Data Protection Policy

Swiss Vans Data Protection Policy

https://www.swissvans.com/privacy-policy/
https://www.swissvans.com/swiss-vans-gdpr/

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Swiss Vans Ltd – Data Protection Policy (Updated 2025)

Last reviewed: October 2025
Applies to: All staff, contractors, suppliers, and customers of Swiss Vans Ltd
Contact: privacy@swissvans.com

1. Purpose

Swiss Vans Ltd (“we”, “our”, “us”) is committed to protecting the privacy and security of personal information.
This policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our goal is to handle personal data fairly, lawfully, and transparently — respecting the rights and freedoms of everyone whose data we process.

2. Scope

This policy applies to:

All personal data processed by Swiss Vans Ltd;
All employees, contractors, and third parties who handle or access personal data on our behalf;
All systems, services, and processes controlled by Swiss Vans Ltd that involve personal data.

3. Our Data Protection Principles

We follow the seven key principles of the UK GDPR.
Personal data shall be:

Processed lawfully, fairly, and transparently.
Collected for specified, explicit, and legitimate purposes, and not used in ways incompatible with those purposes.
Adequate, relevant, and limited to what is necessary.
Accurate and kept up-to-date.
Retained only for as long as necessary.
Processed securely, using appropriate technical and organisational measures.
Accountability: We take responsibility for our compliance and can demonstrate it.

4. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

Contract: to perform our contract with you (e.g. vehicle sales, leasing, aftersales services).
Legal obligation: to comply with laws or regulations (e.g. HMRC, financial records).
Legitimate interests: to pursue our legitimate business interests (e.g. customer service, marketing, fraud prevention), balanced against your rights.
Consent: where you have clearly agreed to our processing for a specific purpose (e.g. newsletters).
Vital interests: in rare cases, to protect someone’s life.

5. Categories of Personal Data

We may collect and process:

Identification details (name, address, date of birth, driving licence information)
Contact details (email, telephone number)
Financial details (payment information, credit checks)
Vehicle preferences, order history, and related communication
Marketing preferences and feedback

6. How We Use Personal Data

We use personal data to:

Provide and manage vehicle sales, leasing, and aftersales services
Communicate about orders, test drives, and enquiries
Process payments and maintain financial records
Improve our services and website
Comply with legal and regulatory obligations
Send you relevant marketing communications (only where permitted)

7. Data Sharing and Third Parties

We may share personal data with:

Finance and leasing partners
Insurance and warranty providers
Service and maintenance partners
Regulatory authorities (e.g. DVLA, HMRC)
IT, marketing, and analytics providers who act as data processors

All third-party processors are bound by written contracts requiring them to handle data securely and in compliance with UK GDPR.

We do not sell personal data to third parties.

8. International Transfers

Where we transfer data outside the UK, we ensure appropriate safeguards are in place — for example, adequacy regulations, standard contractual clauses, or other recognised mechanisms approved by the ICO.

9. Data Retention

We keep personal data only for as long as necessary for the purposes collected and to meet legal or accounting requirements.

Typical retention periods include:

Customer enquiries: up to 2 years
Sales and finance records: 7 years
Marketing data: until you withdraw consent or unsubscribe

When data is no longer required, it is securely deleted or anonymised.

10. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, or disclosure.
These include secure systems, restricted access, staff training, password protection, encryption, and regular audits.

11. Your Rights

Under the UK GDPR, you have the right to:

Access your personal data (subject access request)
Rectify inaccurate or incomplete data
Erase your data (“right to be forgotten”)
Restrict or object to processing
Data portability (receive a copy in a machine-readable format)
Withdraw consent (where processing is based on consent)
Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, contact us at privacy@swissvans.com.

12. Cookies and Website Tracking

Our website uses cookies and analytics tools to improve user experience and measure performance.
You can manage or disable cookies via your browser settings.
Full details are provided in our Cookie Policy.

13. Data Breach Notification

In the event of a personal data breach, we will:

Contain and assess the incident immediately;
Notify the ICO within 72 hours where required;
Inform affected individuals without undue delay when necessary.

14. Training and Awareness

All staff handling personal data receive regular training on privacy, security, and data protection best practices.
Compliance is monitored and reviewed regularly.

15. Review and Updates

This policy is reviewed annually or sooner if laws or business processes change.
The latest version will always be available on our website: www.swissvans.com/data-protection-policy.

Contact

If you have any questions, concerns, or complaints about how we handle personal data, please contact:

Data Protection Officer (DPO)
Swiss Vans Ltd
Email: privacy@swissvans.com
Address: Swiss Vans Ltd, Bridgend, Wales CF35 5LJ