GDPR

GDPR (Privacy Policy 2018) – TrailerTREK Ltd

TrailerTREK Limited, are a company who supply and fit tow bars, electrics, reversing sensors, caravan motor movers, trackers, blue tooth technology (all aftermarket electrical products to vehicles) in the United Kingdom.  We at TrailerTREK Ltd are committed to ensuring any data is collected and processed to the full extent of the EU’s General Data Protection Regulations (GDPR, 2018) and any other applicable laws and regulations that relate to data protection and privacy.

The personal information about you and your vehicle that you have provided to us is by consent and is required to form the basis of a quotation.  This information can / will form a contract with us if you accept the quotation and that information will be held on our database / email.

Data Controller, TrailerTREK Ltd, The Old Saw Mill, Harvest Lane, Coventry, CV5 9DD

Or email trailertrek@gmail.com

Privacy Policy

The data controller is TrailerTREK Limited.  TrailerTREK Ltd are committed to putting our customers ahead of business when it comes to collecting, using and protecting your personal data.

1. What data does TrailerTREK Ltd collect?

Our business supply and fitting tow bars and other aftermarket fits in its nature needs us to collect personal data form you the customer.  We need to collect this data so we can ensure you have the best possible customer service and experience from us.  The personal data we collect and use ensures that we supply the best possible products to your vehicle.

Our website does contain links to other websites that are operated by other organisations that have their own privacy policies. Please make sure you read the terms and conditions and privacy policy carefully before providing any personal data on a website as we do not accept any responsibility or liability for websites of other organisations.  The links on our site relate to products we install and try to ensure the customer gets the very best web experience.

- Name
- Address
- Post code
- Mobile
- Home number
- Vehicle make
- Vehicle model
- Vehicle registration number
- DVLA information for registration plate making
- Vehicle year
- Type of vehicle
- Type of tow bar
- Type of electrics
- Any other information you require help with
- Bank details (Not held as inputted and deleted at the time)
- eBay details – similar to the above but would in include PayPal details to facilitate online transactions etc.. Transactional information e.g. username / account number
- Vat number / Dealership / Company details / References
- Trust pilot / Online reviews information
- Pre delivery inspection sheets
- Invoices
- Calendar fitting details

Retention periods for this personal data varies as invoice and accounting information needs to be held for 7yrs, this includes all invoicing details e.g. what was fitted, name & address of customer to comply with the HMRC.

Credit card / PayPal details are never held and are deleted immediately.

Original emails & contacts will be automatically deleted every 36 months.  This is because in the unlikely event we need to perform any warranty work we can check what the customer had fitted and fault find with parts / order / fitting etc. Also manufacturers differ in their warranties e.g. we guarantee electrics and all our workmanship for 12 months but other manufacturers offer longer guarantees e.g. Witter offer a lifetime guarantee, BRINK 5yrs on tow bar assembly etc. etc.

2. When you the customer / business contact’s TrailerTREK Ltd it will normally be by phone, email, through our Websites, social media or face to face. During this transaction it is necessary for us to collect data to ensure we provide the best service and customer experience. We may collect:

• Information about your online purchases (for example, what you have bought when and where you bought it and how you paid for it).
• Your personal details, including your postal and billing addresses, email addresses, phone numbers, date of birth and title, company name, company registration and VAT number and references.
• Your vehicle details or information about your company’s vehicle fleet, including vehicle registration number, make, model and year, and any modifications there might be on your vehicle.

NB. We record phone ALL phone calls either incoming or outgoing at Trailertrek Ltd. This is to ensure what you say as a customer has been inputted correctly but also to ensure that in the event of a dispute the recording can be used to solve any disputes.

We will also keep a record of the email contact with you to ensure that if you take our quotation we are ready to proceed straight away and we won’t have to take the information down again.  This ensure that you receive the best possible customer service and ensures that people who are waiting to buy vehicles, have bought vehicles but don’t need a tow bar just yet and are ringing round for the most competitive quotation receive great service from us by not having to go through the lengthy booking in process.

3. If you register for a trade account for our Services, the data we collect is similar to the above to ensure good trading relations:

The details listed above which will also include account details for BACS payments, invoices, company registration, company name etc.

4. How and why we use personal data

We use your personal data to ensure we get the correct products installed on your vehicle e.g. tow bar and electrics.  Your details help process the orders we receive and also allow us to advise you on different products or services.

• To contact you in response to a contact request.
• To contact you regarding your quote or appointment.
• To confirm your appointment and quotation.
• To confirm whether you have received our quotation.

- We may need to manage your account with us.
- Process refunds or order.
- Use cookies and similar technology on our websites to improve customer experience.
- Cookies can be disabled in your browser.
- Ensure we communicate with you by the appropriate means e.g. email only / mobile only etc.
- We rely on data to carry out market research and internal research on what vehicles we are fitting to, which months are busiest etc. etc. This is to ensure that we have the right products on our shelves to ensure a great customer experience.
- We collect and use data on a regular basis on the key words customers are typing in to google and which areas in the country are requiring demand for our services.
- This data is captured and used from google analytics / AWSTATS and captures your IP address and location and what pages you looked at on the site.  This data is used to ensure we are marketing our services in the right areas.

5. TrailerTREK Ltd will ONLY contact and interact with you if you have contacted us before. We do not cold call or mass email.

• We will only contact you by landline, mobile phone, email or post; or by responding to social media posts that you have directed at us or by social media or market places messaging services which we both use e.g. Instagram, Facebook, snap chat etc.
• We use personal data to provide a quotation, clarification or assistance in response to your communications.
• If you tell us that you do not want to contact you for any reason or want your personal information removing from our systems, we will respect this choice and ensure all of your data is removed from our systems within 24hrs.

6. Sharing personal data with Service Providers

TrailerTREK Ltd work with and are approved fitters for Witter, Brink to name but a few tow bar manufacturers.  Bookings with different tow bar manufacturers require us to exchange customer details and vehicle details so we know where to fit the tow bar etc.  We treat this data from a third party as sensitively as we do any other data and we ensure that we follow the same system of approach as we do if you had contacted our company first.  Processing payments, invoicing, delivery and services need this data sharing to ensure a smooth uninterrupted flow from the customer’s initial contact to the installation of the tow bar.

The companies that TrailerTREK deal with e.g. Witter, Tow Trust, Brink, THULE, A1, ECS, Right connections, eBay, Google analytics, AWSTATS, Trust pilot, etc. etc. all have their own privacy policies which can be viewed on their own websites.

7.  How we protect personal data

At TrailerTREK tow bars we protect our data by using computer safeguards, firewalls, additional security software e.g. Norton / AVAST and data encryption.

Our data files are stored in a locked office which has bars and an alarm.

We only authorise access to our computer equipment by vetted employees who are direct employees of our company.

All our employees are aware of our privacy policy and comply with it.

We only authorise access to your personal details if the employee requires it e.g. the tow bar fitter will have access to your name, address, contact details and vehicle make, model etc. But would not have access to any other confidential information that you provide unless it is necessary for them to complete the installation e.g. payment details for use on handheld devices or contact the office and passing card details so they are inputted into our merchant management software for payment. NO CARD DETAILS ARE RETAINED AND THEY ARE NOT STORED ON OUR COMPUTER SYSTEMS.

Card payments are only completed by our Merchant Management system World Pay or the equivalent which automatically and immediately encrypt your details as soon as they are entered.

If you call we will ask some security questions to ensure we are talking to the right person e.g. model of car type of bar you specified etc...

We will not give your data out to other third parties unless we have not received payment in line with our terms and conditions and then we will contact our debt management agent and we will exchange your personal date / details with them so they can collect the outstanding amount.  

We would also share your data if we were subject to law e.g. being served with a Data Protection Form from any law enforcement agency to comply with any criminal investigation.

Whilst we will take the utmost care with your personal data and try to safeguard it organisationally, please note we cannot guarantee the security of any personal data that you transfer over the internet, on email, servers, contact forms or over the phone to us.

We will only keep your personal data for as long is relevant in order to achieve 100% customer satisfaction; this can be up to 7 years.

8. Cookies Policy

We use cookies and similar technologies, such as tags and pixels (“Cookies”) to personalise and improve your customer experience as you use our Websites and to provide you with relevant online advertising.

Cookies are small data files that allow a website to collect and store a range of data on your desktop, laptop or mobile device.

Cookies help us to provide important features and functionality on our Websites and we use them to improve your customer experience. For example, we use Cookies to do the following:

• Improve the way our Websites work.
• Improve the performance of our Websites.

Your choices when it comes to Cookies

Browser settings can be adjusted to accept or reject new Cookies and to delete existing Cookies. You can also set up your browser to notify you each time new Cookies are placed.

TrailerTREK Ltd do not routinely use cookies on their websites.

9. Your rights

The General Data Protection Regulations (2018) states you have the right to see the personal data we hold about you among other rights, these are:

Right of access to your data -

You have the right to request a copy of the information that we hold about you. You can request this information at any time by writing to:

Data Controller, TrailerTREK Ltd, The Old Saw Mill, Harvest Lane, Coventry, CV5 9DD

Or email trailertrek@gmail.com

10. Right of rectification

You have the right to correct data that we hold about you if it is inaccurate or incomplete.

Should our databases hold any inaccurate or incomplete information about you, please contact us at any time by writing to:

Data Controller, TrailerTREK Ltd, The Old Saw Mill, Harvest Lane, Coventry, CV5 9DD

Or email the trailertrek@gmail.com

11. Right to be forgotten

You can request that we completely delete / remove all of your data information from our records; we will oblige unless it is for accounting purposes as this is necessary for HMRC.

By law we have to hold a VAT invoice for every order for up to 7 years, these cannot be forgotten or deleted and are excluded from your rights

12. Right to restriction of processing

Where certain conditions apply, you have the right to restrict processing. 
We will not process or pass on your personal data to any other organisation without your permission to do so.  However it may be necessary to pass on your details to a third party and if this is the case we will obtain your permission.  Permission can be gained verbally either in person or on the phone, via social media or via email.

13. Right of portability

You have the right to have your personal data sent to you in an easily transferrable format.  This will normally be by email.

14. Right to object

You have the right to object to certain types of processing e.g. direct marketing; TrailerTREK Ltd doesn’t engage in direct marketing.

We will always give you the option to consent or object to being contacted through marketing channels. This can be amended and accessed at any time by writing to:

Data Controller, TrailerTREK Ltd, The Old Saw Mill, Harvest Lane, Coventry, CV5 9DD

Or email the trailertrek@gmail.com