Read Motor Group – Privacy Notice

1. Introduction

At Read Motor Group we take your privacy seriously and will only use your personal information for the following purposes:

• To administer your account and to enable us to provide you with the products and services you have requested from us
• To contact you about any products or services that may be of interest to you

2. Collecting Personal Information

The personal information we collect from you will depend upon the nature of your enquiry or the product or service you purchase from us. We may collect, store and use the following kinds of personal information:

• Information that you provide to us when making an enquiry via our website, telephone or at one of our dealerships;
• Information that you provide to us when signing up to any distribution lists to receive correspondence from us;
• Information relating to any purchases you make of our goods or services, including any other transaction details (including your address, telephone number and payment details).

3. Using Personal Information

Personal data we receive will be used for the purposes it was provided. The legal basis for processing your personal information is one of the following:

• Meeting the terms of your order and/or performance of a contract;
• To send statements, invoices and payment reminders to you, and collect payments from you;
• It is necessary to protect the vital interest of you or other persons, such as safety issues regarding your vehicle
• To send promotional marketing material which we believe may be of interest to you, if you have requested it (you can inform us at any time if you no longer wish to receive this information via the data preferences centre on our website);
• It is necessary to comply with mandatory legal or statutory obligations;
• It is necessary for the purposes of our legitimate interests as data controller; or whereby you have given us permission to use the personal data. This can include as examples :-

1. Analysing, evaluating and improving our products and services to enhance our customer’s experience.
2. Undertaking market analysis, research and customer surveys, to improve our understanding of our customers and provide tailored offers, products and services.
3. Sending targeted information to customers from time to time following the purchase of a product or service from us where legally permitted.
4. Verifying the accuracy of information, we hold to create a better understanding of our customers.
5. For network and information security purposes, so we can protect information against loss, damage, theft or unauthorised access.

4. Disclosing Personal Information

• We may disclose your personal information to our staff, agents, suppliers or subcontractors where it would be reasonable in the business interest to do so. (If consent is necessary to facilitate this sharing we will ensure it is obtained prior to processing)
• We may disclose your personal information to any member of our group of companies where it would be reasonable in the business interest to do so, including our manufacturing partners and nominated partner suppliers. (If consent is necessary to facilitate this sharing we will ensure it is obtained prior to processing)
• We are legally obliged to disclose your personal information:

1. To the extent that we are required to do so by law;
2. In connection with any ongoing or prospective legal proceedings;
3. In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
4. To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information].

“Manufacturer(s)” and “Nominated Suppliers”:

5. Security of personal information

• We will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information
• We will store all the personal data you provide on our secure servers
• All details of financial transactions entered via our website will be protected by encryption technology
• We take steps to ensure that any third parties we work with have security protocols and policies in place to manage and record your data privacy and preferences correctly and that your data is stored securely in accordance with the legislation.

6. Your rights

Under data privacy laws, you have the rights to:

1. Right to Access: - Individuals can access their personal data and understand what it is used for
2. Right to Rectification: - Can request inaccurate data is corrected
3. Right to Erasure ("Right to be Forgotten") – Can request to be removed from our system and third party systems.
4. Right to Restriction of Processing – Can request that your data is not processed for a length of time, whilst a rectification or issue is addressed.
5. Right to Data Portability – Where data is removed from one system – in a machine-readable way – so the that it can be transferred to an individual/another organisation, who can have responsibility for it.
6. Right to Object: - Individuals can request to object to their data being used for certain purposes.
7. Rights related to Automated Decision Making and Profiling – Individuals can find out whether machine/AI based decision making is being used on their data and why.

Our online Data Preference Center helps you exercise these rights that data privacy laws have provided you and allow you to control your personal information. The Center contains separate forms, as set out below.

Marketing Preferences

• On the “marketing preferences” tab, you can tell us how you would like us to send you marketing information or ask us to stop marketing to you entirely.

Change your Data

• If we do hold information about you, you can also ask us to correct any mistakes by completing the form on the “Change your data” tab.

Delete your Data

• You can ask us to delete the information we hold about you by completing the form on the “delete your data” tab.

You may instruct us to provide you with any personal information we hold about you, via a Subject Access Request. Upon receipt of a SAR request:

• We will, after confirming identity, provide all relevant data we may hold to you in the most practical format unless otherwise stipulated and reasonably possible
• We may withhold personal information that you request to the extent permitted by law

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

7. Our Website

Our website is powered by G-Forces Web Management Limited (“GForces”), our third-party web services provider. GForces is committed to ensuring that data is processed in accordance with applicable data privacy laws and is kept secure. GForces is certified to the standard of ISO27001 (an international standard for information security). GForces uses Amazon Web Services, Inc. as its cloud platform provider. All data processed by GForces is stored on Amazon’s web servers in the EEA.

If you visit our website

When someone visits our website, GForces collects standard internet log information (your IP address, browser, and type of device) and details of visitor behaviour patterns (where you joined our site from, the path you take through our site and where you leave). These are stored against unique ids (which are strings of numbers). GForces collects this information for the legitimate business purpose of monitoring the number of visitors to the various parts of the site, the general geographic location of visitors and engagement levels, which in turn enables it to make improvements to its websites and services and provide business intelligence. This information is only processed in a way which does not identify anyone. It is kept indefinitely.

GForces also uses Google Analytics to collect standard internet log information and details of visitor behaviour patterns, which are stored against unique ids (i.e. strings of numbers). We collect this information for the legitimate business purpose of monitoring website traffic and engagement levels, which in turn enables us to make improvements to our website and the way we sell our cars and services. This information is only processed in a way which does not identify anyone. It is kept indefinitely.

Use of Artificial Intelligence (AI)

Our website uses Generative Artificial Intelligence (GenAI) through the use of a ChatBot, powered by AutoConverse Ltd. This function assists visitors to the website by asking for details if they make an enquiry on a vehicle (which will then be sent to one of our Sales Team, who will make contact) or will provide assistance based on the content of our website. It works by scanning the whole site and provides answers based on what it has found – offers, opening times etc.

AI Data Collection & Storage:

All data is securely stored in Azure SQL and Azure Blob Storage, fully encrypted, with access limited to essential personnel. Everything is hosted within UK South (London) data centres to ensure data sovereignty.

AI Data Retention & Deletion:

The data is retained for 90 days before it is deleted from the servers.

If you use our enquiry forms

When you submit information using an online form, GForces processes the data collected and stores it for 31 days for the legitimate business purpose of enabling us to access the information and deal with your request (it is then kept for a further 14 days in GForces’ routine back-ups for business continuity purposes). If you enter your post code, GForces stores the first part of it (e.g. ‘ME14’ or ‘SW1’) and links it to standard internet log information already collected (it is used for the same purposes as that information, as outlined above).

8. Cookies

Our website http://www.read-motorgroup.co.uk uses cookies to give you a better online experience. The cookies used in relation to our website include:

• Strictly Necessary Cookies
• Performance Cookies
• Functionality Cookies

• Targeting Cookies

9. ICO Registration

We are registered as a data controller with the Information Commissioner’s Office and our registration numbers are:

10. Data Protection Officer

The DPO is responsible for ensuring compliance and can investigate breaches or failures of legal compliance. The DPO does not determine how data is managed or the purpose for which it is used. If you wish to contact the DPO you can do so on the details below:

By letter: The Data Protection Officer

Read Motor Group

Altyre Way

Humberston

Grimsby

United Kingdom

DN36 4RJ

Email: dpo@readmotorgroup.co.uk

Amended March 2025