1. OVERVIEW
Swift Motor Services Ltd takes the privacy and security of personal information seriously. This policy explains how we collect, use, store and protect personal information relating to customers, prospective customers, website visitors, suppliers and other people who interact with our business. We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and relevant amendments made by the Data (Use and Access) Act 2025. Swift Motor Services Ltd is the data controller for the personal information covered by this policy. This means that we determine how and why personal information is processed.
2. INFORMATION WE MAY COLLECT
Depending on your dealings with us, we may collect and process:
- Your name, address, telephone number and email address;
- Vehicle registration, make, model, VIN and mileage;
- Service, repair, diagnostic and MOT information;
- Appointments, estimates, invoices and work carried out;
- Payment and transaction information;
- Warranty, insurance, fleet or leasing details where relevant;
- Communications, website enquiries and marketing preferences;
- CCTV images where CCTV operates at our premises;
- Courtesy or loan vehicle information;
- Information supplied by third parties arranging or paying for work; and
- Website technical information such as IP address, browser information and cookies, where applicable.
We only collect information that is relevant and reasonably necessary for running our business and providing our services.
3. HOW WE USE YOUR PERSONAL INFORMATION
We may use personal information to:
- Book servicing, repairs, MOT testing or diagnostic work;
- Identify your vehicle and maintain its repair and service history;
- Provide estimates, obtain authorisation, give progress updates and arrange collection;
- Prepare job cards, invoices and business records;
- Process payments;
- Order parts and obtain technical information;
- Deal with warranties, insurers, fleet operators and leasing companies;
- Administer courtesy vehicles;
- Meet legal, regulatory, accounting and taxation obligations;
- Prevent fraud and protect our business, staff and customers;
- Establish or defend legal claims; and
- Send marketing communications where legally permitted.
4. OUR LAWFUL BASIS FOR PROCESSING
We process personal information where it is necessary to perform a contract or take requested pre-contract steps; to comply with a legal obligation; for our legitimate interests where these do not override your rights; or where you have given consent. Where we rely on consent, you may withdraw it at any time.
5. VEHICLE INFORMATION
We maintain records relating to vehicles we work on, including registration numbers, VINs, mileage, MOT and diagnostic information, previous work and recommendations. Where vehicle information can be linked to an identifiable customer, we treat it as personal information as appropriate.
6. SHARING YOUR INFORMATION
We do not sell your personal information. Where necessary, we may share information with parts or technical suppliers, specialist repairers, MOT systems, payment providers, garage management and IT providers, accountants, professional advisers, warranty providers, insurers, fleet or leasing companies, recovery providers, regulators or law enforcement bodies, and other service providers acting on our behalf. Organisations processing information on our behalf are expected to keep it secure and use it only for the purpose for which it was provided.
7. MARKETING
We may contact customers with service information, reminders, offers or other relevant information where we have an appropriate lawful basis. You can ask us to stop marketing communications at any time. This will not stop necessary contact about an existing booking, repair, invoice or vehicle.
8. COOKIES AND OUR WEBSITE
Our website may use cookies and similar technologies to operate correctly, understand website use and improve user experience. Where required, you will be given an opportunity to manage cookie preferences.
9. CCTV
We may operate CCTV at our premises for security, crime prevention and the protection of customers, staff, vehicles and property. Recordings are accessed only where appropriate and retained only as long as reasonably necessary, subject to preserving footage for a particular incident.
10. HOW LONG WE KEEP YOUR INFORMATION
We do not keep personal information longer than reasonably necessary. Retention periods vary according to purpose and legal, accounting, taxation, warranty, insurance or regulatory requirements. Information no longer required will be securely deleted, destroyed or anonymised where appropriate.
11. KEEPING YOUR INFORMATION SECURE
We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people with a legitimate business need.
12. DATA BREACHES
We investigate personal data breaches and take appropriate action. Where required by law, we notify the Information Commissioner’s Office and, where a breach is likely to result in a high risk, affected individuals.
13. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, you may have the right to:
- Obtain a copy of personal information we hold about you;
- Correct inaccurate or incomplete information;
- Request erasure in certain circumstances;
- Request restriction of processing;
- Object to certain processing, including direct marketing;
- Receive certain information in a portable format;
- Withdraw consent where processing is based on consent; and
- Be protected against certain solely automated decisions.
These rights are subject to legal exceptions. We will respond within the period required by law and do not normally charge a fee.
14. DATA PROTECTION COMPLAINTS PROCEDURE
If you believe we have not handled your personal information correctly or have not complied with data protection law, you have the right to make a complaint to us.
14.1 HOW TO MAKE A COMPLAINT
Contact our Data Protection Contact: Glen Strachan, Swift Motor Services Ltd- glen@swiftmotors.co.uk. You do not need to use particular wording or quote legislation. Although this is our published route, we will accept a data protection complaint received through another reasonable channel. Please provide enough information for us to understand and investigate the concern, such as your contact details, what happened, relevant dates, information concerned, supporting correspondence and the outcome you are seeking. If you complain for another person, we may ask for evidence of authority. We may request proportionate proof of identity where necessary to protect personal information.
14.2 WHAT HAPPENS WHEN WE RECEIVE YOUR COMPLAINT
We will acknowledge receipt of your complaint within 30 days. We will investigate without undue delay and make enquiries appropriate to the circumstances. This may include reviewing records, speaking to relevant staff or service providers, and checking our policies and the information we hold. We will keep you informed of progress without undue delay, including relevant timeframes or reasons for delay. When the investigation is complete, we will communicate the outcome without unjustifiable or excessive delay and explain any appropriate action taken or proposed. We will keep appropriate records showing how the complaint was handled.
14.3 IF YOU ARE NOT SATISFIED
If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
15. CONTACTING US ABOUT YOUR INFORMATION
For questions, rights requests or concerns, contact: Glen Strachan, Data Protection Contact, Swift Motor Services Ltd – glen@swiftmotors.co.uk. We may need to verify your identity before releasing personal information.
16. COMPLAINTS TO THE INFORMATION COMMISSIONER’S OFFICE
If you are unhappy with the way we have handled your personal information or a data protection complaint, you may complain to the ICO. Current contact details and complaint information are available on the Information Commissioner’s Office website.
17. CHANGES TO THIS POLICY
We may update this policy to reflect changes in our business, website, services or legal requirements. The latest version will be published on our website.
Last updated: August 2026