Privacy Policy

1. Who we are

The Motor Gym Ltd, trading as The Motor Gym, is a limited company operating an independent vehicle servicing and repair garage in Bangor, Northern Ireland.

Contact details:

The Motor Gym Ltd, trading as The Motor Gym
Unit 4, 18A Balloo Avenue
Bangor, BT19 7QT
Northern Ireland

Telephone: 02891 453310
Email: info@themotorgym.com
Website: https://themotorgym.com

For data protection purposes, The Motor Gym Ltd, trading as The Motor Gym, is responsible for deciding how and why customer personal information is used.

2. Information we collect

When you contact us, arrange a booking or use our services, we may collect:

• Your name and contact details, including telephone number, email address and postal address.
• Your vehicle registration number, make, model and relevant vehicle information.
• Vehicle servicing, inspection and repair history.
• Appointment details and booking requests.
• Quotations, invoices, payment records and transaction information.
• Messages, enquiries and communications with our garage.
• Information needed to investigate vehicle faults or carry out requested work.

When you visit our website, technical information such as your IP address, browser details and information about how you access the website may also be processed through our hosting and embedded services.

3. How we use your information

We use customer information to:

• Arrange, confirm and manage vehicle appointments.
• Provide vehicle servicing, maintenance, diagnostics and repairs.
• Maintain accurate customer and vehicle service histories.
• Prepare quotations, invoices and payment records.
• Contact customers about their vehicles, appointments and work carried out.
• Respond to questions, complaints and customer enquiries.
• Meet legal, tax and accounting requirements.
• Maintain the security and operation of our website and business systems.
• Send future vehicle servicing or maintenance reminders where permitted by law and subject to your communication preferences.

We do not use customer information for unrelated promotional marketing without an appropriate lawful basis.

4. Service reminders and your communication preferences

We may retain customer contact details and relevant vehicle service history so that we can remind customers when their vehicle may be due for another service or maintenance.

These reminders may be based on previous service dates, vehicle information or recommended maintenance intervals.

Where a reminder constitutes direct marketing, we will send it only where permitted under applicable data protection and electronic marketing rules.

You can ask us to stop sending future service reminders at any time.

To opt out, contact:

info@themotorgym.com
02891 453310

You may also use any opt-out instructions provided in an electronic reminder.

Opting out of future service reminders will not prevent us from contacting you when necessary about an existing booking, ongoing repair or other essential customer service matter.

5. Our lawful reasons for using information

Depending on the circumstances, we process personal information on the following grounds:

Contract: To arrange appointments, provide requested garage services, undertake repairs and manage our relationship with customers.

Legal obligation: To meet applicable accounting, tax and other legal requirements.

Legitimate interests: To maintain appropriate vehicle service histories, respond to enquiries, manage and protect our business, and provide relevant customer support, where those interests are not overridden by individuals' rights and freedoms.

Consent or another applicable lawful basis: For communications or activities requiring additional permission or another appropriate lawful basis.

Where electronic service reminders constitute direct marketing, we also comply with the applicable electronic marketing rules.

6. How we store and protect information

Customer and vehicle information is maintained using business management and record-keeping systems.

We take reasonable steps to protect personal information against unauthorised access, loss, misuse and disclosure.

Access to customer information is limited to those who require it for legitimate business purposes.

We may use external technology and service providers to support appointment management, customer records, vehicle information, website hosting and business communications.

7. Sharing your information

We do not sell customer personal information.

We may share relevant information with:

• Service providers supporting our garage management, booking and customer record systems.
• Website hosting, IT and communication providers.
• Vehicle information and lookup providers where needed to support our services.
• Professional advisers, accountants or relevant authorities where necessary.
• Other organisations where disclosure is required by law.

Where organisations process personal information on our behalf, appropriate data protection arrangements are required.

8. How long we keep information

We retain customer and vehicle records where necessary to manage our services, maintain relevant vehicle histories, provide ongoing customer support and meet legal obligations.

Vehicle service histories may remain relevant over an extended period, particularly where customers return to us for continued maintenance and repairs.

We review the need to retain personal information and aim not to keep it longer than reasonably necessary for the purposes for which it is held.

Accounting and financial records are retained for the periods required by applicable law.

Customers may request deletion of their personal information. We will consider these requests in accordance with data protection law.

Certain records may need to be retained to comply with legal obligations, maintain necessary business records or deal with legal claims.

9. Your data protection rights

Depending on the circumstances, you may have the right to:

• Request access to personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of information where applicable.
• Ask us to restrict certain uses of your information.
• Object to certain processing, including direct marketing.
• Request transfer of information where the right to data portability applies.
• Withdraw consent where processing is based on consent.

You have the right to object to direct marketing at any time. If you object, we will stop using your information for that purpose.

To exercise your rights, contact info@themotorgym.com.

You may also raise concerns with the Information Commissioner's Office (ICO):

https://ico.org.uk

10. Our website and external services

Our website uses external services to support features such as online booking, map directions and website typography.

When these features load, the relevant providers may receive technical information such as your IP address and browser details.

The online booking service may use cookies or similar storage technologies to maintain booking sessions and remember booking selections.

We do not currently operate our own Google Analytics, advertising pixels or behavioural advertising trackers on the website.

We will review the purposes of cookies and similar technologies used by embedded services and provide any additional information or choices required by applicable law.

11. Updates to this policy

We may update this Privacy Policy when our services, data handling practices or legal requirements change.

The latest version will be available on our website.

12. Contact us

For questions about this Privacy Policy or how your information is handled, please contact:

The Motor Gym Ltd, trading as The Motor Gym
Email: info@themotorgym.com
Telephone: 02891 453310