We process your personal information only for the following purposes: market research, respond to general enquiries and requests sent to us, product recalls, marketing analytics and 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 database management, IT support, website support and marketing services.
This Policy explains what data we process, why, how it is legal and your rights.
About Mazda UK and this Privacy Policy
How to contact us
What information do we collect?
How do we use your information and lawful basis for processing
Who will handle your data?
How long do we keep your information for?
How you can amend your preferences
Your Rights
Changes to this Privacy Policy
About Mazda UK and this Privacy Policy
This Privacy Policy is provided by Mazda Motors UK Limited ("Mazda UK", "we" or "us") who is a controller in respect of your personal data for the purposes of the General Data Protection Regulation (EU) 2016/679 and the UK Data Protection Act 2018 (collectively referred to as the "Data Protection Laws"). Keeping your data safe is important to Mazda UK and this Privacy Policy explains what personal data we process, why we hold the data, what legal basis we rely on and what your rights are. Please take the time to read this carefully.
How to contact us
If you would like to get in touch with Mazda UK, to amend any personal details, amend any marketing preferences or for any other queries, please use the following details:
| Email: |
[email protected] |
| Address: |
Customer Relations Team
Mazda Motors UK Limited
Victory Way
Crossways Business Park
Dartford
Kent
DA2 6DT |
| Telephone: |
03457 48 48 48 |
For any other matters, please contact our Data Protection Officer as below:
| Email: |
[email protected] |
| Address: |
Mazda UK DPO
DP Governance
50 Brook Street
Mayfair
London
W1K 5DR |
What information do we collect?
The personal information provided by you to us falls within the following categories:
- Contact details - Includes your full name, company name and company address (if relevant), contact information including telephone and email address details.
- Website, electronic communications and app device usage – We will collect information such as if you open or engage with our email communications or if you use the Mazda website platforms: www.mazda.co.uk, Mazda dealer websites, online brochures or if you have registered an account on the My Mazda ownership App. We will collect usage, browser and online behaviour information through cookies, your IP address or other tracking technologies such as web analytics services provided by Google Analytics. Information gathered includes such as pages visited, where you joined our site from, the path you take through our sites and where you leave, browser, plug-ins you have installed on your browser, browser language, JavaScript objects, type of device, and how long you visited for including collecting your mobile device location details (if permitted within the App settings). You can read more about the respective cookie policies on www.mazda.co.uk/cookies. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of this website. Furthermore you can find out how to prevent Google’s collection and use of data (cookies and IP address) as well as see more of an overview of privacy at Google by visiting: https://tools.google.com/dlpage/gaoptout?
- Call Tracking, Call Recordings & Live Chat – we will collect any personal data provided to us as part of the live chat services and we will track calls and record calls for quality and monitoring purposes.
- Customer services - We will also collect additional information about you, your company and your vehicle when you contact our Mazda Fleet Centre or Customer Relations centre (including queries or complaints).
- Dealer / Contract Hire information – We will collect information about the Contract Hire company who you lease your car from: (if applicable) as well as the dealership who you service your car with (if different)
- Vehicle Information - including VIN, registration number and registration date, make/ model, warranty repair information as well as security etching (unique security code etched onto the windows linking both you and your car to the International Security Register (ISR). In addition, for servicing only, we will collect service information such as date and time you used our services within our dealer network as well as latest mileage information which is used to help determine the optimum time for your next service. We will also collect technical vehicle information about how the engine and systems within the vehicle perform including on-board diagnostics data as well as, if relevant, the location of where the fault has occurred.
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 on 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:
- Customer Requests – To fulfil requests you submit to us such a corporate demonstration, service request, brochure request or other type of request submitted through Mazda web platforms and could be transferred to your selected Mazda dealer to fulfil the request.
- Contractual Communications – Mazda UK will send communications towards the end of your contract to in order to provide customer support and options available to you. These communications may come via the Mazda Fleet Centre or via the Mazda Dealer Network.
- Service history – Mazda UK provide a secure online database, where an entire vehicle service history (inspections and services) is stored.
- Security Etching – This is provided to assist you by deterring vehicle theft and cloning as well as improving the chances of recovering stolen vehicles.
- Vehicle and product quality support – To fulfil services relating to vehicle warranty, technical inspection and resolution support as well as to support product quality and development purposes.
- Vehicle auditing – To support auditing processes to ensure vehicles are being used in accordance with agreed fleet terms.
Our legitimate interest in processing the personal data below with its respective purposes is to provide effective customer relationship management:
- Customer Support – We will use your data in order to provide customer support and administration to process any goodwill claims, to establish and maintain relationships and to resolve any complaint or queries.
- Customer Research – we will contact you from time to time to invite you to participate in customer experience surveys or other types of research to ensure we understand how to deliver an exceptional customer service and product range.
- Quality and Training – We will track and record voice calls and retain live chat records for quality and training monitoring purposes, the agency providing live chat services as well as our Mazda Fleet Centre and Mazda UK Customer Relations Team, if you contact us via those channels.
- Marketing analytics, website improvements and personalised communications – we will use your data (some which may not identify you directly) on our website platforms in order to monitor visitor numbers, engagement levels in order to improve website services, to ensure you receive relevant and personalised communications as well as to review the effectiveness of our marketing to help improve the services we provide.
- Marketing Communications - We will get in touch to provide you with information on relevant Mazda UK products and services as well as latest news such as all new models, promotions and events. You are able to update your preferences at any time. (See How you can amend your preferences later)
- Spam prevention - we use the Google reCAPTCHA feature on our website and this is primarily used to distinguish whether an input is made by a natural person or abusive by automated processing. The service includes the sending of the IP address and possibly other data required by Google for the reCAPTCHA service to Google. Additional information about Google reCAPTCHA and Google's privacy policy can be found at https://policies.google.com/privacy?hl=en
- Contractual
- Warranty and Roadside Assistance services: If you lease a new Mazda vehicle, Mazda UK will process your warranty related data (which includes Vehicle Information) in order to fulfil the warranty and free of charge roadside assistance for 3 years (from the original date of the registration of the vehicle).
- Legal Obligation
- Registration of your vehicle – Your data will be inputted into the Registration system in order to register your car with the DVLA.
- Recalls – If we are legally required to carry out products recalls, we will use your contact details to contact you to inform you of any relevant recalls.
- Requests from authorities - We will share your personal data with the police, other law enforcements or regulators where we are required by law to do so.
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 |
- Company details
- Customer services
- Dealer information
- Vehicle information
|
| Mazda Motor Corporation - Vehicle and product quality support |
|
In order to provide you with information about some services, we may share your information with third parties for some of their processing. Some of these third parties may work outside the EEA. Where this is the case, they will be obliged to meet identical contractual terms and conditions and security obligations for processing.
Mazda UK will ensure that all processors (e.g. IT hosting, database management, customer contact providers, security etching, warranty, and marketing fulfilment) 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, for example, are required to provide evidence that they have the relevant levels of operational security measures put in place to protect your data and we have an audit process in place to ensure these processors comply with their obligations.
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.
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 will be stored for up to 6 months to enable us to fulfil your enquiry.
We will hold your personal data for 6 months if you have submitted a request for information e.g. test drive or brochure for any Mazda products or services, in order to fulfil the request and will hold this data for a further 4 years from the original date of the request in order to continue to communicate Mazda products and services, where consent is provided.
To provide Customer Support (as detailed above in How do we use your information and lawful basis for processing) we will hold personal data that we have collected or purchased for a period of 4 years. If after this period we have not established a relationship we will cease holding and processing your personal data.
If your relationship changes and you lease or purchase Mazda vehicles, we will hold your personal data for as long as you lease a Mazda car and up to 7 years from when we are aware that you no longer lease Mazda cars to ensure we are able to deal with any queries you may have on your Mazda or to support any legal claims process. We may hold this data for a longer period, if we are legally required to do so.
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 email by clicking the unsubscribe link within the email.
Your Rights
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.
