Who are we?
The organisation responsible for the processing of your personal information is Money4YourMotors Ltd (M4YM) of:
Central House
Leeds Road
Rothwell
Leeds
LS26 0JE
You can contact our privacy team by emailing ukca.dataprotection@coxautoinc.com.
This privacy notice applies to personal information we collect when you make use of our website and when you receive products or services from us.
M4YM is part of the Cox Automotive Europe group. You can find out more about the wider group and our group brands at www.coxautoinc.eu.
What personal information do we collect and what do we do with it?
We collect personal information about you when you sign up for and use our products and services, as well as when you use our websites or other platforms. We collect the following categories of personal information about you:
• Name & Contact details.
• Address & Post Code.
• IP Address.
• Personal information contained within emails or other correspondence you send to or receive from us.
• Information regarding outstanding finance on your vehicle.
• Vehicle and service history images.
• Images of the Vehicle’s V5.
• Images of proof of ID documents (Passports or Driver's License).
• Images of proof of address.
• Telephone call recordings.
• Website usage behaviour via cookies and analytics.
We process your personal information for the purposes of:
• Providing you with a valuation for your vehicle and discussing this valuation with you.
• Arranging for and facilitating the purchase of your vehicle.
• To send you our newsletter and other marketing communications.
• In the case of telephone call recordings we also use those for training and monitoring purposes.
• Monitoring our website usage.
Legal basis for processing
We process your personal information using the legal grounds set out below:
• Where personal information is processed for the purposes of either providing you with a valuation for your vehicle or arranging and facilitating the purchase of your vehicle, this is done on the basis that the processing is necessary for the performance of a contract between you and Money4YourMotors Ltd.
• Where we share personal data with our commercial partners for them to provide you with a valuation, we do this on the basis that it is in the legitimate commercial interests of both M4YM and the partner receiving your personal data. Those interests are to enable M4YM to benefit commercially from the transfer of that data and to provide a better customer service to you by providing you with an alternative place to sell your car if we will not buy it. We do not consider this transfer to detrimentally affect your fundamental rights because the nature of the information is low risk in terms of privacy intrusion and the volume of actual personal data shared is small.
• Where personal information is processed for the purposes of providing you with our newsletter or other marketing communications, this is based on you having consented by opting in to receiving such communications or, if the communications are sent via email, that you have not opted out of receiving such communications.
• Where we retain copies of call recordings for the purposes of staff training and monitoring, this is done on the grounds that it is in our legitimate interests to do so. We have a legitimate interest in having properly trained team members who are able to handle inbound and outbound calls and advise customers effectively. We do not consider there to be any adverse impacts on the privacy rights of customers given that they are informed that calls are recorded and the relatively short retention period of those calls.
• Personal information collected via cookies is managed for the purposes of monitoring and analysing website usage behaviour and is collected on the basis that you have consented to it.
• Where the processing is based on your consent, you may withdraw your consent at any time by either changing your choices via our cookie manager or contacting the data privacy team at the address provided.
Who your personal information may be disclosed to
Your personal information will be shared with the following recipients:
• Our employees and employees of any of our suppliers where necessary to ensure the provision of the products or services you have requested.
• To the police or other law enforcement or investigative bodies where necessary to support them in the investigation of criminal or similar matters.
International Transfers of personal information
We may transfer your personal information to the countries listed below using the associated safeguards:
• To our parent company Cox Automotive Inc. (CAI) in the USA and we rely on the Standard Contractual Clauses and the UK Addendum to those clauses as a lawful safeguard for this transfer.
• To our support teams located in India. We also rely on the use of standard contractual clauses for this.
Your rights in relation to your personal information
You have the right to:
• Object to the processing of your personal data in certain circumstances
• Object to the use of your personal information for direct marketing purposes
• Request the deletion of your personal data in certain circumstances
• Request access to the personal information we hold about you
• Request that we rectify inaccurate personal information we hold about you
• Restrict the way in which we can use your personal information in certain circumstances
• Request the portability of your data in certain circumstances
• You have the right, where personal information is processed on the basis of consent, to withdraw that consent at any time
• If you are unhappy with the way in which we have handled your personal information you have the right to lodge a complaint with the Information Commissioner’s Office (the ICO). You can contact them at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or online at www.ico.org.uk.
Retention & disposal of personal information
We will retain your personal information for as long as we are required, to either to comply with any legal obligations we are subject to, or for any legitimate business reason.
The table below sets out how long we retain the different categories of personal information we collect and store:
| Record | Description of data and reason for retention | Retention Period |
| Vehicle Valuation – Valuation only | Records created where an individual receives a valuation from us but does not accept the valuation or progress any further. We retain copies of these for business reporting as well as to assist us with complaints handling. | 12 months |
| Vehicle Valuation – Valuation accepted | Valuation record is changed to accepted if an individual accepts the valuation. We use these records to contact you and arrange an inspection appointment. We retain them for business reporting and to assist us with complaints handling. |
12 months |
| Vehicle valuations – Vehicle not purchased | Records are changed to not purchased if, following the appointment, the vehicle is not purchased for whatever reason. We retain these records for business reporting and to assist us in handling complaints. | 12 months |
| Vehicle Valuations – Vehicle purchased | Records are changed to vehicle purchased if, following the valuation appointment, the vehicle is purchased by us. We retain these records to enable us to comply with tax and finance laws as well as our legal obligations to comply with know your customer checks. | 6 years |
| Identity Documentation Images | We collect copies of these images during the inspection appointment we carry out in order to enable us to comply with know your customer checks. | 6 years if vehicle purchased. Otherwise 12 months. |
| Self Inspection Records | The video, images and other data you provide as part of carrying out a self inspection. | 6 years if vehicle purchased. Otherwise 12 months. |
| Call recordings | Where you engage with us via telephone, for example while booking your appointment, these calls are recorded for training & monitoring purposes. | 12 months |
| Emails | Where you engage with us via email and these are stored within our email client as opposed to our M4YM platform. We retain these for auditing and to assist us with handling of complaints. | 2 years |
Disposal of personal information
Personal information is disposed of by way of automated deletion once the defined retention period has expired. To the extent that any personal information is stored in manual files, these are securely shredded.
Automated decision making
We do not undertake any automated decision making using personal information we collect about you.
Money4YourMotors Ltd Privacy Notice June 2024
