1. Data Controller

Ayrshire Auto Services
Unit 44c, Stevenston Industrial Estate, Stevenston, KA20 3LR
Telephone: 01294 301020 or 07534279796
Email: sales@ayrshireautoservices.co.uk

Ayrshire Auto Services is the data controller for the purposes of UK data protection law.

2. What this policy covers

This policy applies to information we collect when you:

• Contact us by telephone, email or message

• Book a service, MOT, repair, diagnostic check or similar work

• Visit our workshop in person

• Use any contact forms or enquiry tools we provide

• Interact with our website where basic analytics or cookies are enabled

3. Personal data we collect

Identity and contact details
Name, telephone number, email address and any other basic contact information you provide.

Vehicle details
Vehicle make, model, registration number, mileage and relevant service or repair history we hold.

Booking information
Requested dates and times, chosen services, notes you provide and internal booking references.

Communications
Emails, messages and call notes that relate to your enquiry, booking or work carried out.

Payment records
Amounts paid, dates and method of payment. If a payment processor is used, we do not store your full card details.

Technical and usage data (website)
Basic cookie or analytics information, if enabled, to help us understand website performance and improve the experience.

4. How we use your data and lawful bases

We only use your personal data when the law allows us to. The main purposes and lawful bases are:

To provide our services and manage bookings
For example servicing, MOT testing, diagnostics, mechanical repairs, DPF related work, tyres and air conditioning.
Lawful basis: Contract.

To communicate with you
To provide estimates, obtain approvals, give updates, confirm completion and arrange collection or delivery if agreed.
Lawful basis: Contract and Legitimate Interests.

To issue invoices and maintain business records
For accounting, tax and audit purposes.
Lawful basis: Legal Obligation.

To send reminders or useful notices
For example MOT or service reminders where appropriate. You can ask us to stop these at any time.
Lawful basis: Legitimate Interests.

To improve our services and website
To review how customers use our services and to help improve quality, efficiency and experience.
Lawful basis: Legitimate Interests.

We do not use your data for automated decision making that has legal or similarly significant effects.

5. Sharing your data

We only share your personal data where it is necessary and appropriate. This may include:

Service providers
Such as IT support, website hosting, email services and payment processing. These providers are required to protect your data and act only on our instructions.

Parts and logistics suppliers
Where a parts order, warranty query or delivery requires limited details such as your name or vehicle registration.

Regulators and public authorities
Where we are required to do so by law, for example in relation to tax, accounting, insurance, or DVSA related enquiries about MOT records.

We do not sell your personal data.

6. International transfers

We do not deliberately transfer your personal data outside the United Kingdom. If any service provider stores or processes data in another country, we will take reasonable steps to ensure suitable safeguards are in place in line with UK data protection requirements.

7. Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this policy, including for legal, accounting or reporting requirements. Typical retention periods are:

• Job and booking records
  Usually up to seven years for legal, tax and accounting reasons.

• Enquiry emails and messages
  Usually up to twenty four months where no booking is made, unless needed for legal reasons.

• Vehicle service history
  Retained while you remain an active customer or until you ask us to remove records that we are not legally required to keep.

8. Your rights

Under UK data protection law you have the right to:

• Request access to the personal data we hold about you

• Request correction of inaccurate or incomplete data

• Request deletion of your data where there is no legal reason for us to continue holding it

• Request restriction of processing in certain circumstances

• Object to processing where we rely on legitimate interests

• Request data portability where this applies

To exercise any of these rights, please contact us at sales@ayrshireautoservices.co.uk. We may need to confirm your identity before responding to your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you are unhappy with how we handle your data.

9. Security

We take appropriate technical and organisational measures to help protect your personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction. While no system can be guaranteed as completely secure, we work to keep your information as safe as reasonably possible.

10. Cookies and website analytics

Our website may use essential cookies that are required for basic functionality. We may also use analytics tools to understand how visitors use the site in order to improve layout, content and performance.

If analytics are used, we look at information in an aggregated form and do not use it to identify individuals directly. You can manage cookie preferences using your browser settings.

11. Children’s data

Our services are intended for adults in connection with vehicle ownership or business use. We do not knowingly collect personal data relating to children.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. The most recent version will always be available from us and the “Last updated” date at the top will show when it was last revised.

13. How to contact us

For questions about this policy or how we handle your personal data, please contact:

Ayrshire Auto Services
Unit 44c, Stevenston Industrial Estate
Stevenston, KA20 3LR

Telephone: 01294 301020 or 07534279796
Email: sales@ayrshireautoservices.co.uk