Confidentiality Data Protection Policy
Data Privacy Notice
The following data privacy notice explains the circumstances in which ecofleet will collect personal data from you, why it is being collected, how we will use it and to whom we might disclose it to if necessary.
ecofleet is fully committed to complying with the UK’s Data Protection law and the EU General Data Protection Regulation (GDPR) for the protection of personal data, as well as the principles of data security in the configuration of our services. If you have any questions about this privacy notice or how we use your personal data, please contact us in writing or by email
What Kind of data is being collected and processed?
In order to enter into a brokerage agreement with ecofleet, we will need to collect, store and use elements of your personal data. The processing of this personal data is a contractual requirement and is necessary by ecofleet in order to administer your account and to provide the products and services you have requested.
When we are approached by you to engage in our services, we will always ask your consent to collect and process your personal data. Failure to provide this consent and/or personal data may mean that we will be unable to execute the contract and will result in termination of our services.
You will usually need to disclose the following to ecofleet:
- First name(s)
- or Company Name
- Full address including postal code
- Email address
- Contact numbers (Phone & Mobile)
- Date of birth
- Employment details – including employer name, employer address, employment history
- Monthly income and expenditure
- Bank details – including account number, Sort Code, account holder
- VAT ID number (if Applicable)
We may also monitor, store and use any telephone, email or other electronic communications with you for training purposes so that we can check any instructions given to us and to improve the quality of our customer service.
Any personal data we collect from you will not be transferred outside the European Economic Area.
Direct Marketing Communications
If you have chosen to opt-in to our direct marketing communications, we may use your information to tell you about products and services available from us which may be of interest to you.
You have a right to opt-out of our direct marketing communications at any time. You can opt-out by following the Unsubscribe instructions at the bottom of the communication or by emailing firstname.lastname@example.org
How long will the data be stored for?
ecofleet will take steps to erase any personal data that is no longer necessary for the purposes for which it is collected or otherwise processed, or if you have withdrawn consent for its processing and retention.
As a general rule, if you enter into or took steps to enter into a contract with ecofleet, we will store the data for period of six years for compliance with our general legal obligations and for the exercise or defense of any legal claims.
Under the GDPR, you have the right to ‘block’ or request the deletion or removal of personal data to prevent further processing. This right to erasure is also known as ‘the right to be forgotten’.
Sharing of data with other data controllers / Funders
- You have given us your consent to do so
- In order to obtain professional advice (e.g. legal advice)
- we or others need to investigate or prevent crime (e.g. to fraud prevention agencies)
- It is necessary for the performance of an agreement of which you will be made aware
- The law permits or requires it
- Regulatory or governmental body requests or requires it, even without your consent, or
- There is a duty to the public to reveal the information
In order to administer your contract, we may need to share some of your personal information with other data controllers / funders. This processing is necessary for the purposes of delivering specific services to you. You agree that we can share or use your personal data with any of our appointed agents or suppliers to allow us to provide you with services and products you have asked for under this agreement, such as to facilitate delivery of your vehicle, to collect the vehicle from you or notify you of a vehicle safety recall.
Other data controllers which we may share this information with may include:
- The finance provider – to generate the finance agreement
- Credit reference agencies – to propose you for vehicle finance
- Claims handling and fraud prevention agencies – to investigate or prevent crime
- The supplying dealer group – to order and deliver the vehicle
Credit reference agencies
In considering your application, we will search your record at credit reference agencies. They will add to your record details of our search and your application and this will be seen by other organisations that make similar searches. On occasion, we may request a credit check with more than one finance provider.
Information held about you by the credit reference agencies may already be linked to records relating to other people with whom you have a financial association such as credit cards, banks, any other existing or previous loans you may have held etc. In connection with your application you may be treated as financially linked with them and assessed with reference to any such associated records. Searches may also be made in respect of directors and partners of firms applying for credit.
If you are a joint applicant or if you have told us of some other financial association with another person, or a director of a firm which is applying for a facility you are declaring that you are entitled to:
- Authorise us to search, link or record information at credit reference agencies about you and anyone else referred to by you
- Disclose information about your joint applicant, fellow directors and anyone else referred to by you
The credit reference agency will use credit scoring systems when assessing your application. They will also add to your record details of your agreement arranged by us, specifically the payments you make under it, any default or failure to keep to its terms and any change of address you fail to tell us about where a repayment is overdue.
These records will be shared with other organisations and will be used by us and them to help make decisions about credit and credit related services such as insurance for you and members of your household, trace debtors, recover debt and to manage your accounts. We and the credit reference agencies will also use the records for statistical analysis about credit.
You have a legal right to know the details of credit reference and fraud prevention agencies we use and to whom we pass information about you. To obtain this information, please contact our Data Protection Officer on 08000 502 500
If you give us false or inaccurate information and fraud (in any form) is identified, details will be passed to the fraud prevention agencies. We and other organisations may also share, access and use this information to prevent fraud and money laundering, for example when:
- checking details on applications for credit and credit related or other facilities
- managing credit and credit related accounts or facilities
- recovering debt
- checking details on proposals and claims for all types of insurance
- checking details of job applicants and employees
- In addition, law enforcement agencies may access and use this information
Protecting your privacy
In order to protect the personal data collected from you by ecofleet against accidental or deliberate manipulation, loss, destruction or the access of unauthorised persons, technical and organisational security measures are constantly improved as part of our technological development. In addition, our employees, subcontractors and other support staff are obligated to observe confidentiality and data privacy.
Any access to your data that is stored at our organisation only takes place through an encrypted connection. By using the most up-to-date firewall systems, we provide the best possible protection for your data. Our website, is encrypted using a SSL/TSL (Secure Sockets Layer/ Transport Layer Security) connection. SSL is an industry standard and is used by millions of websites in the protection of their online transactions with their customers.
Wherever possible, we have tried to create a secure and reliable website for our users. However, the use of the Internet and our website is entirely at your own risk and we have no responsibility or liability for the security of personal information transmitted via the Internet.
You must not use the services and/or network systems or any part thereof for fraudulent activities, or to breach another organistaion’s security (cross-network hacking). This is an illegal act and prosecution under criminal law may result. You must not use any computers, computer equipment, network resources or any services provided by us for any illegal purpose, or for accessing, receiving or transmitting any material deemed illegal, indecent, offensive or otherwise unacceptable under UK law.
We will monitor network traffic from time to time for the purposes of backup and problem solving and in order to ensure that you are not misusing any of the services provided to you.
Subject Access Requests
You have the right to request access to a copy of the personal information that we hold about you. This is also known as a ‘Subject Access Request’. This information is provided to you free of charge.
We will provide this information in a structured, commonly used and machine readable form such as a CSV file. This will allow you to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability.
If you would like to submit a Subject Access Request, please confirm this in writing.
We will response to your request without delay and at the latest, within one month of receipt of your request.
Rectifying or updating personal data
If you believe the personal data we hold about you is inaccurate or incomplete, you have the right to rectification. You can let us know about any changes to. Where possible, we will also inform any third parties to whom we have disclosed the personal data in question to so they can rectify their records.
We will typically respond to your request within 30 days, although this can be extended by 60 days if your request for rectification is complex, such as a Novation or Transfer of Lease.
You have the right to withdraw your consent for us to collect, process and store your data at any time. If you wish to withdraw your consent, please confirm this in writing.
Please note, by withdrawing consent, ecofleet may be unable to execute the contract that you have entered into with us and will result in termination of our services. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
If at any time we become aware that your data has been compromised, or that a breach of our systems and controls has occurred, which has an impact on the security of your data, we will notify the Information Commissioner’s Office, and you, without undue delay.
Right to complain
If you have a complaint about any aspect of data protection or if you feel your privacy has been breached by us, we would like to hear from you. To help us investigate and resolve your concerns as quickly as possible, please confirm this in writing to:
If you are unhappy with the final response you have received from ecofleet, you have the right to complain to the supervisory authority, the Information Commissioner’s Office (ICO) within three months of your last meaningful contact with us. You can contact ICO by visiting their website: https://ico.org.uk/.
The following data is collected and stored by ecofleet until its automated deletion:
- IP address of the accessing computer/device
- Date, time and duration of your visit
- Name and URL of the accessed pages
- Identification data of the browser and operating system used
- Website from which the data was accessed
- Name of your internet access provider
The data listed above is only analysed for statistical purposes and for improving our internet presence, then it is deleted. We will not attempt to personally identify you from your IP address unless required to as a matter of law or regulation or in order to protect our, or our other customers’ rights.
Links to websites of other providers – third parties
Please note that this data privacy notice only applies to ecofleet
and we are not responsible for, and have no control over, information that is submitted to or collected by third parties, such as those where our website may provide links and banner advertisements to third party sites.
Due to the further development of our website, government regulations or the implementations of new technologies, this policy will be reviewed, and may change, from time to time. ecofleet reserves the right to change this data protection information at any time with effect for the future. The revised policy will be posted to this page. We recommend you read the current data protection information again from time to time.
Reviewed Dec 2021