RAC Vehicle History Check Privacy Policy

This privacy policy explains how we collect and use the personal information you give us, as well as information we collect from other sources.  We will notify you of any significant changes to how your personal information is used, but also recommend that you review the contents of our privacy policy regularly.

1. Who we are

2. The personal information we collect

3. How we use your personal information

4. Who your information may be shared with

5. How long your information is kept

6. Where your information is kept

7. Your information rights

8. Marketing

9. Contact us

1. Who we are

In this Privacy Notice, “we”, “us” and “our” refers to RAC Group Limited ("RAC") and Colewood Internet Ltd (“Colewood”), who both act as data controllers.
The RAC Data Protection Officer (“DPO”) acts as a point of contact if you have any questions or concerns and can be contacted at dpo@rac.co.uk 

RAC Group Limited is part of a larger group of RAC companies. More information can be found at http://www.raccorporate.co.uk/ 

The RAC History Check website (“the website”) is managed by Colewood Internet Ltd (“Colewood”) on our behalf. Colewood is a Data Controller and the Colewood Data Protection Officer (“DPO”) acts as a point of contact if you have any questions or concerns and can be contacted on dpo@colewood.net. 

When you purchase goods through RAC History Check your contract for the sale of goods is with Colewood. Please read the terms and conditions carefully before buying. 

This privacy policy applies when you :

browse RAC History Check website 

make a purchase through RAC History Check

create an RAC History Check account with us

contact us by email, telephone, or by post.

2. The personal information we collect 

The personal information we collect is sourced in a number of difference ways, including:

Personal information you provide us

Additional information we process when you engage with our website 

Contact and device information

Third party information 

Personal Information you provide to us

This personal information is typically provided directly by you when you use our website. 

It is important that you check any information you provide to us is accurate and correct. Providing incorrect or false information may result in an order being incorrectly fulfilled or cancelled.

Additional information we process  

We will also collect information indirectly when you apply for, or purchase one of our products and services, and where you make a claim or request for service, for example when we provide roadside assistance.

Contact details  including your title, name, home address and email address

Financial information including payment card information

Vehicle details make, model and vehicle registration number where relevant to the product 

Communication and marketing preferences information about how you choose to manage your communications from us, and whether you would like to receive marketing information about similar products or services from us.  

Special types of personal information

Special types of personal information is information which is more sensitive, and so needs more protection. This includes special category data (for example about your health, race or religion), personal information relating to children and personal information about criminal convictions or offences. 

We do not routinely require you to provide special types of personal information and this information will only be processed where data protection laws allow us to do so.

Contact and device information 

Some of the information we collect will be obtained during the course of your interactions with the website, for example through the devices you use or when you contact us, including:

Device information including details about the device you use to access our website, such as the IMEI number of your mobile telephone.

Web use data from the use of cookies and similar technologies. More information about the types of cookies we use and how they work can be found in our cookie policy.

Telephone conversations and communication by email, post and social media are recorded for training, monitoring and analysis purposes and may also be used to investigate and analyse any queries or concerns you raise with us.

Social media information obtained if you access our website through a third-party connection or log-in, for example, through Facebook Connect, by “following,” or “liking”. This information could include; the user ID associated with your account, information you have permitted the third party to share with us, and any information you have made public in connection with that service. You should always review, and if necessary, adjust your privacy settings on third-party websites and services before linking or connecting them to our services.

Third party information

The types of third parties and information we collect from them are:

Third party suppliers, manufacturers and delivery agents who provide the services necessary to fulfill your product purchase.

Financial services providers if your card details have changed, financial information will be updated from information provided direct from your card provider.

Data licenced from other third parties this may include personal or aggregated information such as demographic data and publically available information used to help us improve our products and services or information used to identify products and services that we believe you may be interested in, third party data may also be used to recover debts owed to us.

Vehicle data obtained under licence from agencies such as the DVLA and Experian

3. How we use your personal information

Here you can find out more about how your information is used, as well as the legal basis we rely on to ensure your personal information is always processed fairly and lawfully.

How we use your information

For the performance of your contract with us

To comply with our legal and regulatory obligations

Processing necessary for our legitimate business interests

Where you give us your consent

So that colewood may provide you with a product price and to make you aware of the terms and conditions of the sale of the product, processing which may involve profiling and automated decision making

X

 

 

 

Sharing information with other RAC group and colewood companies necessary for the performance of your contract

X

 

 

 

So that colewood may make any changes or to cancel your product purchase

X

 

 

 

So that colewood may receive payment of fees or to provide any reimbursment

X

 

 

 

For us to uphold your data protection rights under the GDPR

 

X

 

 

Processing or disclosing your information where law requires us to do so

 

X

 

 

For RAC to market its own products or services where you have not opted out and for development of our marketing strategy, this may include the use of profiling techniques to identify products and services we believe you may be interested in

 

 

X

 

To improve our products and services through the processing of market intelligence including testing, internal reporting, external reporting of anonymous or aggregated data, analysis and identification of improvements in products and processes

 

 

X

 

For internal business processes and operations, including quality assurance, governance, accountancy, management and audit practices

 

 

X

 

Use of by Colewood cookies to monitor use of our website and for optimisation of user experience at device level

 

 

X

 

To develop risk acceptance criteria, developing our pricing models and calculating policy renewal quotations processing which may involve profiling and automated decision making

 

 

X

 

To recover debts owed to Colewood, including where necessary obtaining contact information from third parties

 

 

X

 

Where you have given us permission to collect or share certain personal information

 

 

 

X

Where certain categories of special data are collected in the provision of services

 

 

 

X

 

4. Who your information may be shared with

To administer and provide our website we will share your information with:

Other companies within the RAC group, including:

RAC Motoring Services 

RAC Financial Services Limited 

RAC Insurance Limited 

RAC Brand Enterprises LLP 

Colewood Internet Ltd 

Third parties instructed by us to provide services and products on our behalf, such as:

Providers of IT services for web site administration and management of our internal systems

Subcontractors and other specialists who help us provide products 

Organisations that specialise in marketing services or market research  

Fraud detection and crime prevention agencies organisations that help us with fraud protection and statutory law enforcement agencies.

Regulators and financial organisations necessary for meeting our mandatory reporting requirements, financial organisations such as banks that allow us to make or receive payments, our professional advisors and any regulatory or governmental body, (for example the FCA or ICO) or any other supervisory body with rules and/or codes of practice to which we are subject, which requests or requires access to your information.

If the RAC or Colewood businesses are sold or integrated with another business, we may need to disclose your personal information to our advisers and any prospective purchasers and their advisers and such personal information will be passed on to the new owners of the business.

5. How long your information is kept

We will keep your information for as long as is necessary to provide the services or products you have requested, for our own legitimate interests and to meet our statutory obligations.  Your information will always be kept in accordance with internal retention policies.

If you cancel any of your services it will be necessary for us to retain your personal information for internal reporting and record keeping and in line with any legal or regulatory requirements. This period of retention is usually 7 years. In any situation where the retention period is longer, we will inform you of this. 

6. Where your information is kept

The RAC and Colewood are UK based businesses providing services across Europe and your personal information is managed on our administration systems and databases. 

We may share your information with organisations outside of the European Economic Area (EEA) where it is absolutely necessary to enable us to provide you with our services that you have purchased from us, i.e. when you are travelling outside of the UK and need to activate your European Breakdown Cover, we may need to instruct suppliers in the country you are traveling in to provide this service on our behalf. We endeavour to only instruct suppliers that can provide the same level of data security that we have here in the UK.

Where it is necessary to transfer your personal information to a country outside of the EEA and has not been approved by the European Commission, we will will ensure that appropriate safeguards are in place.  This will be through the use of approved EU standard contractual clauses or an approved framework, such as the U.S. Privacy Shield. 

7. Your information rights

You have a number of rights in relation to your personal information that you can choose to exercise at any time.  We have provided a basic overview of those rights below, but if you'd like to find out more, or exercise any of these rights, you can visit our dedicated website at www.rac.co.uk/privacyrights

Alternatively, please contact RAC or Colewood using the Contact us details as shown at the bottom of this notice.

You have a right to:

Access information we process about you, to obtain a copy of the information as well as receive other supplementary information.

Object to us using particular information, or using it in a particular way.  You can let us know that you object to it and we will consider whether we can grant your request.  Your right to object to receiving direct marketing material is as set out in the Marketing section of this privacy policy.

Rectify innaccurate information, you can do this simply by getting in touch using the Contact us details shown at the bottom of this notice. 

Erase your information if we no longer have a lawful basis for processing it.

Port data to another data controller or to yourself in a structured, commonly used and machine-readable format.

Your right to object to us using your personal information for profiling and automated decision making

RAC profiles your personal information to allow for; greater consistency and fairness in our decision making process, to reduce the risk of customers failing to meet payments for products or services, assess risk, to enable us to make decisions quickly and improve efficiency and to enable us to comply with our legal obligations in respect of fraud prevention or money laundering.

Profiling activities allow us to develop and progress our business and to identify improvements in our business operations. 

Where profiling results in an automated decision which is not connected to the provision of your contract with us or the steps taken prior to entering a contract you have the right to request that we reconsider any automated decision and to enable you to obtain an explanation about the decision we have made, express your viewpoint, or contest the decision.

Your right to lodge a complaint

If you are concerned about the manner in which we process your personal information you have the right to complain to the Information Commissioner’s Office (‘the ICO’).  The ICO anticipates that you will raise your concern with us in the first instance. For further information please go to www.ico.org.uk or call the ICO helpline on 0303 123 1113.

8. Marketing

RAC will use your personal information to inform you about other RAC products and services as described in this Privacy Policy.  

Profiling is the use of information which enables us to predict your likely product preferences. We may overlay information we process about you with information obtained from third parties for example demographic information to make our marketing campaigns and selections more efficient. Any use of third party information will be subject to appropriate controls.

We will use email, telephone, SMS, post and social media i.e. Facebook or Google to inform you about these products and services. 

You have the right to ask us not to use your personal information this way at any time. If you would prefer not to receive this information from us and have not previously advised us of this, please let us know using any of the methods detailed below;

 

By clicking on ‘UNSUBSCRIBE’ in any emailed marketing message you receive 

By telephone when you call our customer contact centre on - 0333 202 1877

Sending us an email at - membershipcustomercare@rac.co.uk

By post to: Membership Customer Care 

RAC

Great Park Road

Bradley Stoke

BS32 4QN

9. Contact Us

If you have a query or complaint about how we use your personal information, or if you would like exercise any of your rights, then please contact us in the first instance.

Colewood Internet LTD

Post: Colewood

Colewood House

Kingfisher Court

Stockton

TS18 3EX

Email: enquiries@colewood.net

Phone: 0845 123 2908



RAC

Post: Membership Customer Care

RAC

Great Park Road

Bradley Stoke

BS32 4QN

Email: membershipcustomercare@rac.co.uk

Phone: 0333 202 3059


You can write to our Data Protection Officer of Colewood and RAC at:

Colewood Internet Ltd

Data Protection Officer

Colewood,

Colewood House, Kingfisher Court

Stockton

TS183EX

Email: dpo@colewood.net

RAC Limited

Post: Data Protection Officer

RAC

Great Park Road

Bradley Stoke

BS32 4QN

Email: dpo@rac.co.uk

You are entitled to contact and escalate any complaints in relation to how we use and process your personal information to the Information Commissioner’s Office (ICO), however we recommend getting in touch with us first to try and resolve any issues you may have.