Privacy Policy

About this Privacy Notice

Greenhous Group Limited is committed to protecting your personal data. This Privacy Notice explains how we collect, use, and protect personal data in various contexts, including website visits, showroom visits, customer inquiries, and recruitment. It also outlines your privacy rights and how to exercise them in compliance with the UK General Data Protection Regulation (UK GDPR).

This Notice supplements any other fair processing notices we may provide on specific occasions when we collect or process personal data.

Who we are

Greenhous Group Limited is the data controller responsible for the processing of personal data as outlined in this Privacy Notice.

Contact Information:

Greenhous Group Limited

Greenhous Village, High Ercall, TF6 6RA

Contact Person: Jo Jones

Email: [email protected]

 

Data Protection Officer (DPO)

DataCo International UK Limited

Suite 1, 3rd Floor, 11-12 St James's Square, London

Email: [email protected]

 

The types of Personal Data we collect

We collect and process various categories of personal data depending on your interactions with us. These are:

• Identity and Contact Data: Includes your name, address, telephone number, email address, job title, and role within an organization (if applicable).
• Technical Data: Information about your interactions with our website, including IP address, browser type and version, time zone settings, operating system, platform, and other technology on the devices you use to access our site.
• Profile Data: Username, password, and other log-in details, if you create or use an online account with us.
• Financial Data: Bank account numbers, payment details, and credit history for transactions related to purchases, financing, or services.
• Driving Licence Data: Licence number or photocopy of your driving licence, typically collected when booking a test drive or using a courtesy vehicle.
• Career Data: Information related to job applications, such as your CV, employment history, references, salary expectations, and professional qualifications.
• Special Categories of Data: Includes health information (such as details about any health issues or disabilities), collected for specific purposes, like the Motability scheme or reasonable adjustments for interviews.
• Marketing and Communications Data: Preferences for receiving marketing from us and our partners, your communication preferences, and any related consent statuses.
• Transaction Data: Records of your purchases, service or repair history, order details, and information relating to any financial arrangements.
• Cookie and Usage Data: Data gathered automatically as you interact with our website, including information collected via cookies, clickstream data, session information, language preferences, search terms, and interaction details. Further information on this can be found in our Cookies Policy.
• Geolocation Data: General location data, such as country or region, derived from your IP address or other online identifiers. This may be used to show relevant regional content or offers.
• Vehicle and Driving Data: For specific services, such as telematics, we may collect data about vehicle usage or driving behaviour if relevant and consented to (if applicable).

We collect only the minimum personal data necessary to fulfil the purposed outlined in this Privacy Notice and ensure we only keep it for as long as it is needed.

Handling of Special Categories of Personal Data

We handle special categories of data, such as health information, with heightened levels of care and attention.  This data is collected only when necessary for specific purposes, like those stated above, and is subject to strict handling measures to ensure its confidentiality and security. To ensure this information is secure we apply enhanced measures, including restricted access, encryption and limited retention periods for your information.

Where we process this data, we ensure that a legal basis for processing is met in accordance with applicable data protection regulations.

 

How we collect your personal data

We collect personal data through various methods, depending on your interactions with us:

• Direct Interactions: You may provide identity, contact, financial, and other relevant information directly to us when filling in forms, engaging with us through email or telephone, visiting our showroom, or interacting with our website. This also includes data shared when you inquire about our services, book a test drive, purchase a vehicle, or apply for a job.
• Automated Technologies and Cookies: As you interact with our website, we automatically collect technical data (such as IP address, browser type, and interaction data) through cookies and similar technologies. This includes data on your interactions with our website content, language preferences, and session information. For more details, please refer to our Cookies Policy.
• Social Media and Online Platforms: We collect data when you engage with us on social media or online platforms, including Instagram, YouTube, Twitter, and LinkedIn. This includes any personal data you may choose to make public, such as comments, likes, or other interactions on our profiles.
• Third-Party Service Providers: We work with a range of third-party providers who help us operate our services. Data may be collected through these providers, including:
• Analytics Services: For example, data from Google Analytics or Google Tag Manager, which collect details on how you use our website.
• Advertising and Retargeting Services: Such as Google Ads, Facebook Retargeting, and Google Remarketing, which collect data on browsing behaviours for targeted advertising.
• Marketing and Communications Tools: Like HubSpot and MailChimp, which collect data when you subscribe to newsletters or interact with email marketing.
• Location-Based Tools: Some data, such as geolocation, may be collected automatically through IP address tracking or geotargeting tools, allowing us to offer you relevant regional content or personalized advertisements. Geolocation data is gathered when using services like Google Maps.
• Publicly Available Sources: In certain circumstances, we may collect data from publicly available sources as part of our due diligence or verification processes.

Lawful Bases for Processing

We process your personal data only where a valid reason (lawful basis) to do so.

• Consent: We may ask for your consent to process certain data, such as for marketing communications or using cookies for analytics. You have the right to withdraw your consent at any time by following the instructions in each communication or by contacting us.
• Contractual Necessity: Some processing is necessary to fulfill a contract with you, for example, when you purchase a vehicle, schedule a service, or apply for finance. Without this data, we may be unable to deliver the requested product or service.
• Legal Obligation: In certain cases, we are legally required to process specific data. This includes retaining transaction records for tax and auditing or reporting information to regulatory authorities.
• Vital Interests: We may process data to protect your vital interests or those of another person, for instance, in emergencies involving health data to prevent harm.
• Public Interest: In some instances, we may process data to carry out tasks that benefit the public or as required by law.
• Legitimate Interests: In specific circumstances, we process your data to serve our legitimate interests, provided this doesn’t override your rights. Examples include improving our services, conducting analytics, or ensuring the security of our systems. For instance, we may analyse website data to enhance user experience or send reminders based on previous purchases. Where we rely on legitimate interests to process your data, we have carefully assessed that our business needs do not override your individual rights and privacy.

 

Purposes for Using Your Data

We use your personal data for a variety of purposes, depending on how you interact with us. These purposes include:

• Website Management and Improvement: We process technical and usage data to administer and improve our website, troubleshoot issues, analyse usage trends, and enhance your online experience.
• Providing Products and Services: Your data is essential for us to fulfil your requests, such as processing vehicle purchases, arranging financing, scheduling services, and managing bookings for test drives or courtesy vehicles.
• Account and Relationship Management: For account holders, we use your data to manage your account, communicate with you, and provide after-sales support.
• Marketing and Communications: With your consent, we use your contact and preference data to inform you about products, services, promotions, and events that may be of interest. You can opt out of marketing communications at any time.

 

• Compliance and Legal Obligations: We process certain data to fulfill our legal obligations, such as retaining transaction records for tax purposes and responding to lawful requests from regulatory authorities.
• Safety and Security: We may process personal data to ensure the security of our facilities, assets, and systems, prevent fraud, and protect the safety of our employees and customers.
• Job Applications and Hiring: If you apply for a position with us, we process your career data to assess your suitability for employment, manage applications, and carry out background checks where appropriate.
• Customer Support and Enquiries: We use your data to respond to inquiries, handle requests, and resolve any issues you may have.
• Legal Claims and Defense: In certain circumstances, we may use personal data to establish, exercise, or defend our legal rights.

 

Data Sharing and Transfers

We may share your personal data with select third parties where necessary to provide our services and ensure compliance, always with appropriate safeguards in place:

• Service Providers: We work with trusted third-party providers who support our business operations, such as IT services, payment processing, marketing, and analytics. These providers only process your data according to our instructions and are contractually required to keep your data secure.
• Regulatory and Legal Compliance: In certain cases, we are required to share personal data with regulators, legal authorities, or other entities when required by law or necessary to protect our rights and safety.
• Business Transfers: If we undergo a reorganization, merger, or sale, we may share your personal data as part of that transaction, in accordance with applicable laws.
• International Data Transfers: Some of our service providers are based outside the UK. When we transfer data internationally, we ensure that appropriate measures, such as contractual safeguards or data transfer agreements, are in place to protect your information in line with UK data protection standards. You can request a copy of these safeguards by contacting us.

 

Data Retention

We keep your personal data only for as long as it’s needed to fulfil the purposes outlined in this Privacy Notice, or as required by law. When determining how long to retain data, we consider factors such as the nature of the data, the purpose for processing, and any legal requirements. Here’s a summary of how we handle retention:

• Transactional Data: For purchases, finance arrangements, or servicing, we retain records for a minimum of seven years to comply with tax, legal, and auditing requirements.
• Marketing Preferences: If you have consented to receive marketing, we will retain your contact details until you unsubscribe or withdraw consent.
• Applications and Hiring Data: For job applications, we retain your data for up to six months after the recruitment process ends unless you consent to join our applicant pool.
• Other Purposes: For general inquiries, account management, or other interactions, we retain data only as long as it’s needed to meet our legitimate interests or legal obligations.

After the relevant retention period, we securely delete or anonymize your data so it can no longer be associated with you.

 

Your Rights

As part of your rights under data protection laws, you have control over your personal data and can exercise the following rights:

• Access: Request a copy of your personal data and information on how we process it.
• Correction: Request updates to any inaccurate or incomplete data.
• Erasure (Right to be Forgotten): Request deletion of your data when it’s no longer necessary or in other specific circumstances.
• Restrict Processing: Request a limitation on how we process your data, such as when you dispute its accuracy or object to our processing.
• Data Portability: Request a copy of your data in a portable format or transfer it to another provider, where applicable.
• Object to Processing: Object to our processing based on legitimate interests or for direct marketing.
• Withdraw Consent: Withdraw your consent at any time where it was the basis for processing.
• Object to Automated Decision-Making and Profiling: You can request human review of decisions made solely by automated means, including profiling, where they produce significant effects on you.
• Lodge a Complaint: Contact the Information Commissioner’s Office (ICO) if you have concerns about our data handling at www.ico.org.uk.

If you wish to exercise any of these rights, please contact us using the details provided in this Privacy Notice. We aim to respond within one month and will inform you if more time is needed.

 

Website and Third Party Services
Our website collects certain information to improve functionality, ensure security, and enhance your experience. Here’s what we gather, why, and how we partner with third parties to support these activities:

Types of Data Collected:

Technical Data: This includes details like your IP address, browser type and version, device specifications, operating system, screen resolution, time zone settings, plug-ins or extensions in use.  All of which help us ensure compatibility and maintain security.

Usage Data: We track interactions as follows:
       -       Pages Viewed: Specific pages or sections visited.

• Time Spent: Duration of time on each page.
• Navigation Paths: The sequence of pages you visit and actions taken.
• Click Behavior: Buttons, links, or other interactive elements clicked.
• Scroll Depth: How far down a page is scrolled.
• Downloads: Files or resources accessed and downloaded.
• Search Queries: Terms entered in on-site search functions.
• External Links: Links clicked that lead you away from our site.
• Video Interactions: Play, pause, and completion of embedded video content (e.g., YouTube, Vimeo).

These insights help us tailor content, improve functionality, and enhance the overall user experience on our website.

Location Data: When enabled on your device, approximate location data is collected to personalize your browsing experience with location-specific content and offers.

Purpose of Data Collection:

Website Functionality and Performance: Data collection allows us to secure access, optimize page load times, and adjust features based on device type and user settings (e.g., language).

Analytics and Site Improvement: We monitor site engagement, popular pages, and navigation paths to improve content relevance and user experience.

Marketing and Personalization: We may use your interactions to tailor advertisements and offers based on your interests, displayed on our site and through our trusted third-party partners.

Use of Cookies and Tracking Technologies:

We employ cookies and similar technologies for data collection and user experience optimization. Key types of cookies include:

Essential Cookies: Required for website functionality, such as secure logins and navigation support.

Analytics Cookies: Gather anonymous usage data, which informs performance improvements.

Marketing and Personalization Cookies: Track your browsing to help us deliver more relevant advertisements and content.

Third-Party Services and Data Sharing:

Our website partners with the following reputable third-party providers to deliver core services, manage content, and track performance:

• Google Analytics: Tracks user behavior, helping us identify trends and optimize website performance.
• Facebook Pixel: Monitors user interactions with ads, supporting tailored advertising and campaign evaluation.
• Microsoft Azure CDN: Ensures efficient content delivery by caching website data on distributed servers for faster load times.
• YouTube: Hosts embedded video content, collecting data on views and engagement to improve user experience.
• HubSpot: Manages marketing communications, such as email and contact forms, to help us improve user engagement.
• MailChimp: Facilitates our email newsletters, gathering interaction data to ensure our communications remain relevant.
• Vimeo: Streams embedded video content and collects usage data to enhance video performance.
• Font Awesome: Provides font and icon consistency across devices for better visual presentation.
• Google Tag Manager: Deploys and manages tracking tags across our website for streamlined analytics.
• Usercentrics and Cookiebot: Manages user cookie preferences and records consent in line with data protection regulations.
• Google Maps: Embeds maps to support location-based services, collecting location data for display purposes.

Data Transfer Protections:

When partnering with third parties, some data may be transferred outside the UK or EEA. In such cases, we implement protective measures, including standard contractual clauses, to ensure data remains safeguarded according to UK standards.

Managing Cookies and Preferences:

You can manage your cookie preferences using our on-site cookie tool or through your browser settings. Disabling certain cookies may impact website functionality. To further manage third-party tracking, tools such as NoScript or Ghostery can be installed, or you may adjust settings directly on platforms like Google (Google Ad Settings) and Facebook (Facebook Ad Settings).

Data Retention:

We retain tracking and analytics data only as long as necessary for its intended purpose, such as performance analysis or ad effectiveness. Aggregate, anonymized data may be stored longer for reporting purposes.

By using our website, you have the option to consent to our use of cookies and tracking technologies. You can review, manage, or withdraw your preferences at any time to ensure your choices are fully respected.

Cookies and Third-Party Tools

Our website uses cookies and similar tracking technologies for functionality, analytics, and marketing purposes. You may adjust your preferences through our Cookie Management Tool.

Please see our Cookie Policy for further information.

Security Measures

We take data privacy seriously and have measures in place to protect the confidentiality and security of your personal information. This includes:

• Access Controls: Access to personal data is limited to authorized employees, agents, and contractors who need it to perform their roles and are bound by confidentiality obligations.
• Technical Security: Our systems use secure software to protect electronic records and include security protocols for storing paper records securely.
• Website Security: We make every effort to protect personal data, though transmission over the internet cannot be guaranteed as entirely secure. Any data you transmit is at your own risk.
• Continuous Monitoring: We actively monitor our systems and have procedures to detect and respond to any unusual activity or security incidents.

We review these measures regularly to keep your personal data secure.

If you are unhappy with the way handle your personal data

If you are concerned about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or at the following address:

Information Commissioners Office (ICO)
Wycliffe House

Water Lane

Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

 

Changes to This Privacy Notice

This Privacy Notice may be updated periodically. We will notify you of significant changes as required by law. This Notice was last updated on 29 October 2024.