Privacy Policy

Effective date: 7 August 2023

Introduction

This Privacy Notice explains how we use personal information we collect about you and how you can exercise your data subject rights, which are available to everyone. We will collect, process and store your personal information, for the purposes listed in this Privacy Notice.

Please read this Privacy Notice carefully, to inform you, how your personal information is processed by us. We are committed to protecting and respecting how we treat your personal information, as if it was our own.

Details of who we are

Superbike Factory Limited and Superbike Loans Limited are the Controllers under the UK General Data Protection Regulation, Data Protection Act 2018 and other applicable national implementing legislation.

You may contact SBF Limited to make requests, for example to exercise your data protection rights, to provide positive feedback or to make complaints by writing to us at the address below.

Superbike Factory and Superbike Factory Loans are referred to as “SBF”, “we”, “us” and “our”.

Our contact details

Name: Superbike Factory Limited, company number 08037214 and Superbike Loans Limited, company number 08512842.

Address: Snape Road, Macclesfield, SK10 2NZ

Phone Number: 01625 353012

Data Protection Officer Email:Dataprotection@superbikefactory.co.uk

The type of personal information we collect

SBF may receive your personal data and special categories of personal data directly from you or from third parties, for the purposes set out in this Privacy Notice. The categories of personal data we process will vary depending upon the relationship you have with us and we have with the organisation, that may pass your information to us. SBF processes the following types of personal information:

- Contact Information: home address history (minimum last 3 years), telephone numbers and email addresses.

- Voice Information: all calls are monitored and recorded.

- Identity Information: title, name, marital status, date of birth, gender, National Insurance Number, driving licence, passport, selfie photo, employment history, employment status, utility bill or other documents as requested, to validate your identity.

- Special Category Information: health, and sexual orientation.

- Document Information: V5 registration document and service history.

- Financial Information: bank account details, credit history, proof of income and details of any finance agreements.

- Financial Transaction Information: details about payments to and from you, and other details of products and services we may supply, including payment made on your behalf to your finance company to settle a finance agreement

.

- Supplier Information: name of the company you represent and we engage with/onboard, includes Contact Information, Financial Information and Financial Transaction Information.

- Technical Information: IP addresses, your log-in data, browser type and version, time-zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website(s).

- Profile Data, which can be compiled from valuations made by you, feedback and survey responses

- Usage Data, including information about how you use our website.

- Marketing Information: your preferences and choice in receiving communications from us.

- CCTV Information: live CCTV is in operation and recorded at all SBF site locations.

Some of this information may be collected using cookies or other similar technologies. For further information, see our <a>Cookie Policy</a>

The purposes of processing your personal information

1. Customer enquiries

2. Customer complaints, including complaints to Financial Services Ombudsman and Trading Standards Complaints

3. Purchase and set up of recommended products (Warranty and Tracker product)

4. Purchase of accessories or products

5. Purchase of products from one of SBF’s eBay site

6. Purchase of bike and take possession of bike

7. Arranging delivery and transport of products and bike

8. CCTV in operation ensures the health and safety of customers and visitors, to reduce, detect, prevent the incidence of crime, to respond to all types of harassment and disorder, create a safe environment, reduce the fear of crime, for the defence of legal/insurance claims, assist with health & safety and provide emergency services with assistance.

9. For Health & Safety at SBF sites

10. Legal claims

10. Responding to your feedback

11. Business to business communications with a supplier of services and payment of services

12. Application for finance and deliver the payment to you and/or your finance provider

13. Valuing a bike for a new customer

14. Record the transfer of ownership of your bike with the DVLA via DVLA’s online and DVSA

15. Valeting bike for new customer

16. Compliance monitoring

17. Call recordings for compliance monitoring and training purposes

18. Marketing our services and products, including entering into a prize draw/competition

What is the lawful basis to process your personal information

1.Customer queries 2. Customer complaints, including complaints to Financial Services Ombudsman and Trading Standards Complaints This is necessary for our legitimate business interest to enable us to address your query and complaints, including liaising with various professional organisations. 3. Purchase and set up of recommended products (Warranty and Tracker product) 4. Purchase of accessories or products 5. Purchase of products from one of SBF’s eBay site This is necessary for our legitimate business interest to enable us to process your order and arrange delivery of our products. 6. Purchase of bike and take possession of your bike 7. Arranging delivery, collection and transport of bike This is necessary for the performance of the contract between you and us, including pre contract steps. 8. CCTV, for safety, fraud and prevention of crime at SBF sites 9. For Health & Safety at SBF sites This is necessary for our legitimate business interests, namely for your safety, fraud and prevention of crime, including performance of our contract, and to satisfy legal and regulatory obligations. 10. Legal Claims We may have a legal obligation to process personal information about you, or may need to process personal information in order to exercise, establish or defend legal claims. 11. Responding to your feedback This is necessary for our legitimate business interest to enable us to review and respond to your feedback. 12. Business to business communications with a supplier of services and payment of services This is necessary for our legitimate business interests, namely to with a view to providing your service to SBF, and for performance of contract 13. Application for finance and deliver the payment to you and/or your finance provider 14. Valuing a bike for a new customer This will be necessary for the performance of the contract between you and us, including pre contract steps, which includes the valuation of your bike 15. Record the transfer of ownership of your bike with the DVLA (via DVLA’s online) and DVSA This will be necessary for the performance of the contract between you and us 16. Valeting bike for new customer This is necessary for our legitimate business interest to enable us to provide our valeting service to you. 17. Compliance monitoring 18. Call recordings for compliance monitoring and training purposes This is necessary for our legitimate business interest to enable us to check our service to you, to ensure this meets our internal processes and procedures, including regulatory compliance. 19. Marketing our services and products, including entering into a prize draw/competition You have freely provided SBF with your unambiguous consent (how to withdraw your consent or opt out is detailed further on in this notice) 20. Incorporated social media content. It will be necessary for our legitimate interests, to optimise our online presence and make our website more user friendly; and is technically necessary for social media providers to process your IP address.

What is the lawful basis to process your special category of personal information

During the finance application process, we may collect special categories of personal information.

We will only process your special categories of personal information with your explicit consent.

Whilst CCTV is in operation, we are unable to avoid the capture of special category of personal information. There is a substantial public interest in processing this information, for the purposes of detecting and preventing crime.

What if you will not provide us with your personal information

SBF cannot deliver its services or products to you, unless you have provided us with your personal information. For example, SBF will need your personal information to provide you with your valuation.

Opting out and right to withdraw your consent and explicit consent

Where we use or store your personal data, because you have given SBF your specific, informed and unambiguous consent to receive a weekly newsletter or you have entered into a competition, you have the right to withdraw your consent at any time.

You can withdraw your consent by:

- using the unsubscribe button on the newsletter you opted into

- using the unsubscribe button when you receive a competition entry you opted into, to take part in the competition

- using the contact details, in this Privacy Notice.

You can withdraw your explicit consent by writing to us, using the contact details in this Privacy Notice.

How we get your personal information and why we have it

Most of the personal information SBF process, is provided by our direct interaction with you, such as:

- visiting any of SBF’s websites, cookies, IP address, server logs and other similar technologies)

- completing an online form to sell your bike

- using the valuation tool on our websites

- completing an online form to purchase a bike

- arranging finance to purchase a bike and setting finance on your bike you wish to sell

- purchasing products and accessories

- communicating with use by phone, text, email, letters or otherwise

- using SBF’s social media platforms – Twitter, Instagram, Facebook and LinkedIn

- enter a completion, survey or promotion, organised by SBF via SBF website and social media platforms

- proving feedback

- subscribing to SBF’s newsletter

We may also collect personal information about you from third parties, such as:

- publicly available sources

- credit reference agencies

- third party providers of anti-fraud and anti-money laundering verification services

- other bike dealerships, who refer you to SBF for finance

- providers of payment, technical and delivery services

Cookies and other similar technologies

All SBF websites uses Cookies. Click [here](https://www.motorbiketrader.co.uk/cookies-policy/) for our Cookie policy and full list of Cookies used on our website(s).

Who do we share your personal information with

Within SBF, only those members of the workforce who have a valid business ‘need to know’ will be granted access to your personal data. Further, individual team members will only be given access to the part of your data that they need to perform their roles. These members of our team:

- Provide sales services to you

- Provide finance services to you

- Provide client services to you

- Provide parts to you

- Provide marketing services to you

- Provide payment for your services

Externally, your data may be shared with the following types of organisations for the reasons set out:

- CCTV supplier

- CCTV monitoring company

- Product suppliers

- Dealerships

- External couriers

- Financial lenders

- Intermediaries

- Credit lenders

- Financial Ombudsman Service

- DVLA

- DVSA

- Accessory supplier

- Health & Safety Executive

- IT – website hosting, office 365, Teams, system administration, web developers, Azure etc.

- Telephony providers

- providers of anti-fraud and anti-money laundering verification services

- HM Revenue & Customs, the Information Commissioner’s Office, Financial Conduct Authority, Trading Standards, Law enforcement, regulators and other authorities who require reporting of SBF’s processing activities in certain circumstances

- SBF’s professional advisers (including auditors, solicitors, bankers and insurers)

- Due diligence with external third parties

- Potential purchasers of SBF’s business. We may choose to sell, transfer, or merge parts of our business or our assets. We may seek to acquire other businesses or merge with them. If a change happens to our business, the new owners may use your personal information in the same way as set out in this policy.

- SBF’s shareholders

- Route planners for bike/product delivery

Wherever possible the data shared are either anonymised and/or minimised and only those with a valid business ‘need to know’ in the receiving organisation are granted access.

Details of transfers of personal information to any third countries and safeguards

We may transfer your personal information outside the United Kingdom / Europe, to a third country, that does not benefit from an adequacy decision.

To ensure a similar degree of protection, we will enter into the UK International Data Transfer Agreement or International Transfer Addendum to the European Commission Standard Contractual Clauses for International Data Transfers.

Our website uses social media plug-ins (as listed above). Some of these providers operate around the world and therefore your personal data will be transferred outside of the UK/EEA.

SBF has entered into data processing addendums with each social media provider we use on our website.

You should read the relevant privacy notices and terms of service for each social media provider listed above.

If you have any queries regarding our transfers of personal information to third countries, please contact us, using the contact details in this Privacy Notice.

Retention period or criteria used to determine the retention period

Your personal data will be kept for as long as is necessary for SBF to meet its legal obligations and in accordance with our Retention Policy.

How we store your personal information

Your information is securely stored on servers in the United Kingdom and we implement appropriate technical and organisational measures, to protect your personal information.

Your data protection rights

You have the right to exercise the following rights under UK data protection law. These rights are not absolute and will depend on which legal basis we use to process your personal data.

Please contact us using the contact details set out above if you wish to exercise any of these rights:

• Transparency – we must provide you with all the information set out in this privacy notice in a concise, transparent, intelligible and easily accessible form, using clear and plain language, so that you may understand how and why we process your data and what your rights are. We must keep you informed in timely manner about our progress in responding to requests from you to access your rights under data protection law.

• Rights of access by the data subject – you have the right to obtain from us confirmation as to whether or not personal data concerning you are being processed, and, where that is the case, to access your personal data.

• Right to rectification – you have the right to have the personal data concerning yourself rectified without undue delay, if it not accurate. Taking into account the purposes of the processing, you also have the right to have incomplete personal data completed, including by providing a supplementary statement.

• Right to erasure (‘right to be forgotten’) – in some limited circumstances, you may have the right to obtain from us the erasure of your personal data without undue delay, when and if:

o Processing your personal data is no longer necessary in relation to the purposes for which your data were collected

o Where you withdraw consent for processing, but only if consent was the legal basis relied upon for that processing

o You object to processing and there are no overriding legitimate grounds for the processing or where you withdraw your consent to marketing.

NB This does not apply to employees or former employees or applicants where we have a legal obligation to retain your data

o Your personal data has been unlawfully processed

o Your personal data has to be erased to comply with a legal obligation to which the Controller is subject

o Your personal data has been collected in relation to the offer of information society services to children

• Right to restriction of processing – In some limited circumstances you have the right to request that the processing of your personal data is restricted, in some cases for a limited time only, specifically when:

o You are contesting the accuracy of your personal data while we verify its accuracy or correct it

o The processing is unlawful and you oppose the erasure of your data;

o Where we no longer need your personal data for the purposes for which it was obtained but where you require the data for the establishment, exercise or defence of legal claims

o Where you have objected to the processing of your data pending the verification whether legitimate grounds of the Controller override your interests

o You have the right to be informed by the Controller before the restriction of processing is lifted

• Right to data portability – This data subject right only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is by automated means.

• Right to object – In some limited circumstances, you have the right to object to our processing of your personal data. When certain conditions are met we, as Controller, will no longer process your personal data. This right can be exercised only when:

o Either the processing is necessary for the performance of a task carried out in the public interest or processing is necessary for the purposes of our legitimate interests (including profiling), but where we cannot demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or where processing is necessary for the establishments, exercise or defence of legal claims

o Processing for direct marketing purposes, including profiling

o When personal data are processed for scientific or historical research purposes or statistic purposes unless the processing is necessary for the performance of a task carried out for reasons of public interest

• Automated decision-making, including profiling – you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significant effects. At the current time SBF does not perform automated decision making or profiling.

• Details of whether you are under a statutory or contractual obligation to provide the personal data – SBF has a legal obligation to perform checks for employment purposes for some roles. Failing to do so would be a breach of the law.

• The existence of automated decision making, including profiling and information about how decisions are made, the significance and the consequences – SBF does not currently perform automated decision making or profiling.

Changes to our Privacy Notice

Any changes SBF make to this Privacy Notice in the future will be posted on our website(s).

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us, by using the contact details provided above, in this Privacy Notice.

Please ensure that you state ‘Data Protection Complaint’ in the subject field.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Superbike Factory Limited ICO Registration: Z3193267

Superbike Loans Limited ICO Registration: ZA260050