AUTOROLA LTD, Effective Date: January 2020



5

Privacy Notice

5.1Introduction
5.1.1Detailed privacy notice for personal information collected by Autorola.
When you use Autorola services we use your personal information. This privacy notice tells you, the “data subject”, how we use your personal information. Protection of your personal information is important and we encourage you to read this privacy notice. If you have trouble reading this privacy notice or require help to understand it, please contact us (telephone: 01625 507000) and we will help you the best we can. We also use cookies. Please click on the Cookie Icon in the bottom left corner of the screen for details on how we use cookies.
5.2Contact
5.2.1The company collecting your data, known as the controller, is:

Autorola Ltd
Oakfield House
Tytherington Business Park
Macclesfield, Cheshire, SK10 2XA
Tel: 01625 507000
Email: dataprotectionmanager@autorola.co.uk


Autorola Ltd is part of a group of companies including:

Autorola A/S,
Skibhusvej 52A
DK-5000 Odense C
Denmark
Tel: +45 70 20 16 61
Email: kundecenter@autocom.dk

This Privacy Notice is issued on behalf of the Group so there may be times when the controller or ‘us’ or ‘we’ in this Privacy Notice means Autorola A/S, but we will tell you if this is the case. Autorola Ltd is the controller and responsible for the website https://www.Autorola.co.uk. We have appointed a data protection manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data protection manager using the UK contact details set out above.
5.2.2If you have a complaint regarding the way we treat your information, which we cannot help you with, you should contact the data protection authority:

The Information Commissioner's Office
Water Lane, Wycliffe House
Wilmslow - Cheshire SK9 5AF
Tel: +44 1625 545 745
e-mail: international.team@ico.org.uk
Website: https://ico.org.uk

5.2.3Your personal information is protected by law through the General Data Protection Regulation (REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)
5.3People who sign up to Autorola services
5.3.1When signing up as a user of Autorola services you enter into an agreement in which Autorola requires your personal information to perform its obligations to you. Your information will be used for the performance of Autorola services to verify your identity and to provide you with access to relevant IT systems.

We collect your name, address, email, telephone number, and bank details.


Unless there is a legal claim we intend to delete, or anonymize, the data collected from you while browsing our sites 1 year after your last login or 5 years after you last purchased or sold any vehicle or goods. Please allow a margin of time as we do not check for information to delete every day.
5.3.2There are certain cases where we share your personal information, collected when signing up to Autorola services, with third parties in order to perform the agreed service. These cases include, but are not limited to, when you sell or purchase vehicles or goods, when you fail to pay legitimate invoices from Autorola, when we invoice, when we refund payment, when asked by the authorities in relation to crime investigations and more.

The categories of recipients are:

  • Financial auditors
  • Buyer of vehicles or goods you sell
  • Seller of vehicles or goods you buy
  • Our bank
  • Our debt collection company
  • Our debt recovery company
  • Digital contract signing company
  • Government or legal authorities
  • Our partners hosting our web sites and Internet services
  • Our data backup partners
  • SMS service providers
  • Car parks where you retrieve or deliver vehicles or goods
  • Transport companies transporting vehicles to or from you
5.3.3We will transfer the vehicle registration certificate to countries outside of the EU union in the cases where you sell vehicles or goods outside of the EU union. The Purchaser requires the vehicle registration certificate to transfer the vehicle to a new owner and therefore we transfer the certificate to the new owner in order for the new owner to establish the legal claim over the vehicle. Autorola uses a standard contractual clause to ensure proper protection of your personal information in absence of an adequate decision pursuant to Article 45(3) of the GDPR.
5.4People browsing our web sites
5.4.1We collect information on which pages you visit, which vehicles you look at, which vehicles you add to your favourite list, which campaign brought you to our sites etc. This is used to recommend relevant vehicles to you, for marketing purposes and to optimize the user experience and flow with the goal of improving sales. We also use the information collected to suggest potential Purchasers to our sales team.
5.4.2Unless there is a legal claim we intend to delete, or anonymize, the data collected from you while browsing our sites 1 year after your last login or 5 years after you last purchased or sold any vehicle or goods. Please allow a margin of time as we do not check for information to delete every day.

We have a legitimate interest in optimizing our sales which is a legal reason to collect and process your information based on your browsing our web sites.
5.4.3We use third party services to build anonymous statistics for usage of our websites. We also use cookies. Please see our Cookie Policy for details on how we use cookies.
5.5People using Autorola Service Desk or by other means asking for support
5.5.1Autorola offers support and help in order to ensure you have a good experience when using our IT systems and services and to ensure you can get issues resolved in a timely manner.

We are always happy to help when you have issues with our services. We have a legitimate interest in helping our customers to use our services.

We use third party systems for tracking our support requests and the personal information you provide for support purposes might be stored at an external partner.

In cases where you request support for a sub system we might have to share the personal information you provide for support purposes in order to get the required support from our partners.

We will delete, or anonymize, the personal information you provide for support purposes a maximum of two years after your requests have been resolved.
5.6People who act unprofessionally
5.6.1We keep an internal record of users who breach these terms and conditions. This includes but is not limited to: refusal to pay justified Buyers or Sellers fees; and fraudulent activity.

This information will be used to assess if we can continue to do business with the offending party.

We have a legitimate interest in keeping our services professional, which means that we try to ensure that our Purchasers and Vendors are acting professionally.
5.6.2In cases where a law has been broken or there is a legal claim, we will share this information with relevant parties like:

  • Government or legal authorities
  • Tax authorities
  • Lawyers
  • INTRASTAT

This information can also be relevant for financial auditing as it might be used as documentation for loss of profit. In this case the information will be shared with:

  • Financial auditors
5.6.3Unless there is a legal claim, or the offence is so severe that there is legal justification for a longer retention period, we intend to delete or anonymize this information 6 years after you last purchased or sold any vehicle or goods. Please allow a margin of time as we do not check for information to delete every day.
5.7People buying and selling vehicles
5.7.1When an auction ends, Autorola will try to contact potential Purchasers as well as the Vendor and try to negotiate the sale.
5.7.2We will transfer your contact information to countries outside of the EU union in the cases where you purchase or sell vehicles or goods outside of the EU union.

Autorola uses a standard contractual clause to ensure proper protection of your personal information in absence of an adequate decision pursuant to Article 45(3) of the GDPR.
5.7.3Unless there is a legal claim we intend to delete, or anonymize, the data collected from you after 5 years after you last purchased or sold any vehicle or goods. Please allow a margin of time as we do not check for information to delete every day.
5.7.4Autorola is legally obligated to report imported and exported goods to INTRASTAT in which case we provide them with the necessary personal information required by law.

Autorola is legally obligated to deregister vehicles before export or document that it has been done. When deregistering, your personal information will be shared with the relevant authorities.
5.8Your rights
5.8.1In accordance with the law you have the following rights in relation to your personal data used by Autorola:
5.8.2Right to request erasure
Autorola will delete or anonymize your personal information when requested. The deletion of your personal data will be done as soon as possible within one month of receiving your request.

Exceptions
Autorola is only obligated to delete your data if Autorola is not obligated by law to keep the information and one of the following applies:

  • The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
  • You withdraw the consent given for the collection and processing, and where there is no other legal ground for the processing;
  • You object to the processing for direct marketing purposes;
  • Your personal data have been unlawfully processed;
  • Your personal data have to be erased for compliance with a legal obligation in law to which Autorola is subject;
5.8.3Right to restriction of processing
Autorola will stop processing your personal data on your request.

Exceptions
Autorola is only obligated to stop processing your data while one of the following applies:

  • The accuracy of the personal data is contested by you, for a period enabling Autorola to verify the accuracy of the personal data;
  • The processing is unlawful and you oppose the erasure of the personal data and requests the restriction of their use instead;
  • Autorola no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;
  • You have informed Autorola of infringement on your interests, rights and freedoms pending the verification whether the legitimate grounds of Autorola override yours.
5.8.4Right to rectification
If you find that we have wrong personal information let us know and we will correct the information.
5.8.5Right of access by the data subject
It is your right to have a copy of the personal data Autorola has on you. We will provide it digitally unless requested otherwise. More rules apply for visibility into your personal data but all the required information should be covered above. The copy of your personal data will be delivered as soon as possible within one month of receiving your request.
5.8.6Right to withdraw consent
Where our collection and use of your personal data is based on your consent you can withdraw that consent at any time by contacting Autorola.
5.8.7Right to data portability
You are entitled to get a copy of your personal data in a machine readable format. Autorola can also send it directly to another company on your request.

Exceptions
Autorola is only obligated to provide your personal data where:

  • The data is provided to Autorola by you,
  • The data collection is based on your consent or a contract in which you are a party and
  • The processing is carried out by automated means (meaning no information on paper).
5.8.8Right to objection
You have the right to object to any processing in relation to direct marketing and where you believe your rights are being violated or there is threat to your freedom.

Exceptions
Autorola can continue to process your personal information where one of the following applies:

  • Autorola demonstrates compelling legitimate grounds for continued processing.
  • Autorola must process your personal information to establish, exercise or defend a legal claim.
  • The legal basis for the processing is not based on a legitimate interest or done in public interest.