Privacy Policy

1. Who we are

Automotivate Fleet Solutions Limited is the controller responsible for the personal information described in this policy.

We are registered in England under company number 16707642. Our registered office is Montgomery House, Sheephouse Wood, Stocksbridge, Sheffield, S36 4GS. Our trading address is F17, Building 330, Street 1, Westcott Venture Park, HP18 0NP.

2. Information we collect

Depending on how you interact with us, we may collect:

• Identity and contact details, including names, business details, addresses, email addresses and telephone numbers
• Enquiry and vehicle-requirement details, including fleet information, vehicle specifications, budgets, timescales and purchase preferences
• Finance-proposal information, including company and bank details, directors’ dates of birth, contact details, home addresses, marital and property status, and electronic declarations
• Transaction, vehicle, service and correspondence records
• Marketing preferences and records of opt-outs
• Cookie choices and limited technical or security information used to operate and protect the website
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• With your consent, website-usage and marketing-engagement information, including pages visited, referrers, interactions, browser or device characteristics, language and approximate location

We normally obtain information directly from you, your business or someone acting on its behalf. For proportionate business-to-business marketing, we may also use relevant corporate contact information from public business sources, referrals or existing business relationships.

3. How and why we use your information

We use personal information to:

• Respond to enquiries and prepare vehicle, conversion, finance or fleet-support proposals
• Assess and progress business finance proposals with appropriate brokers or lenders
• Supply products and services, administer transactions and maintain business records
• Manage customer relationships and provide support
• Send relevant business-to-business marketing and industry information, with a clear opt-out
• Operate, secure and improve our website and prevent misuse
• Establish, exercise or defend legal claims and comply with legal or regulatory obligations

Our lawful bases may include taking steps at your request before entering into a contract, performing a contract, complying with a legal obligation, and our legitimate interests in responding to business enquiries, supplying and improving our services, securing our systems and conducting proportionate business-to-business marketing. Where the law requires consent, including for optional cookies or particular marketing activity, we rely on consent and you may withdraw it at any time.

4. Sharing your information

We do not sell or rent personal information. Where necessary for the purposes above, we may share it with:

• Website hosting, data-storage, IT, communications, analytics and professional service providers acting under appropriate obligations, including Google Analytics, Ahrefs and, for consented marketing tracking, Dynamo by Data HQ
• Approved finance brokers, funders or lenders when you ask us to progress a finance proposal
• Vehicle suppliers, conversion partners, delivery providers and other parties needed to fulfil a requested service
• Professional advisers, insurers, regulators, courts, law-enforcement bodies or public authorities where required
• A purchaser or successor if our business or relevant assets are reorganised, sold or transferred

Finance providers may act as independent controllers and provide their own privacy information when they receive or assess an application.

5. International transfers

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires it, we use an applicable adequacy decision, approved contractual safeguards or another lawful transfer mechanism, together with appropriate supplementary protections where needed.

6. Retention and security

We review general enquiries and vehicle briefs after 12 months and delete them when there is no continuing enquiry, customer relationship, transaction, legal claim or other justified business or legal need. We review finance proposals after six months because they contain more sensitive information. We delete a finance proposal when it is no longer needed to progress or document the proposal, unless an applicable legal, regulatory or dispute-resolution requirement justifies keeping particular information for longer.

Test, duplicate and spam submissions are deleted as soon as they are identified. Records that must be retained for an active matter are reviewed again when that matter ends. We do not retain website submissions indefinitely merely in case they become useful.

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction. Access to submitted information is restricted to people who need it for their work.

7. Cookies and similar technologies

The website uses an essential cookie to remember your choices. With Analytics consent, it loads Google Analytics 4 and Ahrefs Web Analytics. With Marketing consent, it loads Dynamo tracking supplied by Data HQ. These optional technologies remain disabled until the relevant permission is obtained and do not run on website previews. You can accept, reject or change optional categories through the Cookie settings button at the bottom of the website. See our Cookie Policy for the current services, cookie list and durations.

8. Business-to-business marketing

We may send relevant commercial vehicle and fleet information to appropriate corporate contacts where permitted by law and where our legitimate interests are not overridden by the individual’s rights. Every marketing email will identify us and provide an easy way to opt out. We maintain suppression records so that we can respect opt-out requests. More information is available in our Legitimate Interests Assessment.

9. Your rights

Depending on the circumstances, you may have the right to:

• Request access to and a copy of your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to erase information or restrict its use
• Object to processing based on legitimate interests or to direct marketing
• Receive certain information in a portable format
• Withdraw consent where processing relies on consent
• Complain to the Information Commissioner’s Office

These rights are not absolute and exemptions may apply. To exercise a right, contact us using the details below. We may need to verify your identity before acting on a request.

10. Automated decision-making

Automotivate does not use the website to make decisions about individuals based solely on automated processing that produce legal or similarly significant effects. A finance provider may use its own systems when assessing a proposal and should explain any relevant processing in its own privacy information.

11. Data protection complaints

If you are concerned about how we have used your personal information, you can make a data protection complaint by emailing sourcing@automotivate.co.uk with the subject “Data protection complaint”, or by writing to us using the address below.

Please explain what has happened and include the information we need to identify you and investigate your complaint. We will acknowledge your complaint within 30 days of receiving it.

We will investigate your complaint without undue delay, keep you informed where appropriate, and provide you with a written outcome explaining our conclusions and any action we have taken or propose to take.

If you are dissatisfied with our response, or believe that your data protection rights have been infringed, you have the right to complain to the Information Commissioner’s Office. You can find guidance at ico.org.uk. We would appreciate the opportunity to address your concerns first.

12. Changes to this Privacy Policy

We may update this Privacy Policy when our services, suppliers or legal obligations change. The current version will be published on this page. This policy must be reviewed again before the new website goes live.

13. Contact us

If you have any questions, wish to exercise your data-protection rights, or want to make a data-protection complaint, please contact us: