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Privacy Policy

"Fleet Operations Limited t/a Insight Vehicle Management" are a subsidiary of Fleet Operations Limited, and together they are committed to protecting and respecting any personal information you share with us.

This statement explains what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us.

The contents of this statement may change from time to time so please check this page occasionally to ensure you are still happy to share your information with us. Where possible, we will also contact you directly to notify you of these changes.

What we collect

We collect information about you when you engage with us either through our team, our website, other digital platforms or our partners. Some of this information does not identify you personally, but provides us with information about how you use our services and engage with us (we use this information to improve our services and make them more useful to you). The information we collect includes some or all of the following:

    1. Your personal details including name, date of birth, address, employment and contact details
    2. Your banking and financial information where you may provide it (including income, expenditure and previous credit history)
    3. Information about your lifestyle and home ownership
    4. Identifiers assigned to your computer or other devices, including your Internet Protocol (IP) address
    5. Cookie information (see our Cookie Policy) Details of communications between us (for example emails or call recordings)
    6. Any other information which you may provide to us

How we use this information and the legal basis for processing

We will only process information that is necessary for the purpose for which it has been collected. The legal basis of processing will vary depending the type of service you have requested and we have listed some examples of our processing activities below;

    1. Administering your vehicle quotes and policies (as is necessary for performance of a contract between you and us and/or as is necessary for our legitimate interests);
    2. Carrying out anti-fraud and anti-money laundering checks and verifying your identity (as is necessary for compliance with our legal obligations and/or as is necessary for our legitimate interests);
    3. Assessing financial risks, including by carrying out credit reference checks and credit scoring assessments, (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests);
    4. Broking your finance agreement and any related services (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests);
    5. Using your payment details to process payments or refunds relating to a service provided by us (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests);
    6. Sending you information about your end of contract obligations and how to renew your vehicle hire agreement (as is necessary for compliance with our legal obligations);
    7. Communicating with you about your quotes and policies including responding to your enquiries (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests);
    8. Administering debt recoveries, where you owe us money under a contract or otherwise (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests);
    9. Undertaking market research and statistical analysis, including analysing your use of our website. This allows us to develop new, or improve existing, products and services (as is necessary for our legitimate interests); and
    10. Fulfilling our obligations owed to a relevant regulator or authority (as is necessary for compliance with our legal obligations and/or as is necessary for our legitimate interests).

    Our "legitimate interests" as referred to in this document include our legitimate business purposes and commercial interests in operating our business in a customer-focused, efficient and sustainable manner, in accordance with all applicable legal and regulatory requirements.

Automated Decisions and Profiling

We will never make automated decisions when processing your data nor will we use profiling techniques.

How do we share this information?

We do not sell your information to third parties, but we do work closely with third party suppliers who fulfil business activities for us. In these situations we will only share the information that is necessary for the third party to perform the processing activity it was provided for, such as;

1.  Third party service providers who support the operation of our business, such as IT and marketing suppliers, financial service providers, delivery companies, dealer groups and debt collection agencies (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests);
2.  Third party insurance providers (as is necessary for the performance of a contract between you and us and/or as is necessary for our legitimate interests).
3.  Fraud prevention agencies and associations, (as is necessary for compliance with our legal obligations and/or as is necessary for our legitimate interests);
4.  Regulators and law enforcement agencies, including the police, the Financial Conduct Authority or any other relevant authority who may have jurisdiction (as is necessary for compliance with our legal obligations).

Some of these third parties may also be considered a data controller in respect of holding your personal data. In these cases, we will provide you with the privacy statements of those parties.

How long to we keep your information for?

We will not hold your personal information for any longer than is necessary. If you are a customer or otherwise have a relationship with us we will hold personal information about you for a longer period than if we have obtained your details in connection with a prospective relationship.

In any event, the retention period will be the statutory retention period unless there is a further legal or regulatory requirement to do so.

How can you manage the information we hold about you?

Under the data protection act you have certain rights in relation to the data we hold about you. Under GDPR these rights are extended and listed below;
- to obtain access to, and copies of, the personal information that we hold about you;
- to require that we cease processing your personal information if the processing is causing you damage or distress;
- to require us not to send you marketing communications;
- to require us to erase your personal information;
- to require us to restrict or object to our data processing activities;
- to receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal information to another data controller; and
- to require us to correct the personal information we hold about you if it is incorrect.

Please note that these rights may be limited by data protection legislation, and we may be entitled to refuse requests where exceptions apply.

If you have a complaint regarding any aspect of how we handle your personal information, please write to us at the above address. If you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner's Office at the following address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

You can also contact the Information Commissioner's Office using their online form: https://ico.org.uk/global/contact-us/email/

Website Privacy Policy

We reserve the right to collect and store website usage information to help us assess and improve the website content, design and navigation.

We may collect website usage from a number of sources, including our web server / service providers, or from URLs, IP addresses and Cookies passed to us when you enter our site.

In all cases, website usage information excludes any information that can be traced back to you, and is therefore treated as non-personal data under the terms of the General Data Protection Regulations.

This website privacy policy describes how Fleet Operations Limited protects and makes use of the information you give the company when you use this website. If you are asked to provide information when using this website, it will only be used in the ways described in this privacy policy.

This policy is updated from time to time. The latest version is published on this page. This website privacy policy was updated: March 2018

If you have any questions about this policy, please email info@fleetoperations.co.uk or write to: Fleet Operations Limited, Fleet House, Maries Way, Silverdale Business Park, Newcastle Under Lyme, Staffordshire, ST5 6PA.

Introduction

We gather and use certain information about individuals in order to provide products and services and to enable certain functions on this website.

We also collect information to better understand how visitors use this website and to present timely, relevant information to them.

What Data We Gather

We may collect the following information:
• Name and job title
• Contact information including email address
• Demographic information, such as postcode, preferences and interests
• Website usage data 
• Other information relevant to client enquiries
• Other information pertaining to special offers and surveys

How we use this data:

Collecting this data helps us understand what you are looking for from the company, enabling us to deliver improved products and services. Specifically, we may use data:
• For our own internal records.
• To improve the products and services we provide.
• To contact you in response to a specific enquiry.
• To customise the website for you.
• To send you promotional emails about products, services, offers and other things we think might be relevant to you.
• To send you promotional mailings or to call you about products, services, offers and other things we think might be relevant to you.
• To contact you via email, telephone or mail for market research reasons.

Cookies and how we use them

What is a Cookie?

A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website.

Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.

How we use Cookies:

We may use cookies to:
• Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.
• Identify whether you are signed in to our website. A cookie allows us to check whether you are signed in to the site.
• Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content.
• Store information about your preferences. The website can then present you with information you will find more relevant and interesting.
• To recognise when you return to our website. We may show your relevant content, or provide functionality you used previously.

Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

Controlling Cookies:

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.

However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.

To learn more about cookies and how they are used, visit All About Cookies.

Controlling information about you:

When you fill in a form or provide your details on our website, you may see one or more tick boxes allowing you to:
• Opt-in to receive marketing communications from us by email, telephone, text message or post.
• Opt-in to receive marketing communications from our third-party partners by email, telephone, text message or post.

If you have agreed that we can use your information for marketing purposes, you can change your mind easily, via one of these methods:
• Sign in to our website and change your opt-in settings.
• Send an email to info@fleetoperations.co.uk
• Write to us at: Fleet Operations Limited, Fleet House, Maries Way, Silverdale Business Park, Newcastle Under Lyme, Staffordshire, ST5 6PA.

We will never lease, distribute or sell your personal information to third parties unless we have your permission or the law requires us to.

Any personal information we hold about you is stored and processed under our data protection policy, in line with the General Data Protection Regulations.

Security

We will always hold your information securely.

To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.

We also follow stringent procedures to ensure we work with all personal data in line with the General Data Protection Regulations.

Links From Our Site Our website may contain links to other websites. Please note that we have no control of websites outside the www.fleetoperations.co.uk or www.insightvm.co.uk domain.

If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.

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