Home » Privacy Notice

Pendragon Vehicle Management is a company registered in England and Wales which is part of the Pendragon group of companies (collectively referred to as “Pendragon Vehicle Management”, “we” or “us” in this policy)

Overview

Maintaining the security of your data and ensuring that you are in control of how your data is handled is a priority at Pendragon Vehicle Management. We are dedicated to ensuring that we are transparent about the data that we collect about you, how we use it and the conditions whereby we may disclose your data to others. We will ensure that your data is kept secure and that you are aware of the steps we have taken to ensure the security of your private information.

Pendragon Vehicle Management takes the security of your data very seriously and strictly adheres to guidelines published in the United Kingdom Data Protection Act 1998 and the General Data Protection Regulation 2016/679 which is applicable from 25th May 2018. Any questions relating to this policy and our privacy practices should be sent to dataprotection@pendragon.uk.com

This policy applies whether you visit our website, make an enquiry or engage with us on the telephone, and aims to provide you with information about:

  • Personal data we collect 
  • How we may use your personal data 
  • Your legal rights relating to your personal data

Personal data we collect

We will only collect relevant data to enable us to carry out the service you have requested, below we have set out in more detail about the personal data we collect and why we collect it. We review our retention periods regularly and will only hold your data for as long as it is necessary for the original purpose it was intended for, as required by law or as set out in any relevant contract we have with you.

Vehicle Funding

If you decide to procure vehicles from Pendragon Vehicle Management, under a contractual obligation, we will collect details about your business, including company name, address, contact number and details on the vehicles that require funding. This personal data may be shared with financial services organisations, such as companies which provide hire-purchase funding and banks providing such funding. This is for the purpose of securing such funding on your behalf. We may provide personal data to enable such financial services organisations to carry out necessary searches in order to enable them to make a funding decision for you and meeting their legal and regulatory requirements.

In addition, these funders may share your data within their group of companies who provide services to them and so that they and any other companies in their group can look after your relationship with us and them.

We will securely store this information for 7 years. At the end of your finance agreement we will contact you to discuss your end of finance agreement and where applicable arrange the required arrangements to fulfil the contract – for example end of finance vehicle appraisal.

Customer Service

In order to provide a high quality service to you and your business, under a contractual obligation we will collect your business name, business address, business contact number and business email address. We will also collect details on your drivers, including driver name, driver address, driver email address, driver telephone number, driver license details, driver accident history and vehicle details, including registration number. This information is stored for 7 years after the end of contract and will be used to process critical business activities, such as ordering, delivery, and collection, and fleet management services such as accident management and maintenance.

Ordering and Delivery

If you or a driver orders a vehicle from Pendragon Vehicle Management under a contractual obligation we will process your business name, business address, business contact number and business email address as well as the details of the driver, including driver name, driver address, driver email address, driver telephone number, and driver license details.

In order to deliver your new vehicle to the driver or destination of choice, the contact name, delivery address, contact email address, contact telephone number and vehicle details will be passed to our selected delivery partners.

Inspection and Collection

At the end of a contact, we will arrange to book and perform a vehicle inspection before collecting the vehicle. Under a contractual obligation we will process the driver name, driver address, and driver telephone number. This information will be passed to our selected partners.

Service, Maintenance and Repair Booking

To arrange an online vehicle service or MOT booking via our driver helpline, we require your name, contact information and vehicle details. This information is required so that our third partner provider can arrange your booking for you at your chosen site and send you your booking confirmation through your preferred contact method (email or SMS).

As part of our contractual obligation our system will have stored your information, along with your service and MOT due date. We will send your drivers service/MOT reminders as part of our service.

Tyres

If you book tyre repair or replacement via Pendragon Vehicle Management, under a contractual obligation our select partner will collect your business name, driver name, driver address and vehicle details including registration number.

Number Plates and Driver Packs

Each Pendragon vehicle includes a Pendragon number plate and driver pack. In order to include this with your vehicle, under a contractual obligation we will pass your business name, contact address, driver name and vehicle details including registration number, to our selected partner.

Salary Sacrifice Insurance

In order to arrange insurance for a salary sacrifice vehicle, under a contractual obligation we will pass your business name, driver name, driver address, driver date of birth, driver license details, driver accident history, details of any other drivers and vehicle details including registration number, to our selected partner.

Salary Sacrifice Gap Insurance

In order to arrange gap insurance for a salary sacrifice vehicle, under a contractual obligation we will pass your business name, driver name, driver address, driver date of birth, driver license details, vehicle delivery date, vehicle details including registration number, P11D, finance rental, date of registration of vehicle, CO2 policy number and policy cost to PVM, to our selected partner.

Fuel Cards

In order to arrange a fuel card for a driver, under a contractual obligation our selected partner will process your business name, driver name, driver address and vehicle details including registration number.

Risk Management

If you choose to take the risk management product from Pendragon Vehicle Management, including license checking, driver training and grey fleet management, under a contractual obligation our selected partner will process your business name, driver name, driver address, driver date of birth, driver telephone number and email address, driver license details, driver accident history, and vehicle details including registration number.

Accident Management

If you choose to take the accident management product from Pendragon Vehicle Management, in the event of an accident our selected partner will process your business name, driver name, driver address, driver contact details, vehicle details, registration number and details of the accident, in order to fulfil their contractual obligation.

Rental Booking

If you choose to book a daily rental or RentalPlus vehicle with Pendragon Vehicle Management, under a contractual obligation we will collect and process the business name, business address and business contact details as well as driver name, driver telephone number, delivery and collection addresses, vehicle type required as well as details of the contact at the delivery and collection address. This information will be passed to our selected rental partners. This information is securely stored for an indefinite period of time.

Reporting

In order to continuously improve our services and offering, under a contractual obligation Pendragon may from time to time use data that includes some personal information, such as customer name, customer address, and vehicle details, for internal performance measurement. This information is legally stored for 7 years.

Account Management

In order to perform the terms of our contract with an existing customer and manage their account, under a contractual obligation Pendragon will collect and process the client’s Business Name, Business Address, Business Telephone Number, Business Email Address, Primary Contact Name, Primary Contact Email Address, and Primary Contact Telephone Number, as well as company details that include industry type and the size of the fleet. This information is securely stored for an indefinite period of time.
Communication with a primary contact may be over the phone or via email, and Pendragon will from time to time send emails with relevant communications such as government tax changes, updated processes, news and articles as part of our internal consultancy service.

Sales

It is Pendragon Vehicle Management’s mission to help UK businesses save money and cut the time spent on managing fleets.

In line with this mission, an internal sales team, or a third party telemarketing agency contracted to Pendragon, will collect and process information such as Business Name, Business Address, Business Telephone Number, Business Email Address, Primary Contact Name, Primary Contact Email Address, and Primary Contact Telephone Number, as well as company details that include industry type and the size of the fleet. This is in order to contact buyers in an organisation with our service offering. Due to the role the decision maker performs as part of their profession, we feel that this is in their legitimate interest to understand how we can help assist their business.

Data may be gathered directly from the buyer or obtained from a data list where the contact has consented to signing up to and being contacted by relevant third parties. This information is securely stored for an indefinite period of time. Data is purged periodically.

Communication with a primary contact may be over the phone or via email, and Pendragon will from time to time send prospective emails with relevant communications such as insights into the fleet industry and guidance, as part of our internal consultancy service.

Online Enquiry

If you enquire about one of our services we require your name, email address and contact telephone number to able us to respond to your enquiry. We will continue to discuss your enquiry with you for up to 6 months after your initial enquiry.

Buy your car

If you request a valuation for your current company vehicle we will process your vehicle details including registration number, mileage, plus your name, email address and telephone number so that we can send you your indicative valuation.

Contact by phone

Should you call us or one of our partners, or should we contact you, your phone call may be recorded and will be retained for a maximum of 3 months. The recording will be used for quality and training purposes only.

How we may use your personal data

Where you have provided Consent

Pendragon Vehicle Management may use your personal data for electronic marketing purposes and we may contact you to update you on your selected marketing preferences via email or telephone with services and other related products.

You have the right to opt out of receiving promotional communication at any time by contacting Pendragon Vehicle Management via the contact details set out in this policy.

Where there is a legitimate Interest

We may use and process your personal information where it is necessary for us to pursue our legitimate interest as a business for the following purposes:

Automated Processing

When visiting our website, we may collect data directly from you as set out in this policy, as well as analysing your browsing and purchasing activity, both online and in dealership, along with your previous response to marketing communications. The results of this data (collected by Cookies) allow us to ensure that we contact you with information on products and offers that are relevant to you. To do so, we use automated profiling software.

Pendragon Vehicle Management recommend that you accept cookies for the following reasons:

  1. They enable us to customise elements of our websites for you to provide you with relevant content and offers based on your previous browsing history.
  2. We are able to recognise how many users are accessing our website so that we can ensure we have enough capacity and that our pages load within an acceptable time for visitors.
  3. It helps us to identify errors with the website and resolve them effectively. 
  4. They allow us to collect statistical, anonymous information about how our visitors browse our site so that we can improve customer experience. 
  5. It informs us which sections of our site are the most popular and how we can improve those that do not perform well.

Website Banner Marketing

If you visit our website, you may receive personalised banner advertisements whilst browsing other websites including but not limited to search engines and social networking. Any banner advertisement you will see will relate to products you have viewed whilst browsing our website on your computer or other devices.

These advertisements are provided by Pendragon Vehicle Management using ‘Cookies’ placed on your computer or other device. You can remove or disable cookies at any time – see our cookies policy for more information.

Social Media

You may receive advertising based on information about you that we have provided to the social media platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it receives from us.

  • For the Prevention of fraud and other criminal activities
  • To undertake credit checks for finance
  • To correspond and communicate with you
  • To comply with a request from you in connection with the exercise of your rights

For example – where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression list in order to be able to comply with your request)

For accuracy of data

In order to keep our data up to data and accurate improvements made be made to our database e.g. by consolidating records we hold about you.

General Administration

We may need to process your data to manage your queries, complaints, or claims and may result in us contacting you by the contact details you have previously provided.

Where required to perform a Contract with you

We may use and process your personal data where it is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract with you including for the following purposes:

  • The lease of a vehicle
  • To exchange information for fleet management services to the relevant manufacturer of your vehicle.

Where it is in your Vital Interest

We may use your personal information to contact you if there are urgent safety or product recall notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information may prevent or reduce any potential harm to you.

Where it is required to comply with our Legal Obligation

We will use your personal data to comply with our Legal Obligation including: (i) to assist HMRC, the Police, the Driver and Vehicle Licensing Agency (DVLA) or any other public authority or criminal investigation body; (ii) to identify you when you contact is; and (iii) to verify the accuracy of data that we hold about you.

Cookies

We use cookies to enhance the experience for visitors to our website. Cookies are small files which help us to track and identify visitor preferences which enable us to deliver relevant content and help visitors navigate the website.

The cookies that we use do not store any confidential information about you. You may wish to disable these cookies however disabling these cookies may prevent you from using certain parts of pendragonvehiclemanagement.co.uk website efficiently. The following are the third-party cookies we use on pendragonvehiclemanagement.co.uk.

Cookie name Description/Purpose Cookie category/type of use Expiry date
Google analytics
- _ga
- _gid
- _gat
This cookie enables Pendragon to distinguish users
- Distinguish users
- Distinguish users
- Throttle request rate
Tracking / Marketing - 2 years
- 24 hours
- 1 minute
Adwords conversion tracking
_gac_< PROPERTY-ID >
This cookie enables Pendragon to discover what happens after a vistior clicks on one of our ads. Marketing -
Adwords Remarketing
_gac_< PROPERTY-ID >
This cookie uses tags to serve ads based on a visitor's past visits to the Pendragon website. Marketing -
Facebook cookie This cookie makes it possible to send data to Facebook. Further information on the use of cookies and how they can be handled is available on the Facebook website.
https://developers.facebook.com/docs/facebook-pixel
Marketing Session
- These cookies record the time and date a specific page was viewed online. It can also supply various details relating to the user such as IP address, referring sites and browser information. Marketing Session
DoubleClick Cookie
_dc_gtm
Used to help identify the visitors by either age, gender, or interests by DoubleClick - Google Tag Manager. Marketing -
Google tag manager
_gtm
Used to help identify the visitors by either age, gender, or interests by DoubleClick - Google Tag Manager. Marketing -
ASP.Net_SessionID This is used by the by the servers to identify an individual web session on the site and keep them unique. Necessary Session
Campaign Stores the details of the marketing campaign that resulted in the website visit i.e. what advert or link was used to trigger the visit. Marketing Session
DefaultSettings Stores a visitor's search preferences such as sort order. Functional -
Finance Stores a visitor's preferences if using vehicle search for finance quotes. This prevents a user from having to persistently enter the same details. Functional -
LastClickedID Stores the detail of which vehicle was clicked to allow the user to be taken back to the correct place if they choose to 'go back' in the browser. Functional -
Latitude Used to identify location, if geo-location is enabled in the browser. Functional -
Longitude Used to identify location, if geo-location is enabled in the browser. Functional -
Privacy Stores whether the user has accepted the cookie policy. Functional -
Page Stores the page number the user has viewed within a list of vehicle results. Functional -
PostcodeExists Stores whether the user as entered their postcode - this allows the website to determine whether to enable certain functionality that requires a postcode. Functional -
TileView Stores a user's preference if using the vehicle search and determines what type of view to use when presenting vehicle details. Functional -
UsersPostcode Stores a user's postcode. This enables certain functionality such as finding nearest dealer or vehicles. Functional -
VehicleFilters This cookie stores details of filters used within a vehicle search and allows the search filters to be maintained as a user pages through the results. Functional -


How to disable cookies?

You may wish to disable these cookies however disabling these cookies may prevent you from using certain parts of pendragonvehiclemanagement.com website efficiently.

However if you wish to learn more about the cookie settings for your browser, please select the links below:

  • Internet Explorer
  • Firefox
  • Chrome
  • Safari
  • iOS.

To learn more on how Google & Facebook cookies work on websites, please visit:

  • Google analytics: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
  • DoubleClick: https://support.google.com/dcm/partner/answer/2839090?hl=en
  • Facebook pixel: https://developers.facebook.com/docs/facebook-pixel

Collection of general data and information

Our website collects a series of general data. This general data and information is stored in the server log files. General day includes (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) any other similar data and information that may be used in the event of attacks on our information technology systems.

When using general data and information, we do not draw any conclusions about visitors. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, we only analyse anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our enterprise, and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by individuals.

Sharing Data with third parties

In order to make certain services available to you, we may disclose your personal information to third parties. We will only disclose the minimum amount of personal data in order to provide the service. We have data sharing agreements in place with each of our third-party suppliers and have completed the necessary security checks to ensure that your data is kept safe once it is passed to them. Our third-party suppliers only have the rights to use your data for the purpose of fulling the service required of them, they do not have marketing rights over your data. Your data will be shared with third parties under the following circumstances:

  • If your enquiry leads to the lease of a vehicle, we will disclose your information to our selected partners in order to deliver the vehicle, and order the driver pack and Pendragon number plate. Your information will also be used to arrange an inspection and collection at the end of contract.
  • If your enquiry leads to you taking a fleet service from us, such as a maintenance or accident management, the necessary information will be shared with our partner in order to fulfil the terms of their contract.

Marketing

If you opt-in to receive marketing from manufacturers, we recommend that you read their privacy policy to see how they will use your data and how to alter your marketing preferences with them should you wish to in the future.

Your Rights

You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for your information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received this information or, where no such information is required, after we have received your request.

Accessing your personal information

You have the right to ask for a copy of the information we hold about you by emailing or writing to us at the end of this policy. This will be provided in a readable format (CSV) free of charge. We may not provide you with a copy of your information if this concerns other individuals or we have another lawful reason to withhold that information.

Correcting and updating your personal information

The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information we hold about you. In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold about you is inaccurate or out of date, please let us know by contacting us via the details at the end of this policy.

Withdrawing your consent

Where we rely on your consent as the legal basis for processing your personal information, as set out under ‘How we use your personal data’ section, you may withdraw your consent at any time by contacting us using the details at the end of this policy. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can also do this by selecting the ‘amend my preferences’ link located at the bottom of our emails. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.

Objecting to our use of automated processing

You may contest to a decision made about you based on automated processing by contacting us on the details at the end of this policy.

Erasing your personal information or restricting its processing

In certain circumstances, you may ask for your personal data to be removed from our systems by emailing or writing to us at the address at the end of this policy. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.

You may also ask us to restrict processing your personal data in the following situations;

  • Where you believe it is unlawful for us to do so,
  • You have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.

In these situations, we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company in connection with legal proceedings.

Transferring your personal information

Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under section ‘How we use your personal data’ you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a CSV file.

We may not provide you / transfer you a copy of your data if this concerns other individuals or we have another lawful reason to withhold that information.

Complaining to the UK data protection regulator

You have the right to complain to the Information Commissioners Officer (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO website for further details.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

By email: dataprotection@pendragon.uk.com

Or write to us at: Data Protection Officer, Pendragon Vehicle Management, Loxley House, 2 Oakwood Court, Little Oak Drive, Annesley, Nottinghamshire NG15 0DR.

Changes to your Privacy & Cookies Policy

Any changes we make to our privacy policy in the future will be published on this page and, where appropriate, notified to you by email.

This policy was last updated: Wednesday 16th May 2018