We process your personal information only for the following purposes: vehicle loans, press events, market research, providing updates on network dealer changes, responding to general enquiries and requests sent to us, marketing analytics, personalised communications and direct marketing.
As part of our processing for these purposes, we share your information with suppliers who act on our behalf for services such as logistics travel agents database management, IT support, website support and marketing services.
This Policy explains what data we process, why, how it is legal and your rights.
How to contact us
To get in touch with Mazda UK with any queries about how we process your data , please contact us by:
Address: Mazda UK DPO, Mazda Motors UK Limited, Victory Way, Crossways Business Park Dartford, Kent, DA2 6DT
Telephone: 03457 48 48 48
What information do we collect?
The personal information provided by you to us falls within the following categories for both car purchases and service visits:
- Contact details - Includes your full name, address, contact information including telephone and email address details.
- Other data- Passport, Driving licence and driving record
- Facebook – when you visit our Facebook fan page (https://www.facebook.com/MazdaUK/) your personal data can be processed for market research and advertising purposes: for example, when use profiles are constructed on the basis of interests identified through use behaviour and these profiles are utilised in placing advertisements. Usually, your data will be processed by cookies stored on your computer. This fan page is provided on the basis of our agreement with Facebook (Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland) on joint processing of personal data under GDPR Article 26 (“Page Insights Controller Addendum” https://www.facebook.com/legal/terms/page_controller_addendum). This agreement does not allow decisions concerning the processing of Insights Data to be made or implemented by us alone. Facebook takes primary responsibility under the GDPR for the processing of Insights Data and for compliance with all duties arising from the GDPR in respect of the processing of Insights Data.
- Email & Call Tracking, Call Recordings and Live Chat – We will collect any personal data provided to us as part of the live chat services and we will track emails, calls and record calls for quality and monitoring purposes.
How do we use your information and lawful basis for processing?
We use your personal data for the following purposes, and we are allowed to do so, on certain legal bases which are outlined below.
- Legitimate Interests – We are permitted to process your personal data below if it is based on our ‘legitimate interests’ i.e. we have good, sensible, practical reasons for processing your personal data which is in the interest of Mazda UK. To do so, we have considered the impact on your interests and rights and have placed appropriate safeguards to ensure that the intrusion to your privacy is reduced as much as possible. Our legitimate interest in processing the personal data below for the purpose specified is to provide you with useful services and information. We only use your personal data for the purposes specified and process personal data that is necessary for these purposes:
- Journalists Requests – To fulfil requests you submit to us such as, brochure request or other type of request submitted through Mazda web platforms or app directly to MMUK
- Market Research – We may contact you from time to time to invite you to participate in market research studies such as mystery shopping or other types of research.
- Warranty and Roadside Assistance services: If we have loaned you a Mazda vehicle, Mazda UK will share your information with our breakdown provider in the event that you should require the use of their services
- Test Drive Events – To use the data to arrange flights and accommodation as well as test drives at press launches for new vehicles
- Press vehicle loans – to deliver and collect MMUK vehicles from either your work or home address
- Legal Obligation
- DVLA Checks – Your data will be inputted into the DVLA to confirm your licence eligibility to drive one of our vehicles
- Requests from authorities - We will share your personal data with the police, other law enforcement or regulators where we are required by law to do so.
• Vital Interests
- 112 Based Emergency Calls – The system will send an automatic emergency message to an emergency call centre in case of a crash of the vehicle, where a decision is made on the appropriate response to the alert (fire brigade, police or ambulance call centre).
Who will handle your data?
We will never sell your information to third parties and will only provide your data to the third parties as detailed above to fulfil the relevant services. Mazda UK uses the following Mazda entities as processors to provide certain services and have access to your personal data in the process:
|Who information is shared with||Personal data|
|Mazda Motor Europe GmbH – Database management services||
|Mazda Motor Corporation - Vehicle and product quality support||
Mazda UK will ensure that all processors (e.g. IT hosting, database management, customer contact providers, security etching, finance and contract administration, warranty and roadside assistance providers, marketing fulfilment, Mazda dealers) who are handling your data, comply with the Data Protection Laws and that data is only stored within the EEA, where possible. Mazda UK has agreed for your data to be transferred to countries outside of the EEA to fulfil specific processing. To comply with the Data Protection Laws, all our processors are required to provide evidence that they have appropriate levels of technical and operational security measures in place to protect your data, and we have a process in place to ensure these processors comply with their obligations. Data processed whilst visiting our Facebook fan page may be processed outside the EU. Facebook, Inc., as a Privacy-Shield certified US provider involved in processing your data, has agreed to comply with EU data protection standards: https://www.privacyshield.gov/participant?id=a2zt0000000GnywAAC&status=Active (version: 02/11/2018).
How long do we keep your information for?
Where we are storing website data against unique ID’s, as this data is processed in a way that does not identify you as an individual, this data will be kept indefinitely for historical reporting purposes. Where we are storing cookie data linked to personal information, we will store this cookie for 2 years unless you delete it from your browser settings or if you opt out from all marketing cookies on our website. Call tracking and recordings are kept for no longer than 6 months and for the live chat service we will collect any personal information that you provide as part of the live chat and it will be stored for up to 6 months to enable us to fulfil your enquiry We will retain your personal data for as long as you own a Mazda car and up to 7 years from when we are aware that you no longer own your car, to ensure we are able to deal with any queries you may have on your Mazda or to support any product recall and legal claims process. We may hold this data for a longer period, if we are legally required to do so. Vehicle information retained for 112-Based Emergency Call System is kept for a maximum of 13 hours from the moment an Emergency call system was initiated.
How you can amend your marketing preferences
If you do wish to stop receiving communications from Mazda UK, you can do this in the following ways:
- Unsubscribe easily from any marketing email by clicking the unsubscribe link within the email.
- Opt out of any marketing communication channels. Please contact the Mazda Customer Relations team via firstname.lastname@example.org or call the team on 03457 48 48 48 so your preferences can be updated.
- My Mazda App – if you are registered for the My Mazda app you can also change any of your details or amend your marketing preferences within the app.
- Facebook - Should you wish to exercise your rights as a data subject or request information, please note that the most effective way to do so is through Facebook directly (see https://www.facebook.com/legal/terms/information_about_page_insights_data). For further information on the processing and use of your data, together with your relevant rights and how you can use settings and objections (opt-outs) to protect your privacy, please refer to the Facebook data privacy statement at https://www.facebook.com/about/privacy/ and Information about Page Insights data at https://www.facebook.com/legal/terms/information_about_page_insights_data. You can read more about Facebook Opt-outs at https://www.facebook.com/settings?tab=ads or http://www.youronlinechoices.com
Under the Data Protection Laws you have the following rights in relation to your personal data:
- Right to object to processing of your personal data
- Right to request a copy of your personal data and information on how we process it
- Right to request to move, copy or transfer your personal data (data portability)
- Right for your personal data to be erased
- Right for your personal data to be corrected in a timely manner
- Right to ask us to stop contacting you with direct marketing
- Right to restrict your personal data being processed
To exercise your rights please contact the Mazda UK Data Protection Officer using the contact details provided in the section headed "How to Contact Us". We will ask you for information to confirm your identity and we will then respond to your request within 30 days from when we have received your request. As a UK Company, MMUK's local supervisory authority is the UK Information Commissioner's Office (ICO). Please visit the ICO website (www.ico.org.uk) for more details. You have a right to complain to the ICO if you believe your personal data has or is being used in a way that you believe does not comply with the Data Protection Laws.