Privacy Policy

Background:

Clear Vehicle Data Ltd recognises the significance of your privacy and understands your concern about the use and sharing of your personal data online. We highly value and respect the privacy of all visitors to our website, www.clearvehicledata.co.uk  (“Our Site”). We will only collect and use personal data in ways outlined in this policy and in accordance with the law.

Please read this Privacy Policy attentively and make sure you comprehend its content. By using Our Site, you are considered to have accepted and agreed to this Privacy Policy. If you do not agree with this Privacy Policy, please discontinue using Our Site immediately.

Definitions and Interpretation:

In this policy, the following terms hold these meanings:

• “Personal Data” refers to any data related to an identifiable person who can be directly or indirectly identified from that information. In this context, it pertains to personal data you provide to us through Our Site. This definition also includes the definitions provided in the Data Protection Act 1998 OR EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”).

• “We/Us/Our” refers to Clear Vehicle Data Ltd, a limited company registered in England under company number 07641222, with a registered address at 85 Church Rd, Hove, BN3 2BB, and its primary trading address at 57 Haltwhistle Road, South Woodham Ferrers, Essex CM3 5ZA.

Information About Us:

2.1 Our Site is owned and operated by Clear Vehicle Data Ltd, a limited company registered in England under company number 07641222, with a registered address at 85 Church Rd, Hove, BN3 2BB, and its primary trading address at 57 Haltwhistle Road, South Woodham Ferrers, Essex CM3 5ZA 

2.2 Our VAT number is 156451311.

2.3 Our Data Protection Officer is Mr G T Hudson, and you can contact him via email at tim.hudson@clearvehicledata.com, by telephone at 0800 999 3458, or by mail at Clear Vehicle Data, Middle Mare, West Mare Lane, Pulborough, RH20 2EA.

Scope of This Policy:

This Privacy Policy exclusively pertains to your usage of Our Site. Our Site might contain links to other websites. Please be aware that we have no control over how your data is collected, stored, or used by other websites. We recommend reviewing the privacy policies of such websites before providing them with any data.

Your Rights:

4.1 As a data subject, you possess the following rights under the GDPR, which this Policy and our use of personal data aim to uphold:

• 4.1.1 The right to be informed about our collection and use of personal data.
• 4.1.2 The right of access to the personal data we hold about you (see section 12).
• 4.1.3 The right to rectification if any personal data we hold about you is inaccurate or incomplete (please contact us using the details in section 13).
• 4.1.4 The right to be forgotten – the right to request us to delete any personal data we hold about you.
• 4.1.5 The right to restrict (i.e., prevent) the processing of your personal data.
• 4.1.6 The right to data portability (obtaining a copy of your personal data for reuse with another service or organisation).
• 4.1.7 The right to object to us using your personal data for specific purposes.
• 4.1.8 Rights related to automated decision making and profiling.

4.2 If you have any concerns regarding our use of your personal data, please contact us using the details provided in section 13, and we will make our best efforts to resolve the issue. If we are unable to assist, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

4.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

Data Collection:

Depending on your use of Our Site, we may collect some or all of the following personal and non-personal data:

• 5.1 Name.
• 5.2 Business/company name.
• 5.3 Job title.
• 5.4 Contact information such as email addresses and telephone numbers.
• 5.5 Demographic information like postal code, preferences, and interests.
• 5.6 IP address.
• 5.7 Web browser type and version.
• 5.8 Fleet information or personal car details.
• 5.9 Data contract renewal date.

Data Usage:

6.1 We process and store all personal data securely, for no longer than necessary for the purposes it was initially collected. We will adhere to our obligations and ensure the utmost security (see section 7 for more details).

6.2 Our use of your personal data will always have a lawful basis, either due to the necessity for our contract performance with you, your consent to our use of your personal data (e.g., subscribing to emails), or our legitimate interests. We may use your data for purposes including, but not limited to:

• 6.2.1 Providing our products and services to you (please note that we require your personal data to enter into a contract with you).
• 6.2.2 Customising and tailoring our product services for you.
• 6.2.3 Responding to your emails.
• 6.2.4 Sending you emails that you have opted into (you can unsubscribe or opt-out at any time by emailing us or clicking the Unsubscribe button).

6.3 With your consent or where permitted by law, we may also use your data for marketing purposes, which may include contacting you by email, telephone, text message, or mail with information, news, and offers on our products and services. However, we will not send you unsolicited marketing or spam, and we will ensure your rights are fully protected and that we comply with the Data Protection Act 1998, GDPR, and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

6.4 You have the right to withdraw your consent for us to use your personal data at any time and request its deletion.

6.5 We do not retain your personal data for longer than necessary in light of the purposes for which it was initially collected. Data will be retained for the following periods (or its retention will be based on the following criteria):

• 6.5.1 Annual review of the database to determine which Accounts and Contact details to retain.

Data Storage and Security Measures:

7.1 We retain your personal data only for as long as needed and as permitted. Your data will be stored exclusively in the UK, on secure servers provided by Microsoft, Salesforce, or Sage. We have implemented adequate measures to safeguard and secure data collected through Our Site as data security is of utmost importance to us.

Data Sharing:

8.1 Subject to section 8.2, we will not share your data with third parties for any purposes.

8.2 In specific circumstances, we may be legally obliged to share certain data, including your personal data, for example, when we are involved in legal proceedings, complying with legal requirements, court orders, or government authorities.

8.3 We may share your data with other companies within our group of Data Partners for delivering contracted data services. This includes International Decision Systems, Engage Global, and Data Partners Ian Burnett, Adrian Moss, and Ken Burgin. On occasion, we may engage third parties to provide products and services on our behalf, such as payment processing, goods delivery, search engine facilities, advertising, and marketing. If any of your data is required for such purposes, we will take reasonable steps to ensure your data is handled securely and in accordance with your rights, our obligations, and the law.

8.4 We may compile statistics about the usage of Our Site, including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifiable information or any anonymised data that can be combined with other data to identify you. We may occasionally share such data with third parties like potential investors, affiliates, partners, and advertisers, within the boundaries of the law.

8.5 In specific circumstances, we may be legally obligated to share certain data, including your personal data, for example, when we are involved in legal proceedings, complying with legal requirements, court orders, or government authorities.

Business Changes:

9.1 We may occasionally expand or reduce our business operations, which may involve selling and/or transferring control of all or part of our business. Any personal data you provided will be transferred, if relevant to the part of our business being transferred, and the new owner or controlling party will be allowed to use that data for the same purposes it was originally collected for under the terms of this Privacy Policy.

9.2 In case of any data transfer in such a manner, you will be notified in advance of the changes.

Data Control:

10.1 In addition to your GDPR rights outlined in section 4, when you submit personal data via Our Site, you may have options to limit our data usage. Specifically, we strive to provide you with strong controls over our use of your data for direct marketing purposes (including opting out of receiving emails from us, which you can do by unsubscribing using the links provided in our emails and during data submission).

10.2 You may also choose to sign up for one or more preference services in the UK, such as The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These services may help prevent unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications to which you have consented.

Application Data – Protective Measures We Take:

We have established a Security, Privacy, and Compliance Committee (“SPCC”) comprising data protection specialists, legal consultants, and security experts to ensure GDPR compliance for our company and products. Our executive team, including co-founders, is committed to enhancing transparency and trust.

We commit to informing our Partners of any privacy incidents. We will continue to invest in threat detection and avoidance technologies and maintain our incident management program to assist you in responding to security or privacy incidents.

We continuously refine our documented processes and provide ongoing training to our team members on appropriate incident response procedures.

We employ robust security measures for data processing, including:

• Encryption, including encryption of your data at rest with AES256 (EBS/S3/Glacier/RDS) and IPsec tunnels into AWS with VPN Gateways.
• Monitoring and Logging, encompassing asset management, configuration, auditing, security analytics, network flow data via VPC-FlowLogs, rule-based configuration checks and actions, filtering, and monitoring of HTTP access to applications.
• Access controls, including Multi-Factor Authentication (MFA).
• Data Privacy practices such as determining where our Partners’ content is stored, utilising strong encryption for content in transit or at rest, managing access, hashing data and transactions, and conducting regular data audits and reviews for unnecessary data erasure.
• Privacy by Design principles, including ensuring reliable control operation, continuous real-time auditing, and enabling End-Users to opt out of our services at any time via our Privacy Policy.

Your Right to Withhold Information:

You may access certain sections of Our Site without providing any data. However, to fully utilise all features and functions on Our Site, you may be required to submit or allow the collection of specific data.

Accessing Your Data:

You have the right to request a copy of any of your personal data we hold (if such data is held). Please contact us for more details at sales@clearvehicledata.com or using the contact details provided in section 13.

Contacting Us:

If you have any inquiries regarding Our Site or this Privacy Policy, please reach out to us via email at sales@clearvehicledata.com, by telephone at 0800 999 3458, or by mail at CVD, Middle Mare, West Mare Lane, Pulborough, RH20 2EA. Please ensure your query is clear, especially if it pertains to information about the data we hold about you (as mentioned in section 12 above).

Changes to Our Privacy Policy:

We may modify this Privacy Policy from time to time, such as in response to changes in the law. Any revisions will be promptly posted on Our Site, and your acceptance of the Privacy Policy’s terms will be presumed upon your initial use of Our Site following the alterations. We recommend checking this page regularly to stay updated.sss