Who we are#
White Rose Motors Ltd is a family run independent garage at Unit A, The Coppetts Centre, North Circular Road, London N12 0SH. We are the data controller for the information described below, which means we decide what is held and why.
You can contact us by phone on 020 8445 1050, by WhatsApp on the same number, by email at info@whiterosemotors.com, or in person at the garage.
What we collect#
Nearly everything we hold comes straight from you, when you ring, message, email, fill in the enquiry form on our contact page, or walk in.
- Your name, phone number and email address
- Your vehicle registration, make, model and mileage
- The service and repair history of the vehicle, including anything you tell us about work done elsewhere
- Notes on the fault you have described and the work requested
- Your address, if you have asked us to collect and return the car
- For accident repair and bodywork, your insurer, policy and claim details and what happened
- For fleet customers, the contact details of the person responsible for the vehicles
If you accept analytics cookies, Google Analytics also collects information about your visit. Our cookie policy sets that out.
Why we hold it and our lawful basis#
- To price the job, book the vehicle in and carry out the work.
- Lawful basisperformance of a contract with you, or steps taken at your request before one
- To contact you while the vehicle is with us, including to ask you to approve extra work.
- Lawful basisperformance of a contract
- To keep a service and repair history for your vehicle.
- Lawful basisour legitimate interests in running the garage properly and answering questions about past work
- To record MOT results and to keep VAT and accounting records.
- Lawful basiscompliance with a legal obligation
- To handle an insurance claim where you have asked us to.
- Lawful basisperformance of a contract, and our legitimate interests in carrying out repair work for insurers
- To measure how the website is used.
- Lawful basisyour consent, which you can withdraw at any time
We do not profile you, we do not make automated decisions about you, and we run no marketing email list.
The enquiry form#
The form on our contact page sends what you type to us by email. We ask for your name, an email address to reply to, and a description of what the car needs. A phone number and the service you are asking about are optional, and only help us come back to you with the right answer. There is no field for your registration or your vehicle, so if those matter to the question, put them in the message.
The email is sent by Resend, an email delivery service acting as our processor, and nobody else reads it. The website itself runs on Cloudflare, which handles the request and sees the IP address it came from.
To keep the form from being abused, it uses a hidden field that only automated software fills in and a check on how quickly the form was completed. We intend to add Cloudflare Turnstile, which confirms you are a person without setting an advertising cookie or asking you to solve a puzzle. It is not switched on yet, and we will update this policy before it is.
If the form cannot send for any reason, your browser offers to send the same message by email or WhatsApp instead. We keep no database of enquiries on the website. The only thing held there is a count of how many times your connection has used the form, which expires by itself after an hour and exists solely to stop the form being flooded.
Who we share it with#
We share only what the job needs, and only with:
- The DVSA, which records MOT results on the national database
- Vehicle manufacturers, where we update a digital service record on their system
- Insurers and their approved repair networks, where you are making a claim
- Parts suppliers, where a part has to be ordered for your vehicle
- Our accountant, for financial records
- Resend, which sends us the enquiry form email as our processor
- Cloudflare, which hosts this website and runs the contact form, and which sees your IP address as our processor
- Google, which acts as our processor for website analytics
We never sell your information and we never pass it on for anyone else's marketing.
How long we keep it#
MOT records and financial records are kept for at least the minimum period the law requires. Job records and service history are kept for as long as they are useful in looking after the vehicle. Enquiries that do not lead to work are kept for a shorter period and then deleted.
Cloudflare keeps short-lived request logs as part of hosting the site, and the hourly count the enquiry form keeps to stop flooding expires by itself after an hour. Neither is used to build a picture of you.
Where it is stored#
Records are held on our systems at the garage and on those of the suppliers named above. Google Analytics, Cloudflare and Resend all run global networks and may process data on servers outside the United Kingdom. Where that happens, the transfer relies on the safeguards those companies have in place, including the UK approved standard contractual terms.
WhatsApp messages#
If you message us on WhatsApp, Meta carries and stores the message under its own terms and privacy policy, which we do not control. We keep the thread on the office handset and use it only to deal with your enquiry.
Security#
Access to customer records is limited to staff who need it. Job cards are kept in the office and devices are password protected. We review how information is held whenever our systems change.
Your rights#
Under UK GDPR and the Data Protection Act 2018 you can:
- Ask what we hold about you and get a copy
- Have anything inaccurate corrected
- Ask us to delete information we are not required to keep
- Ask us to restrict how we use it while a question is sorted out
- Receive the information you gave us in a portable form
- Object to us using your information where our basis is legitimate interests
- Withdraw your consent to analytics at any time, using the cookie settings button on our cookie policy page
To use any of these rights, call, email or come in. We normally reply within one month and there is no charge.
Children#
Our services are for vehicle owners and we do not knowingly collect information about children.
Complaints#
If you are unhappy with how we have handled your information, tell us first and we will try to put it right. You can also complain to the Information Commissioner's Office, whose website is ico.org.uk.
Changes to this policy#
We update this policy when the way we work changes.