Our
Privacy notice

About this document

This privacy notice explains what happens with any Personal Data we gather from you in relation to:

Enquiries you make to us about any vehicle, parts or services you may wish to order
Communications that may take place between us during the order fulfilment process
Our marketing activities to you; or
Your use of our website.

We recognise our obligations under data protection legislation and we are committed to keeping your Personal Data safe and secure.

You should read this notice so that you understand what personal data we gather from you, how we will use it, who we share it with, your legal rights and how you can contact us if you have any questions about how we use your personal data. Our aim is to only use and hold your data in the way you’d reasonably expect us to. We reserve the right to amend this privacy notice from time to time. Where possible, we will contact you to tell you about any substantial changes we’ve made.

Who we are

We are Renault Retail Group UK Limited, a company registered in England and Wales under Number 02304689, our registered office is at Head Office, Concord Road, Western Avenue, London, W3 0RZ. Our registration number with the Information Commissioner’s Office is Z5278464.

If you have any questions regarding this notice or how we process Personal Data gathered through this website, our Data Protection Representative can be contacted at rrg.dataprotection@renault.co.uk.

Alternatively, you can write to our Data Protection Representative at the address above.

What data do we gather about you?

In connection with our dealings with you we will gather the following information from you:

Your name and contact details (address, phone numbers, email)
Details of transactions carried out for the fulfilment of your orders.
If you contact us, by letter, email, through social media or by phone, we may keep a record of that correspondence, or we may keep a recording of the call and/or a record of what was discussed.
We may also ask you to complete customer surveys that we use for research purposes. Whilst the completion of these is optional, your feedback helps us continually monitor our service and ensure you receive the best experience when dealing with us.
When you visit our website, we will also collect details including, but not limited to, your IP Address, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
Information you provide to us during any Live Chat sessions via our websites.
Details of other dealings we have with you.

How do we collect your data?

We collect data about you from the following sources:

Information we generate through our observation or our interactions with you
Information you provide to us including via customer surveys and our website
Information you provide to us through correspondence and through calls with us
Other companies within the Nissan-Renault Alliance

How do we store your data and keep it secure?

We use reasonable and up to date security methods to keep your data secure and to prevent unauthorised or unlawful access to your Personal Data, and against the accidental loss of, or damage to, Personal Data. All information you provide to us is stored on our secure servers and in secure filing systems. Maintaining data security means guaranteeing the confidentiality, integrity and availability (for authorised purposes) of Personal Data.

We have in place policies, procedures and technologies to maintain the security of all Personal Data from the point of collection to the point of destruction including procedures to deal with a security breach. We will ensure your Personal Data is only accessible by those who need to see your data for their specific role. We will only transfer Personal Data to a third party if that third party agrees to comply with those procedures and policies, or if they put in place adequate measures themselves.

How and why we will use your data?

We will usually only process your Personal Data where you have given your consent or where the processing is necessary:

to comply with our legal obligations;
at your request to consider entering into a contract with you;
as is necessary for the purpose of our contract with you; or
to pursue our legitimate interest in operating our business effectively and efficiently
for your vital interests (for example in respect of an urgent safety or vehicle recall issue); or
to comply with any legal or regulatory obligation such as contacting the DVLA in respect of the registration of your vehicle.

Where we are processing your personal data on the basis of consent, you can withdraw that consent at any time by contacting us at rrg.dataprotection@renault.co.uk. Where we record a call we have with you, we will notify you that we are recording the call during that call.

We use the data we collect about you to help us make better decisions about you and to operate our business effectively and efficiently. This may involve the following activities:

To ensure that the information you've provided to us is accurate and up to date.
To ensure that content from our site is presented in the most effective manner for you and for your computer.
To contact you in respect of customer surveys.
To provide you with brochures, information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
To carry out our obligations arising from any contracts entered into between you and us.
To allow you to participate in interactive features of our website, when you choose to do so.
To notify you about changes to our websites, products, services or terms and conditions
Contacting you with regard to dealings between us.
Anonymising your personal data to create profiles of our customers, which are then used for third party marketing and advertising purposes.

What are our legitimate interests in processing your data?

We consider that in some circumstances, the processing of your personal data is necessary for our legitimate interests, which include:

Ensuring our business is managed effectively.
Mechanical and safety related recall notices relevant to your vehicle.
Sending you essential and important service-related reminders to help you maintain your vehicle in accordance with the manufacturer's service and warranty requirements.
Informing you of major events in relation to your vehicle finance agreement such as end of term or mileage risk regarding PCP agreements.
Conducting customer surveys and other market research activities so that we understand customer needs and expectations.
Running promotional activities such competitions and prize draws that you have entered.
To deal with complaints you make, establish our legal rights and bring or defend legal claims.
Managing our information security needs including the security of our network.
Using your data to create anonymised profiles for third party marketing and advertising purposes. This profiling is anonymised (meaning any third party recipients cannot identify you) and we do not use these profiles for any purpose other than providing to third party advertisers (such as Google or Facebook) to identify similar audiences who may be interested in receiving targeted and relevant adverts for our products and services

How we keep your data accurate

We will keep the Personal Data we store about you accurate and up to date. We will take every reasonable step to erase or rectify inaccurate data without delay. Please tell us if your personal details change or if you become aware of any inaccuracies in the Personal Data we hold about you. We will contact you from time to time, in order to check your details are still up-to-date. We will also contact you if we become aware of any event which is likely to result in a change to your Personal Data.

How long will we keep your data?

We will not keep your Personal Data for longer than is necessary for the purpose(s) for which we process it. This means that data will be destroyed or erased from our systems when it is no longer required. For guidance on how long certain data is likely to be kept before being destroyed, contact rrg.dataprotection@renault.co.uk.

What rights do you have in respect of your Personal Data?

You have the right to:

request access to any Personal Data we hold about you;
have any Personal Data which we hold about you which is inaccurate rectified;
have incomplete Personal Data completed;
have Personal Data erased;
have the processing of your Personal Data restricted (for example, if you think the data we hold about you is inaccurate you can ask us to stop processing it, until we will either correct it or confirm it is accurate);
be provided with the Personal Data that you have supplied to us, in a portable format that can be transmitted to another data controller without difficulty;
object to certain types of processing, including processing based on legitimate interests (see above), automated processing (which includes profiling) & processing for direct-marketing purposes; and
not be subject to a decision that is based solely on automated processing (including profiling) which produces a legal effect or which has a similar significant effect for you. The profiling we undertake is anonymised and does not produce a legal effect or have a similar significant effect for you

If you wish to exercise any of the rights set out above, you must make the request in writing to rrg.dataprotection@renault.co.uk. Please note some of these rights are restricted in some circumstances.

If you have provided your consent to any of the processing of your Personal Data, you have the right to withdraw your consent to that processing at any time, where relevant. Please contact rrg.dataprotection@renault.co.uk if you wish to do so.

As indicated above, we sometimes process your data on the basis of legitimate interests. You have a right to object to this processing. If you object to us processing your data based on legitimate interests, we must no longer process that Personal Data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or that the processing is required for the establishment, exercise or defence of legal claims.

Who will have access to the data we hold?

Our employees who need to access your data will view or listen to it in order that we can provide services to you. Our employees have been trained in data protection and understand the need to keep your information confidential and secure. We also share your data with our finance companies for the purpose of concluding our business as necessary.

In addition to our employees, we also use service providers who may hold Personal Data on our behalf (for example our finance, insurance, vehicle delivery, or specialist repair partners). We will carry out due diligence on our service providers and make sure we have a contract with them which satisfies the requirements of data protection legislation and ensures they will keep your Personal Data secure. Where we are allowed under data protection law, we will also share your data with companies within our group of companies including Renault UK, Dacia UK, Nissan GB and Alpine Cars UK. We will also share your Personal Data with our authorised dealers where necessary so they can deal with any request or complaint they've made or in respect of service issues. Apart from employees, group companies, authorised dealers and our service providers, we will not disclose your Personal Data to a third party without your consent, unless we are satisfied that they are legally entitled to the data (such as the DVLA in respect of vehicle registrations). Where we disclose your Personal Data to a third party, we will have regard to our obligations under the law.

We may disclose your personal information to third parties:

if we or substantially all of our assets are bought by a third party, or we wish to enter negotiations in respect of the sale of our business or assets to a third party, Where this is the case, Personal Data held by us may be one of the transferred assets; and
if we are under a duty to disclose or share your Personal Data in order to comply with legal obligations or to protect the rights, property, or safety of Renault Retail Group UK Limited, our customers, suppliers or other employees. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
including to certain third party advertisers (such as Google, Facebook and other social media organisations) who help us to identify audiences similar to our existing customers by serving adverts to those individuals on third party websites.

We create profiles of our existing customers (using features such as age, location and current vehicle) which are then anonymised and provided to third party advertisers, who use these anonymised profiles to identify similar individuals to present relevant and targeted adverts of our products and services to. You are entitled to request details of the recipients of your Personal Data or the categories of recipients of your Personal Data.

Transferring your data outside the United Kingdom

We will not transfer your Personal Data outside the UK unless such transfer is compliant with the law. This means that we cannot transfer any of your Personal Data outside the UK unless:

the country or international organisation we are transferring the Personal Data to ensures an adequate level of protection for your Personal Data;
the transfer of your Personal Data is subject to appropriate safeguards, which may include binding corporate rules or standard data protection clauses permitted by law; or
we are otherwise permitted to do so by law (including if you explicitly consent to the proposed transfer).

IP addresses and cookies

Cookies provide information regarding the computer used by a visitor. We may use cookies where appropriate to gather information about your computer in order to assist us in improving our website.

We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever.

Our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our website.

There are different categories of cookies. We use Google Analytics cookies which are “analytical” type cookies. We use them to enable us:

To recognise and count the number of visitors and to see how visitors move around our site when they are using it.
To store information about your preferences, and so allow us to customise our site according to your individual interests.
To speed up your searches.
To recognise you when you return to our site.

You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the reject cookies setting on your computer. However, if you select this setting you may be unable to access certain parts of our site. For more information on disabling cookies and more information on cookies generally, see www.allaboutcookies.org.

Right to make a complaint

If you have any issues with our processing of your Personal Data and would like to make a complaint, you may contact the Information Commissioner's Office on 0303 123 1113 or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Scope

This Fair Processing Notice ("Notice") describes how Renault Retail Group UK Ltd collects and uses personal information relating to Renault Retail Group UK Ltd people in the UK and Ireland.

Please note that there may be additional guidance issued in Ireland which may be required to enable compliance with any local law or regulation, if that local guidance is in any respect inconsistent with this document, this document shall only apply to the extent that it is consistent or may be made consistent, with that local guidance from time to time.

Aims

This Notice tells you what personal information Renault Retail Group UK Ltd collects about Renault Retail Group UK Ltd people, why we need it, how we use it and what protections are in place to keep it secure. If you are an external candidate and seek further information, but are unable to use any links referred to in this Notice, please speak with your Recruitment Officer.

Key Terms

"Renault Retail Group UK Ltd" "we" and "us" mean Renault Retail Group UK Ltd.

"Renault Retail Group UK Ltd People" and "you" mean prospective, present and past employees, contractors, and agency staff and people connected to them (such as the person you nominate to contact in an emergency).

"Personal information" means information about you, and from which you could be identified, including information which may be protected under the privacy or data protection laws of the country in which you are employed.

Privacy at Renault Retail Group UK Ltd

It is Renault Retail Group UK Ltd's policy to:

Process your information fairly and in accordance with applicable laws:
Tell you (either directly or in our policies) about how we will use your personal information;
Only collect personal information from you when we need it for legitimate purposes, or legal reasons;
Ensure that your personal information is adequate, relevant and not excessive for the purpose for which we collect it;
Not keep your personal information for longer than we need to;
Keep your personal information secure, and limit the people who can access it;
Ensure that you know how to access your personal information and exercise your rights in relation to it, including being able to keep it accurate and up to date; and
Ensure that any third parties we share your personal information with take appropriate steps to protect it.

More information about Renault Retail Group UK Ltd's policy to privacy and data protection is outlined in the General Data Protection Regulations Policy available on the company intranet.

What personal information does Renault Retail Group UK Ltd collect from and about you?

We collect and use different types of personal information about you, depending on your circumstances, your role and the law, which may include:

Type of information	Examples Please note that the examples are illustrative and non-exhaustive
Information about you	Name, address, date of birth, nationality, race, gender, and preferred language, details of any disabilities, work restrictions.
Information to contact you at work or home	Name, address, telephone number and email addresses
Information about who to contact in a case of emergency (yours or ours)	Name, address, telephone number, email addresses and their relationship to you
Information to identify you	Photographs, passport and driving licence details, electronic signatures and proof of address
Information about your suitability to work for us	References, interview notes, recruitment tests, work visas ID information such as passport details and driving licence information, records / results of pre-employment checks, including DBS check, credit, fraud checks, birth certificate and psychometric tests
Information about your skills and experience	CVs, application forms, references, records of qualifications, skills, training and other compliance requirements
Information about your terms of employment with Renault Retail Group UK Ltd	Letters of offer and acceptance of employment, your employment contract, bonus schemes, job descriptions, shared parental leave, flexible working requests, training agreements, policy signature sheets and attendance logs
Information that we need to pay you	Bank account details, national insurance or social security numbers, P45 / new starter checklist
Information that we need to provide you with benefits and other entitlements	Length of service information, health information, leave requests, pension details, staff loans, beneficiary information and various payroll reports
Information to allow you to access our buildings and systems	Employee identification number (ARCA), computer or facilities access and authentication information, identification codes, passwords, answers to security questions
Information relating to your performance at work	Performance ratings, targets, objectives, records of performance reviews, records and / or notes of 1:1s and other meetings, personal development plans, personal improvement plans, correspondence and reports
Information relating to disciplinary or grievance	Interview / meeting notes or recordings, correspondence, CCTV (as applicable)
Other employment related processes	Recruitment requests (AO1), salary adjustments (AO2), SAR requests, redundancy data, resignation correspondence, references to third parties, organisation charts, exit interviews, photos, using personal mobile numbers for certain roles to receive leads, leaver form and driving penalty notifications
Information relating to your work travel and expenses	Bank account details, passport, driving licence, vehicle registration and insurance details

Why do we need to collect and use your information?

We need to collect and use your personal information for a number of purposes. These may include:

Purposes for which we need your personal information	Examples Please note that the examples are illustrative and non-exhaustive
Recruitment	To assess your suitability to work for Renault Retail Group UK Ltd; To perform requisition and applicant management activities; To perform precision matching to job vacancies; To conduct screening, assessments and interviews; To maintain a library of correspondence; To make offers and provide contracts of employment; To conduct pre-employment checks, including determine your legal right to work and carrying out criminal record and credit checks where applicable;
HR, Finance and other Business administration purposes	Organisational planning and development and workforce management; Compensation, payroll and benefit planning and administration, including salary, tax withholding, tax equalisation, awards, insurance and pensions; Workforce development, education, training and certification; Performance management; Problem resolution, including carrying out internal reviews, grievances, investigations, audits; Business travel and expense management; To conduct business reporting and analytics; Administration of flexible work arrangements; Administration of employee enrolment and participation in activities and programmes offered to eligible employees, including matching donations to non-profit organisations, political action committee contributions and wellness activities; Work-related injury and illness, including the management or employee Health and Safety, and disabilities; To provide HR helpdesk support and case management; To communicate with you and to facilitate communication between you and other people; Compliance and compliance reporting, including conflict of interest and gifts and hospitality reporting; Risk management; Project management; and Training and quality purposes.
Security purposes	Physical access control; Authorising, granting, administering, monitoring and terminated access to or use of Renault Retail Group UK Ltd or third party facilities, records, property and infrastructure including communication services such as business telephones and email / internet use; CCTV; Prevention and detection of crime and mis-conduct; Accident Investigation.
Information Technology administration purposes	IT systems access control and use monitoring; IT fault reporting, management and resolution; Systems administration, support development, management and maintenance.
Legal Purposes	To comply with our legal obligations

If you give us someone else's personal data

Sometimes, you might provide us with another person's personal data – e.g. details of your emergency contact or next of kin. In such cases, we require you to inform the individual what personal data of theirs you are giving to us. You must also give them our contact details and let them know that they should contact us if they have any queries about how we will use their personal data.

How do we protect your personal information?

We have security arrangements in place to guard against unauthorised access, improper use, alteration, destruction and accident loss of your personal information. You are required to help with this by ensuring that your own personal information and that of your colleagues and third parties are kept secure. You should not share your (or anybody else's) personal information unless there is a genuine business reason for doing so.

We make appropriate organisation and technical security measures and have rules and procedures in place to ensure that any personal information we hold on computer systems is not accessed by anyone it shouldn't be. Information about the IT security standards we use to protect your personal information can be found in the IT Security Policy.

Who do we share your personal information with?

We will only share your personal data with third parties where we have an appropriate legal ground under data protection law which permits us to do so. Commonly, this could include situations where we are legally obliged to provide the information (e.g. to HMRC for tax purposes), to comply with our contractual duties (e.g. to providers of your contractual benefits such as occupational pension, health insurance, etc., or where it is necessary in our legitimate interest e.g. to an IT service provider for maintenance of our IT systems.

Consequences of not providing personal data

We only ask you to provide personal data when we have a good reason and there may therefore be consequences if you do not provide particular information to us.

Some of the personal data you provide to us is required by law. For example, if you do not provide your national insurance number, we will not be able to make correct tax/NI deductions on PAYE, and, if you are pregnant, we require a MATB1 in order to pay statutory maternity pay.

We may require you to provide other personal data, where it is necessary for us [or our pensions/benefits providers] to fulfil our contractual obligations to you, or for you to fulfil your contractual obligations to us, or where our use of the data is necessary in our legitimate interests. For example, if you do not provide us with a timesheet, we cannot pay you for the [overtime] hours you have worked / if you do not provide us with your driving licence details we cannot issue you a loan plan or ECOP car, or if you do not provide us with change of address details we cannot accurately communicate with you.

If you choose not to provide us with personal data requested, we will tell you about the particular implications of any such decision at the relevant time.

How long will we keep your personal data?

We will not keep your personal data for longer than we need it for our legitimate purposes.

We take into account the following criteria when determining the appropriate retention period for Employees' personal data:

the amount, nature, and sensitivity of the personal data;
the risk of harm from unauthorised use or disclosure;
the purposes for which we process your personal data and how long we need the particular data to achieve these purposes;
how long the personal data is likely to remain accurate and up-to-date;
for how long the personal data might be relevant to possible future legal claims;
any applicable legal, accounting, reporting or regulatory requirements that specify how long certain records must be kept.

Given the variety of Employees' personal data that we use and the varying circumstances in which we use it, it is difficult to specify ahead of time precisely how long we will keep particular items of personal data. Where possible, the HR Retention Policy (available on Connect) identifies retention periods applicable to your personal data, which have been determined on the basis of the above criteria and which represent the longest period for which we will ordinarily keep it. We may often keep particular items of your personal data for less time. However, there may also be circumstances in which it is appropriate for us to keep particular items of your personal data for a longer period than that set out in the HR Retention Policy. In particular, we will always keep your personal data for so long as we are required to do so under legal, accounting, reporting or regulatory requirements.

In addition, for some types of personal data, it is more appropriate to decide retention periods on a case by case basis (also using the criteria described above), and this is indicated in the HR Retention Policy where applicable.

We will base these decisions on relevant circumstances, taking into account the criteria listed above.

Your rights

You have a number of legal rights relating to your personal data, which are outlined here:

The right to make a subject access request. This enables you to receive certain information about how we use your personal data, as well as to receive a copy of it and to check that we are lawfully processing it.

The right to request that we correct incomplete or inaccurate personal data that we hold about you.

The right to request that we delete or remove personal data that we hold about you where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

The right to object to our processing your personal data where we are relying on our legitimate interest (or those of a third party), where we cannot show a compelling reason to continue the processing

The right to request that we restrict our processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

The right to request that we transfer your personal data to you or to another party, in a structured format. This right applies in respect of data that you have provided where our legal ground for using the data is that it is necessary for the performance of a contract or that you have consented to us using it (this is known as the right to "data portability").

If you have any questions about the personal information that we hold about you we suggest that you speak to your line manager or HR in the first instance.

If you would like to exercise any of the above rights or if you have any concerns about how your personal data is being used by Renault Retail Group UK Ltd, please contact your HR Coordinator in writing. Note that these rights are not absolute and in some circumstances we may be entitled to refuse some or all of your request.

Note too that you have the right to make a complaint at any time and in the first instance you are encouraged to use the complaints procedure detailed within the Renault Retail Group UK Ltd GDPR Policy. If however we are unable to satisfactorily resolve your complaint you can complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. Details of how to contact the ICO can be found on their website: https://ico.org.uk

Further guidance

Further guidance on this notice can be found in the General Data Protection Regulations Policy.

Notice owner
Rachel Manley
Head of HR

Review
Notice to be reviewed at least annually.

Key Terms
"Renault Retail Group UK Ltd" "we" and "us" mean Renault Retail Group UK Ltd.
"Renault Retail Group UK Ltd People" and "you" mean prospective, present and past employees, contractors, and agency staff and people connected to them (such as the person you nominate to contact in an emergency).
"Personal information" means information about you, and from which you could be identified, including information which may be protected under the privacy or data protection laws of the country in which you are employed.

Your safety is our highest priority

Renault Retail Group UK are taking the spread of COVID-19 extremely seriously. Our priority is always the safety and well-being of our employees and our customers. During the lockdown we are here to support you!

Service Operations

During the lockdown our After Sales operation will remain open for essential service and MOT work. Any existing maintenance or MOT bookings will still continue as the planned. Please note maintenance and MOT services are available by appointment only. To book an appointment please call us or Click here to book online.

It is vitally important that you are able to visit our dealerships safely, so we have worked responsibly in accordance with Government guidelines on COVID-19 to implement the following safety measures:

We have carried out Covid-19 Risk Assessments issued by the Government. Click here to view
We have placed convenient floor markings in all our dealerships to help you keep a safe distance of 2 metres.
We have also introduced a limit to the number of people inside our dealerships
All of our colleagues will wear a face masks, and we have installed protective screens at all workstations.
We have made hand sanitiser readily available for all customers and colleagues to use. Upon arrival at the dealership we kindly ask you to sanitise your hands thoroughly.
All desks, workstations and card payment machines are cleaned & sanitised regularly.
Car sanitation

We have produced a short video of what to expect when visiting our dealership. Please take the time to watch our short video. With these safety measures in place you can be assured that we are committed to keep both our customers and staff safe. We are very much looking forward to welcoming back our customers to Retail Group.

To View our COVID-19 FAQs, click here

Your safety is our highest priority

Service Operations

We have carried out Covid-19 Risk Assessments issued by the Government. Click here to view
We have placed convenient floor markings in all our dealerships to help you keep a safe distance of 2 metres.
We have also introduced a limit to the number of people inside our dealerships
All of our colleagues will wear a face masks, and we have installed protective screens at all workstations.
We have made hand sanitiser readily available for all customers and colleagues to use. Upon arrival at the dealership we kindly ask you to sanitise your hands thoroughly.
All desks, workstations and card payment machines are cleaned & sanitised regularly.

Please note that all customers visiting our premises will be required to wear face masks and coverings.

We have produced a short video of what to expect when visiting our dealership. Please take the time to watch our short video.With these safety measures in place you can be assured that we are committed to keep both our customers and staff safe. We are very much looking forward to welcoming back our customers to Retail Group.

To View our COVID-19 FAQs, click here.

Our Privacy notice

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