Group Privacy Notice

1. Introduction

Allied Vehicles Group is committed to protecting personal data and complying with applicable data protection legislation, including the UK General Data Protection Regulation, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003, and applicable amendments introduced by the Data (Use and Access) Act 2025.

This Privacy Notice explains how we collect, use, store, share and protect personal data relating to customers, enquirers, website users, suppliers, visitors, applicants, complainants and other individuals who interact with Allied Vehicles Group or its trading brands. The notice is intended to provide clear and transparent information about our processing activities, lawful bases, retention periods and individual rights.

2. Who We Are

Allied Vehicles Limited, also referred to as Allied Vehicles Group, is the data controller for personal data processed in connection with its commercial activities. Allied Vehicles Limited trades under a number of brands, including:

• Allied Vehicles
• Allied Mobility
• Cab Direct
• Allied Autocare
• Mobility Solutions
• Allied Parts
• The Minibus Centre
• Glasgow Tigers Speedway Ltd.
• Endura Hire
• Endura Leasing

For data protection queries, please contact:

Email: yourdata@alliedvehicles.co.uk
Telephone: 0800 916 0049
Address: Your Data, Allied Vehicles Group, 230 Balmore Road, Glasgow, G22 6LJ

3. Scope of This Privacy Notice

This Privacy Notice applies to personal data processed by Allied Vehicles Group in connection with:

• vehicle sales, vehicle adaptations, conversions, servicing, repairs and aftersales support;
• parts sales and related customer services;
• taxi, private hire, minibus and fleet vehicle enquiries and sales;
• Motability Scheme enquiries, applications and related services;
• finance, leasing, hire, courtesy vehicle and warranty-related activities;
• website enquiries, online forms, telephone enquiries and marketing communications;
• CCTV, call recordings and site security;
• customer complaints, warranty claims, insurance matters and legal claims;
• supplier, contractor and business contact relationships;
• charitable grant applications handled by Allied Vehicles Charitable Trust, where applicable.

4. Personal Data We Collect

4.1 Identity and Contact Details

This may include your name, address, email address, telephone number and other contact information.

4.2 Transaction and Service Information

This may include details of enquiries, quotations, orders, vehicle purchases, vehicle adaptations, servicing, repairs, warranty claims, aftersales support, complaints and customer correspondence. This includes data processed in connection with goods and services supplied by Allied.

4.3 Financial and Payment Information

Where you purchase goods or services from us, or where finance or leasing is requested, we may process financial information, payment details and information required by finance providers or credit reference agencies.

4.4 Driving Licence and Vehicle-Related Information

Where we, or our partners, provide a lease vehicle, hire vehicle or courtesy vehicle, we may process driving licence details. We may also process vehicle registration, vehicle specification, warranty, repair, service and manufacturer-related information.

4.5 Special Category Data

In some cases, we process health or disability-related information, particularly where this is relevant to mobility needs, vehicle adaptations, VAT exemption, Motability applications or other social protection purposes.

4.6 CCTV and Call Recordings

We may process CCTV footage for site security, safety, crime prevention and operational monitoring purposes. CCTV footage may also be reviewed and used internally where required for the purposes of investigating incidents, ensuring compliance with company policies and procedures, and conducting disciplinary investigations.

We may also use CCTV footage in connection with complaints, insurance matters, regulatory enquiries, and the establishment, exercise or defence of legal claims.

We may also process call recordings for training, quality, customer service, dispute resolution, legal, regulatory or investigation purposes. CCTV and call-recording retention periods are set out in the Data Protection Retention Policy.

4.7 Website and Technical Data

When you use our websites, we may collect technical information such as IP address, cookie identifiers, website usage information, analytics data and information generated through call-tracking technology.

5. How We Collect Personal Data

We may collect personal data:

• directly from you when you contact us, complete an online form, make an enquiry, place an order, purchase goods or services, attend our premises, make a complaint, or otherwise communicate with us;
• from representatives, family members, carers or others you have asked to act on your behalf;
• from Motability, finance providers, leasing partners, vehicle manufacturers, insurers, brokers, repairers, suppliers and other third parties involved in providing goods or services to you;
• from third-party marketing agencies where you have provided consent for your data to be passed to us;
• automatically through website cookies, analytics tools, call-tracking technology, CCTV and telephone systems.

6. Why We Use Personal Data and Our Lawful Bases

We only process personal data where we have a lawful basis to do so. Depending on the circumstances, our lawful bases may include contract, legitimate interests, consent, legal obligation, vital interests, or special category conditions where applicable. This Privacy Notice explains the purposes of processing, lawful bases and legitimate interests where relied on.

7. Special Category Data

Where we rely on legitimate interests as a lawful basis, our interests include operating and improving our business, providing customer service, ensuring safety and security, preventing fraud and misuse, managing complaints and legal claims, and promoting our products and services in a responsible and proportionate manner. We assess and balance our interests against the rights and freedoms of individuals before relying on this lawful basis.

• understanding mobility needs;
• providing suitable vehicle adaptations or mobility products;
• supporting Motability Scheme applications;
• processing VAT exemption claims;
• providing customer service, complaints handling or aftersales support;
• complying with legal obligations or establishing, exercising or defending legal claims.

Where we process special category data, we will ensure that an appropriate UK GDPR Article 9 condition applies, such as explicit consent where appropriate, substantial public interest, social protection purposes, legal claims, or another applicable condition. This includes health or disability-related information processed in connection with goods and services supplied by Allied.

8. Marketing Communications

We may use your contact details to send you information about products, services, offers, news and updates that may be relevant to you. This may include communications by post, email, SMS, telephone or social media, depending on the circumstances and your marketing preferences.

Where consent is required, we will ask for your consent. Where we rely on legitimate interests, we will only do so where permitted by data protection and electronic marketing rules, and where your rights and interests do not override our legitimate interests. You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us at yourdata@alliedvehicles.co.uk.

We do not sell your personal data to other companies or organisations for their own marketing purposes.

9. Website, Cookies, Analytics and Call Tracking

Our websites use cookies and similar technologies. Cookies are small automated files that help websites function, remember preferences, understand how visitors use the site and improve user experience. Some cookies may be necessary for website operation, while others may require consent depending on their purpose. The Data (Use and Access) Act 2025 introduces changes to storage and access technologies, including cookies, but PECR and UK GDPR transparency requirements continue to apply.

We may use Google products, including Google Analytics, to understand website traffic, visitor behaviour and areas of interest. Analytics data may include IP addresses, which are masked where configured so that we do not directly access personal data through those analytics reports.

We may also use call-tracking technology which allows us to connect a telephone call made to us with a visit to our website. This may involve collecting an IP address and generating a unique telephone number on the site so that browsing activity can be linked to a telephone enquiry for customer service and business analysis purposes.

Further information about the cookies we use, including the types of cookies, their purposes, and how to manage your preferences, is set out in our Cookies Policy.

10. Who We Share Personal Data With

We may share personal data internally with appropriate Allied staff where access is required for their role. Access is limited to those who require it for lawful business purposes.

We may also share personal data with third parties where necessary, including:

• IT, software, cloud, website, analytics and communication service providers;
• payment service providers;
• postal, delivery and logistics providers;
• email, SMS and marketing platform providers;
• finance companies and credit reference agencies where you request finance;
• leasing partners where a lease, hire or courtesy vehicle is provided;
• vehicle manufacturers for warranty activation, technical support, recalls or aftersales purposes;
• Motability where your vehicle is supplied through the Motability Scheme;
• insurers, brokers, solicitors, advisers, regulators and enforcement bodies where required;
• social media platforms for advertising and custom audience purposes, where permitted;
• prospective purchasers or advisers in the context of a business sale, restructuring or transfer.

Where third parties process personal data on our behalf, we require them to process it only on our instructions, maintain confidentiality, apply appropriate technical and organisational security measures, and not use the data for their own purposes.

11. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include relying on adequacy regulations, international data transfer agreements, standard contractual clauses or other appropriate transfer mechanisms permitted by applicable data protection law.

12. How Long We Keep Personal Data

We will not retain personal data for longer than is necessary for the purposes for which it is processed.

Retention periods vary depending on the type of personal data, the purpose for which it is processed, and applicable legal, regulatory and operational requirements. In determining how long to retain personal data, we take into account factors such as contractual obligations, statutory retention periods, limitation periods for legal claims, and business needs.

All personal data is retained and securely deleted in accordance with Allied Vehicles Group’s Data Protection Retention Policy.

We regularly review our retention periods to ensure that personal data is not kept longer than necessary. Further information about specific retention periods can be provided upon request.

13. How We Protect Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, destruction or disclosure. These measures include internal policies, access controls, secure storage arrangements, staff responsibilities, contractual controls with processors and review of retention and deletion practices.

Personal data may be stored in hard copy documents, emails, digital files, desktop computers, laptops, tablets, phones, servers, cloud-based systems and systems operated by third parties on our behalf. The retention policy requires care to ensure that updating, rectifying, erasing and deleting data is dealt with consistently across all locations and formats.

14. Your Data Protection Rights

Depending on the circumstances, you may have the following rights:

• the right to be informed about how your personal data is used;
• the right of access to your personal data;
• the right to rectification of inaccurate or incomplete data;
• the right to erasure in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to object to certain processing, including processing based on legitimate interests and direct marketing;
• the right to data portability where applicable;
• the right to withdraw consent where processing is based on consent;
• rights relating to automated decision-making and profiling where applicable;
• the right to complain to the Information Commissioner’s Office.

This Privacy Notice explains the rights available to individuals, the right to withdraw consent where applicable, and the right to lodge a complaint with a supervisory authority.

To exercise your rights, please contact:

Email: yourdata@alliedvehicles.co.uk
Telephone: 0800 916 0049
Postal Address: Your Data, Allied Vehicles Group, 230 Balmore Road, Glasgow, G22 6LJ

15. Data Protection Complaints

If you are unhappy with how we have handled your personal data, you can raise a data protection complaint with us using the contact details below:

Email: yourdata@alliedvehicles.co.uk
Postal Address: Your Data, Allied Vehicles Group, 230 Balmore Road, Glasgow, G22 6LJ

We encourage you to contact us in the first instance so that we can try to resolve your concern, but you have the right to complain directly to the Information Commissioner’s Office at any time.

We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, keep you informed where appropriate, and confirm the outcome of our review.

We aim to respond to complaints as quickly as possible and, where feasible, within one calendar month.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk

16. Automated Decision-Making and Profiling

We do not currently make decisions about individuals based solely on automated processing where those decisions have legal or similarly significant effects. If this changes, we will update this Privacy Notice and provide appropriate information about the decision-making, the logic involved, the significance and likely consequences, and the safeguards available to individuals. The Data (Use and Access) Act 2025 changes the framework for automated decision-making but requires appropriate safeguards where significant automated decisions are made.

We may use limited profiling or audience selection for marketing purposes, such as using customer or enquiry information to identify products or services that may be relevant, or creating custom audiences through social media platforms where permitted.

17. Children

Our websites and services are not generally directed at children. If you are aged 13 or under, we require the consent of your parent or guardian before you submit personal information through our websites.

18. What Happens if You Do Not Provide Personal Data

Where we need personal data to enter into or perform a contract with you, provide goods or services, process a payment, arrange finance, support a Motability application, activate a warranty, comply with legal obligations or respond to an enquiry, failure to provide the required data may mean that we cannot provide the requested goods, services or support.

In some cases, the provision of personal data may be a contractual or statutory requirement. Where this applies, we will inform you and explain the possible consequences of not providing the data.

19. Allied Vehicles Charitable Trust

Allied Vehicles Charitable Trust is the data controller responsible for personal data processed in connection with charitable grant applications. Allied Vehicles Charitable Trust may collect identity and contact details, organisation details, financial information, application forms and supporting evidence of eligibility.

The Trust processes personal data to assess and administer grant applications, comply with legal and regulatory obligations, maintain charity records and, where consent is provided, support transparency and charitable collaboration with relevant third parties.

The lawful bases may include consent, legitimate interests and legal obligation. Special category data, where processed, will only be used where an appropriate lawful basis and special category condition applies.

Personal data may be shared with trustees, authorised staff, service providers and, where consent is provided, local charities, elected representatives, press or local authorities for community engagement purposes. The Trust does not sell personal data to third parties.

Personal data processed by Allied Vehicles Charitable Trust is retained only for as long as necessary for the purposes for which it is processed, including the assessment and administration of grant applications, charity accounting, audit, legal and regulatory requirements. Specific retention periods are set out in Allied Vehicles Group’s Data Protection Retention Policy.

Charitable Trust Contact Details:

Email: charity@alliedvehicles.co.uk
Address: Allied Vehicles Charitable Trust, 230 Balmore Road, Glasgow, G22 6LJ
Phone: 0800 916 0049

20. Monitoring and Review

This Privacy Notice will be reviewed at least every two years or sooner where there are material changes to legislation, regulatory guidance, business operations, systems, suppliers, data sharing arrangements, cookies, marketing practices, retention requirements or processing activities. The retention policy uses a two-year review approach and requires regular monitoring and review.

Where we intend to use personal data for a new purpose, we will update this Privacy Notice and communicate material changes to individuals before starting the new processing where required. Where we make material changes to this Privacy Notice, we will take appropriate steps to make the updated information available.