RAY CHAPMAN MOTORS PRIVACY POLICY

Issued: February 2026

Ray Chapman Motors (Reliance Garage York Limited) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other relevant legislation.

1. Legal Basis for Processing

We only process your personal data when there is a clear and lawful basis to do so. These include:

• Consent – where you have given clear permission for us to process your personal data for a specific purpose

• Contract – where processing is necessary for a contract we have with you or to take steps before entering into one

• Legal obligation – where processing is required by law (e.g. vehicle registration, finance regulations)

• Legitimate interests – where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights

• Vital interests – where processing is required to protect someone’s life or safety

2. Types of Personal Data Collected

Depending on your interactions with us, we may collect the following:

Identity and Contact Information

• Full name, address, telephone number, email address

• Date of birth

• Driving licence details (where relevant)

Vehicle and Purchase Data

• Vehicle registration number, VIN, model, service history

• Finance application details

• Sales records and ownership history

Digital and Communication Data

• IP address, device/browser data

• Cookie identifiers (see Section 6)

• Live chat, call recordings, social media interactions

• Marketing preferences

Other Information

• Business or employment details (if purchasing via a company)

• Survey responses and competition entries

We do not knowingly collect data from children under the age of 16.

3. Data Retention Period

We retain your data only as long as necessary for the purposes outlined in this policy, or as required by law.

In certain circumstances (e.g. unresolved disputes or warranty claims), we may retain data for longer in line with legal or contractual obligations.

4. Data Subject Rights

Under UK GDPR, you have several important rights regarding your personal data:

Right to Access

You may request a copy of the personal data we hold about you.

Right to Rectification

You may ask us to correct any inaccurate or incomplete data.

Right to Erasure ("Right to be Forgotten")

You may request that we delete your data, where there is no legal reason for us to retain it.

Right to Restrict Processing

You may ask us to limit the way we use your data in certain circumstances.

Right to Data Portability

You may request your data in a structured, commonly used, and machine-readable format to transfer to another provider.

Right to Object

You may object to processing where it is based on our legitimate interests or direct marketing.

To exercise any of these rights, please contact our Data Protection Officer (details in Section 7). We aim to respond to all valid requests within 28 days.

5. International Data Transfers

In rare cases, some of your data may be transferred outside the UK (for example, where systems are hosted or supported by providers in other countries). Where this occurs, we ensure:

• The country has been deemed to provide an adequate level of protection by UK authorities; or

• We use approved contractual clauses to safeguard your data

We only share data internationally where necessary and with robust protections in place.

6. Use of Cookies or Tracking Technologies

Our websites use cookies and similar technologies to:

• Understand how visitors use our website

• Improve website performance and user experience

• Support security and analytics

• Personalise content (where consent is given)

You can manage your cookie preferences at any time through your browser settings or our cookie banner.

7. Contact Details for the Data Protection Officer (DPO) or Privacy Inquiries

If you have questions, concerns, or wish to exercise any of your rights under this policy, please contact:

Data Protection Officer
Wendy Chapman
Ray Chapman Motors Volvo Malton
Seven Street, York Road, Malton, YO17 6YA

8. Complaint Process

We take data privacy seriously. If you have concerns about how your data is being used, we encourage you to contact our Data Protection Officer first. We will do our best to resolve your concerns promptly and fairly.

You also have the right to contact the UK Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF