We Collect and Use Your Data
How We collect personal data
We collect personal data when you:
- Submit an enquiry, request information, or otherwise interact with us via our website or other communication channels.
- Place an order or enter a contractual relationship with us.
- Communicate with us by email, telephone, or other means.
- Interact with our website, where data is collected via cookies and similar technologies, in accordance with our Cookie Policy.
We may also generate certain personal data as a consequence of our relationship with you, such as internal order references, transaction records, and correspondence logs required to fulfil contractual or legal obligations.
We do not collect personal data about you from third-party data brokers or enrichment services, and we do not obtain personal data from publicly available sources for profiling or marketing purposes.
How we use personal data
We use personal data for the following purposes:
- To respond to enquiries and provide requested information.
- To create, administer, and manage customer orders and contractual relationships.
- To arrange vehicle manufacture, delivery, and handover.
- To communicate with you regarding your order, enquiries, or customer service matters.
- To administer payments and finance processes via third-party providers (without processing or storing payment card or bank details).
- To meet our legal, regulatory, and accounting obligations.
- To maintain the security and integrity of our systems and services.
We do not use personal data for profiling or automated decision-making that produces legal or similarly significant effects on individuals.
5. Lawful Basis for Processing
We process personal data only where we have a lawful basis to do so under the UK General Data Protection Regulation (UK GDPR). Depending on the nature of the interaction, our lawful bases include:
- Contractual necessity: where processing is necessary to enter into or perform a contract with you, including processing customer orders, arranging vehicle manufacture and delivery, administering finance applications, and providing customer support.
- Legal Obligation: where processing is required to comply with legal or regulatory obligations, including accounting, tax, anti-fraud, and consumer protection requirements.
- Legitimate Interests:where processing is necessary for our legitimate business interests, such as maintaining the security of our systems, preventing fraud, improving our services, and ensuring the efficient operation of our business, provided those interests are not overridden by your rights and freedoms. Where we rely on legitimate interests, we ensure that such processing is proportionate and does not result in undue impact on individuals.
- Consent: where we rely on consent, such as for marketing communications, we will obtain your consent explicitly and you may withdraw it at any time.
6. Third-Party Processing
We may share personal data with third-party service providers who act as processors on our behalf, including IT, hosting, payment, finance, and document-management providers.
Where third parties process personal data on our behalf, we ensure appropriate contractual safeguards are in place in accordance with UK GDPR
Some third parties may act as independent data controllers, such as finance providers, in which case their own privacy policies will apply.
7. Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including: Add marketing with consent and held in sales force
- Customer order and contract data, retained in accordance with statutory limitation and consumer protection requirements
- Financial and accounting records, retained in line with tax and regulatory obligations
- Marketing data, retained until consent is withdrawn or the data is no longer required
- Website analytics data, which is anonymised or aggregated where possible.
Data is securely deleted or anonymised when no longer required.
8. Data Minimisation
We operate a data-minimised system architecture designed to limit the processing of personal data to what is necessary. Customer identity and contact information are held only within customer-facing systems.
Payment card and bank details are processed exclusively by third-party payment and finance providers and are not stored by us.
9. Your Rights
Under UK GDPR, you have the following rights:
- Access to your personal data
- Correction of inaccurate or incomplete data
- Request erasure of your data
- Restriction of processing
- Data portability
- Object to processing
- Withdraw consent at any time (without affecting prior processing)
You may exercise your data protection rights by contacting us using the details set out at the end of this document. We may need to verify your identity before responding. Requests will be handled within the timeframes required by UK GDPR, subject to any applicable exemptions. We may refuse or charge a reasonable fee for requests that are manifestly unfounded or excessive, in accordance with UK GDPR.
If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection authority.
10. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, or destruction appropriate to the nature and risks of the processing.
11. International Data Transfers
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or approved standard contractual clauses, in accordance with UK GDPR.
12. Cookies and Tracking
We use cookies and similar technologies to enhance user experience, analyse website traffic, and provide personalised content.
Our Cookie Policy provides detailed information and allows you to manage your preferences.
Non-essential cookies are used only where you have provided consent.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website with the date of the latest update.
14. Contact Us
For questions or concerns regarding this Privacy Policy or our data practices:
Email:
Telephone: —
Address: Trigano House, Genesis Way, Europarc, Grimsby, DN37 9TU
ATOM
A brand of Auto-Trail VR Limited