How we handle your personal information
This notice explains what personal information Hamilton Street Motors Ltd collects, why we collect it, how long we keep it and what rights you have over it. We are the data controller for the information described here.
The data controller
The information we hold and why
| What we collect | Why we need it | Lawful basis |
|---|---|---|
| Name, address and contact details | To respond to enquiries and complete a sale | Contract and legitimate interests |
| Photographic identification | To complete the DVLA keeper change | Legal obligation |
| Driving licence details | To confirm the category you may ride or drive | Legal obligation and contract |
| Vehicle and registration details | To complete the sale and the keeper change | Contract and legal obligation |
| Payment and invoice records | Accounting, tax and record keeping | Legal obligation |
| Telephone and email correspondence | To answer questions and keep an accurate record of what was agreed | Legitimate interests |
Retention, in plain terms
Six years for transaction records
Invoices, payment records and the paperwork behind a sale are kept for six years to meet accounting and tax requirements. After that they are securely destroyed.
- Invoices and payment records: six years
- Keeper change documentation: six years
- Identification copies: destroyed after verification
Twelve months for enquiries
If you contact us and no sale follows, we keep the correspondence for twelve months so that a follow-up question can be answered, then delete it.
- Enquiry emails and notes: twelve months
- Telephone notes where recorded: twelve months
- Marketing consent records: until withdrawn
What you can ask us to do
Who else sees your information and how it is protected
Who we share it with
We share information only where it is necessary to complete what you have asked us to do, and never for anybody else marketing purposes.
- DVLA, for the keeper change
- Our accountant, for statutory records
- Payment providers, to process a transfer
- Regulated finance providers, only at your request
How it is protected
Paperwork is held securely on site, electronic records are password protected, and identification copies are destroyed once verification is complete.
- Secure storage for paper records
- Password protection for electronic records
- Identification copies destroyed after use
- No transfer of your data outside the United Kingdom
Separate notice for website cookies
Where is the cookie information?
Can I withdraw consent?
Do you sell data to third parties?
Questions about this notice
If anything in this notice is unclear, ask us and we will explain it in plain English. You can also raise a concern with the Information Commissioner’s Office.