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Privacy Notice

L&M Body Repairs reviews this Privacy Policy and security measures at least annually. Date of last review: December 2020

L&M Body Repairs is committed to protecting the privacy and security of your personal data. This privacy policy outlines the ways in which we process your personal information to comply with the The General Data Protection Regulations (GDPR) which were put in place on 25th May 2018. Please read the following carefully so you can have a comprehensive understanding of our practises and working methods regarding your personal data, and how we will use it.

For the purpose of UK data protection laws, the data controller is: L&M Body Repairs


Data Protection Principles

When we process your information, there are six enforceable principles of good practice by which we abide. These ensure that your personal information must be:

  1. processed fairly, lawfully and in a transparent manner

  2. adequate, relevant and limited to what is necessary

  3. processed in a manner that ensures appropriate security

  4. processed for specified, explicit and legitimate purposes

  5. accurate and kept up-to-date

  6. kept for no longer than is necessary


The types of information we hold about you

Personal data means any information about an individual from which that person can be identified. The types of personal information we may collect, process, store and transfer about you typically may include:


  • Personal contact details such as name, title, addresses, telephone numbers, and email 

  • Your insurance claim details (if our work is part of an insurance claim) 

  • Your vehicle information (make, model, registration number, VIN number) 

  • Your proof of identity (driving licence and/or passport) 

  • Your image on security CCTV around our site 

  • Your communications with us and any feedback you provide 


How your personal data is collected

  • From you directly, either verbally or written, or, via our website or contact form, or, 

  • from your insurance company, or, 

  • from your fleet manager, or, 

  • from your accident management company, 

Some personal data may, where lawful to do so, or with your consent, be collected by us from third parties (e.g. DVLA to check your driving licence when using our courtesy vehicles). 

Management of consent

The basic requirements for the effectiveness of a valid legal consent are defined in Article 7 and specified further in recital 32 of the GDPR. In order to obtain freely given consent, it must be given on a voluntary basis. 

The types of information L&M Body Repairs collect (as specified in section 2 above) must be freely given, specific, informed and unambiguous. A person is under no obligation to provide us with personal data, but not providing certain data could prevent us from providing our services, or we may be prevented from complying with our legal obligations. 

Informed consent will be bound to one or several specified purposes (as set out below) and will be sufficiently explained. 


How your data is stored and controlled

Data will be stored on our premises and authorised access controls are in place. This includes the appropriate security measures to protect against unlawful processing, accidental loss as well as the destruction or damage of personal data. We have robust technical and organisational systems and measures in place to manage and protect your personal data. This includes auto-backups and antivirus and system alerts such for malware are in operation for security threat management.


How we use the information about you

We will only use your personal data when the law allows us to in the following circumstances: 

  • Where we need to perform our services to you. 

  • Where we need to comply with a legal obligation. 

  • Where necessary for legitimate interests pursued by us or a third party, and your interests and fundamental rights do not override those interests. For instance, your insurance company. 

  • If you are applying for a job, we process your CV and other information to determine whether to proceed with the application. 

Change of purpose

We will only use your personal data for the purposes for which we collected it. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

Please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law. 


Automated decision-making

We do not use any automated decision-making processes using your personal data. 


Disclosures to third parties

We will share your personal data with third parties and other service providers where it is necessary to perform our services to you, or where we have another legitimate interest in doing so, or where required by law. 

We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal data outside the European Economic Area (EEA). If we do, you can expect the same degree of protection in respect of your personal data as to that provided within the UK. 

"Third parties" includes third-party service providers (including contractors and designated agents). The following third parties process personal data about you for the purposes shown: 



Third party: Vehicle Manufacturers

Data processing purpose: Technical support, Supply of parts, Warranties, Customer feedback surveys 

Third party: Vehicle Dealerships 

Data processing purpose: Technical support, Supply of parts, Vehicle system diagnostics, repair, and calibration Warranty

Third party: Vehicle Specialists 

Data processing purpose: Vehicle repairs beyond the scope of our own facilities, Technical support

Third party: Hire vehicle providers

Data processing purpose: Hire of vehicles not provided by ourselves directly

Third party: Vehicle Recovery Agents

Data processing purpose: Vehicle recovery, collection, and delivery services 

Third party: Software & Systems Providers

Data processing purpose: Systems management of vehicle repair


We may also need to share your personal data with a regulator or to otherwise comply with the law.


Data security:

All third parties are required to take appropriate security measures to protect your personal data. We only permit third parties to process your personal data for specified purposes in accordance with our instructions, and not for their own purposes. 

We have security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to only those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. If we suspect that a data breach has occurred, we will notify you and any applicable regulator of a suspected breach where we are legally required to do so. 


Data retention - How long we will use your data for 

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and this will usually be a maximum of 7 years.

In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you. 


Hire of vehicles not provided by ourselves directly Vehicle recovery, collection, and delivery services Systems management of vehicle repair
We may also need to share your personal data with a regulator or to otherwise comply with the law. 




Under certain circumstances, by law you have the right to: 

  1. Request access to your personal data ("data subject access request"). To receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

  2. Request correction of the personal data that we hold about you. You can have any incomplete or inaccurate information we hold about you corrected. 

  3. Request erasure of your personal data. You can ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to “object to processing” (see below). 

  4. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal data for direct marketing purposes. 

  5. Request the restriction of processing of your personal data. You can ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. 

  6. Request the transfer of your personal data to another party. If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact us in writing – or 020 8684 7135. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is a method of security to ensure that personal data is not disclosed to any person who has no right to receive it. 

  7. Right to withdraw consent. Where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us directly - or 020 8684 7135. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have a legitimate basis for doing so in law.

What if you choose not to provide your personal data

Please note that you are under no obligation to provide us with your personal data, but not providing certain data could prevent us from providing our services to you, or we may be prevented from complying with our legal obligations. 

If you have any questions about this privacy notice, please contact us directly - or 020 8684 7135. 

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