Merbury Management Limited is a leading vehicle sourcing specialist, registered as a limited company in England and Wales, number 07813593 (Incorporated 18thOctober 2011). Our registered office is Hodson Lewis Accountants and Business Advisers, The Flint House, Heath Farm, Tut Hill, Bury St Edmunds, Suffolk, IP28 6LG.
This Privacy Notice explains what to expect when Merbury Management collects and uses any personal information you provide us with. We encourage you to read this notice carefully and if you’d like further clarification, please contact our team using the details below and we will be happy to assist.
Data Protection Officer
Merbury Management Ltd
4 Flixton View
Phone: 01502 566155
Our promise to you
Merbury Management is committed to respecting your privacy and ensuring the personal information you have entrusted to us is held securely. This policy has been written in accordance with the General Data Protection Regulation (GDPR) and the advice and guidance as set out on the website of the Information Commissioners Office (ICO). The GDPR strengthens your rights to privacy and gives you control over the personal information that organisations hold about you.
How we collect personal information
We may collect personal information in the following ways when you:
Contact us with an enquiry by telephone, email or social media;
Submit information via enquiry forms on this website;
Enter into a contract for our products and services;
The personal information we collect
When you enquire about our services, we will collect information from you to enable us to respond to your enquiry. This will include your name, address, date of birth, company name, position within the business, business address, a contact email address and a contact telephone number. As we are a vehicle sourcing company, we will also require information on what your vehicle requirements are such as make, model, specification and budget. If you are looking to part exchange a vehicle or are asking us to sell a vehicle on your behalf, we will require information regarding that vehicle in order to realise its maximum resale potential such as make, model, specification, number of owners on the vehicle log book, mileage, current condition, any repair and maintenance carried out on the vehicle. We require this information to give an accurate valuation of the vehicle and also to enable us to accurately describe and advertise the vehicle and its condition to a prospective buyer. Please note that no personal information which makes you identifiable is passed onto a prospective buyer.
Merbury Management Limited are accredited by the FCA for credit brokering. Should you ask us to put finance in place for your vehicle purchase requirements, we will need further information from you regarding your financial status such as your annual income. It is possible that the lender may require copies of bank statements or wage slips and on some occasions may require a guarantor. The information you provide us with for these purposes are only passed onto the lender with your express permission. This information is not passed onto to any other organisation. Merbury Management Limited only conduct business with lenders who are GDPR compliant and registered with the Information Commissioners Office (ICO).
Any information which identifies you as an individual will be treated as personal data in accordance with the General Data Protection Regulation. We may also be required to collect information in addition to that stated above from you that is relevant and necessary to further your enquiry. An example of this may be an initial enquiry regarding a vehicle which then proceeds to a purchase or where you instruct us to put forward a finance proposal on your behalf to a third party financial organisation other than Merbury Management.
What we use your personal data for
We may use your name and contact telephone number and/or email address which identifies you as an individual, to enable us to respond to any enquiry you have made about our products and services or to keep you informed of new offers available that we think may be of interest to you. The lawful basis of contract applies to our processing and use of your personal data for these purposes.
Who we share your personal data with
We do not share your personal data with any other third parties except if you have given your consent for us to do so, or if it is necessary to facilitate the provision of third party services you have requested. An example of this may be a finance proposal we put forward on your behalf with a finance provider other than us.
Any personal data we collect relating to those who have enquired about our products and services is stored securely within our organisation. It is accessed only by appropriate Merbury Management employees who have received adequate data security training and used only for the purposes we have explained in the section above.
Where your information is stored and how it is kept secure
We currently safeguard personal data by storing it on a CRM system protected by password and shall ensure that from time to time we use no lesser technical and organisational measures to safeguard personal data which is disclosed to us. Whilst we will use all reasonable efforts to safeguard such personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data which are transferred from you or to you via the internet. We also hold a customer file to store required documentation relating to services and products you have purchased or engaged with through us which are kept in a locked secure format.
How long we keep your personal data
We may keep data that identifies you as an individual. We will only process your personal data providing you have given your consent for us to do so. Under the provisions of the DPA, our firm’s lawful basis for processing personal data is based on a Legitimate Interest.
The legitimate interest relates to a legal requirement for the firm to hold your personal data on record for up to a total of six years. This six-year period satisfies the requirement of HMRC in relation to accounting records for limited companies including all items bought and sold and the details of those individuals or businesses who items have been sold to our bought from.
Information about other individuals
If you give us information about others, you confirm that the other third-party person has given you consent to do so. This may be relevant when giving us personal information of another person who may wish to be contacted by us for use of our products or services.
Should you ask another person to act on your behalf as a third party when dealing with us, under the third-party authorisation, the other person can:
•Give consent on your behalf to the processing of your personal data for the purposes and reasons set out in this Policy; and
•Receive on your behalf any data protection notices.
Such authorisation will remain in place until this has been revoked, either by verbal or written communication by you.
Merbury Management do not share your data with any other party for marketing purposes. We may, however, directly contact you regarding offers, products or services which we feel may be of interest to you. Your data will only be used in this manner if you have given us your consent. We will seek to refresh your consent at appropriate intervals, to ensure you are still happy to receive communications from us.
Submitting your information via our contact form on our website
The Merbury Management Ltd website is powered by Wix.com. The data which you can provide using our contact form is as follows:
Name (compulsory information)
Email address (compulsory information)
Some of these data fields are marked as compulsory as these are regarded as the minimum needed in order for us to be able to contact you regarding your enquiry with us. Wix.com also provide us with location information such as town and country and also the time in which your enquiry was submitted.
You are able to request a copy of this information at any time using the contact information at the top of this document and you are also able to submit a request to have this information deleted at any time.
Please note that Merbury Management Ltd have an SSL Certificate for their website. This means that our site visitors can view our site via a HTTPS connection. Data is encrypted with a digital certificate meaning that it keeps information private when it is sent to or from the website www.merburymanagement.co.uk. The digital encryption certificate is provided by Let’s Encrypt. More information can be found by following this link: https://letsencrypt.org/about/.
Whilst we will use all reasonable efforts to safeguard such personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data which are transferred from you or to you via the internet.
Your rights regarding your personal data
You have the right to request access to, rectification or erasure of that data, and to object to its processing. You can also withdraw direct marketing consent at any time if the contact details we hold for you as an individual. If you wish to make any such requests, please contact us in writing using the contact details at the top of this page.
Merbury Management Ltd will review our privacy notice regularly and, where necessary, update our privacy information. This notice was last updated in May 2018.