Privacy Policy

1. Introduction

SOS CarFix ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our services or visit our website.

We are the data controller responsible for your personal data. We are registered in England and operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this Privacy Policy carefully. By using our services or website, you acknowledge that you have read and understood this policy.

2. Information We Collect

2.1 Information You Provide to Us

We may collect the following personal data that you provide directly to us:

• Identity Data: Full name, title
• Contact Data: Address, email address, telephone numbers
• Vehicle Data: Vehicle registration number, make, model, year, VIN number, mileage, service history
• Transaction Data: Details of services provided, payment information, invoices
• Communication Data: Records of correspondence, phone calls, text messages, emails
• Location Data: Service location addresses

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Technical Data: IP address, browser type and version, operating system, device type
• Usage Data: Pages visited, time spent on pages, referring website, click patterns
• Cookie Data: Information collected through cookies and similar technologies (see Section 8)

2.3 Information from Third Parties

We may receive personal data from third parties including:

• Vehicle history check providers (for vehicle data verification)
• Payment service providers (for transaction processing)
• Insurance companies (when acting on your behalf)
• Recovery and storage facilities (for vehicle recovery services)

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 To Provide Our Services

• Processing bookings and service requests
• Performing vehicle diagnostics, repairs, and maintenance
• Communicating about appointments and services
• Providing quotes and estimates
• Processing payments and issuing invoices
• Providing vehicle recovery and transport services

3.2 To Manage Our Business

• Maintaining business records and accounts
• Managing customer relationships
• Handling complaints and disputes
• Improving our services
• Training staff

3.3 For Legal and Safety Purposes

• Complying with legal obligations
• Verifying vehicle ownership (for locksmith services)
• Preventing fraud and criminal activity
• Protecting our legal rights and interests

3.4 For Marketing (With Your Consent)

• Sending service reminders (e.g., MOT due dates)
• Informing you about offers and promotions
• Requesting feedback and reviews

4. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract: Processing necessary to perform our contract with you (providing services you have requested)
• Legal Obligation: Processing necessary to comply with legal requirements (e.g., tax records, fraud prevention)
• Legitimate Interests: Processing necessary for our legitimate business interests (e.g., improving services, business administration), where these are not overridden by your rights
• Consent: Where you have given clear consent for us to process your data for specific purposes (e.g., marketing communications)

5. Data Sharing

5.1 Who We Share Data With

We may share your personal data with:

• Service Providers: Subcontractors and partners who assist in providing our services
• Parts Suppliers: For ordering and warranty purposes
• Payment Processors: To process card payments securely
• IT Service Providers: For website hosting, email services, and data storage
• Professional Advisers: Accountants, lawyers, insurers as necessary
• Law Enforcement: When required by law or to protect our legal rights
• Recovery Services: Vehicle storage and transport providers

5.2 Data Protection Requirements

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5.3 International Transfers

We primarily store and process data within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the Information Commissioner's Office (ICO).

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Customer Records: 7 years after last service (for tax and legal purposes)
• Vehicle Service History: 7 years (to support warranty claims and provide service history)
• Financial Records: 7 years (as required by HMRC)
• Communication Records: 3 years after last contact
• Website Analytics: 26 months
• CCTV/Dashcam Footage: 30 days (unless required for incident investigation)

After the retention period expires, we will securely delete or anonymise your personal data.

7. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of Access: You can request a copy of the personal data we hold about you
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your data in certain circumstances
• Right to Restriction: You can request we restrict processing of your data in certain circumstances
• Right to Data Portability: You can request transfer of your data to another service provider
• Right to Object: You can object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time
• Rights Related to Automated Decision-Making: You have rights regarding automated decisions that significantly affect you

To exercise any of these rights, please contact us using the details in Section 11. We will respond to your request within one month. There is no fee for making a request, unless requests are manifestly unfounded or excessive.

8. Cookies

Our website uses cookies and similar technologies to enhance your experience and analyse website usage.

8.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings

8.2 Managing Cookies

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. Most browsers allow you to:

• View cookies stored on your device
• Delete individual or all cookies
• Block third-party cookies
• Block all cookies from specific sites
• Block all cookies entirely

9. Data Security

We have implemented appropriate technical and organisational security measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

These measures include:

• Encryption of data in transit and at rest
• Secure password policies and access controls
• Regular security assessments and updates
• Staff training on data protection
• Secure disposal of data and equipment

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new "Last updated" date.

For significant changes, we will make reasonable efforts to notify you, such as by email or a prominent notice on our website. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how we handle your data, please contact us:

• Business Name: SOS CarFix
• Email: info@soscarfix.com
• Phone: +1-XXX-XXX-XXXX
• Website: https://soscarfix.com

12. Complaints

If you are not satisfied with our response to any data protection concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

• Website: https://ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you approach the ICO, so please contact us in the first instance.