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Data Privacy Notice

The following data privacy notice explains the circumstances in which Yorkshire Fleet Management Limited 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.

The Data Controller

Yorkshire Fleet Management Limited is 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 our Data Protection Officer, Jonny Pickard:

In Writing:

Data Protection Officer
Yorkshire Fleet Management Limited
Wold House Stables, Widger Mews
Langton Road, Norton
Malton
North Yorkshire
YO17 9QG

By Phone: 01653 693834
By Email: jonny@yorkshirefleet.co.uk

What Data is Being Collected and Processed?

In order to enter into a brokerage agreement with Yorkshire Fleet Management Limited, we will collect, store, and use elements of your personal data. The processing of this personal data is a contractual requirement and is necessary for Yorkshire Fleet Management Limited to administer your account and provide the products and services you have requested from us.

When you approach Yorkshire Fleet Management Limited to engage in our brokerage services, we will ask for your consent to collect and process your personal data. Failure to provide this consent and/or personal data may mean we will be unable to execute the contract and will result in the termination of our services.

When engaging Yorkshire Fleet Management Limited brokerage services, you will usually need to disclose to us the following:

  • Title

  • First name(s)

  • Surname or company name (including representation as the case may be)

  • Address (street, street number, postal code, city, and country/region)

  • Email address

  • Date of birth

  • Telephone and mobile number

  • Employment details (employer name, employer address, employment history)

  • Monthly income and expenditure

  • Bank details (account number, account holder, and card number)

  • VAT ID number (as the case may be)

We will also monitor, record, 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 improve the quality of our customer service.

Any personal data we collect from you will not be transferred outside the European Economic Area.

Website Cookies

When you access our website, temporary data about your visit is stored and processed in a protocol file for a certain period of time via the use of cookies. This information is anonymised and is used by us to better understand the use of our site, including the number of visitors we have, the pages viewed per session, and the time exposed to particular pages. This helps us provide you with a better experience, as we can evaluate the level of interest in our website content and tailor it accordingly.

The following data is collected and stored by Yorkshire Fleet Management Limited 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 nature and content of the information collected via cookies differs, as does the period for which this information is retained. In line with our data protection obligations, we will ensure that this retention period is not excessive and that the data is only retained for as long as is necessary for the purpose for which it was collected.

If you wish to know more or identify the exact retention periods, please contact our Data Protection Officer (details above).

Most browsers automatically accept cookies, but you can set your browser options so that you will not receive cookies and can also delete any existing cookies from your browser. Should you wish to opt out of Google Analytics tracking across all websites, please visit: http://tools.google.com/dlpage/gaoptout. Please note, you may find that some parts of the site will not function properly if you refuse cookies.

Direct Marketing Communications

If you have chosen to opt-in to our direct marketing communications, we will use your information to tell you about products and services available from us which may be of interest to you. We may also use your information to tell you about products and services we can introduce from selected businesses.

To help make our emails more interesting and relevant, we often receive a confirmation when you open an email from Yorkshire Fleet Management Limited if your computer supports such capabilities.

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 info@yorkshirefleet.co.uk

Links to Websites of Other Providers/Third Parties

Please note that this data privacy notice only applies to Yorkshire Fleet Management Limited. We are not responsible for, and have no control over, information submitted to or collected by third parties. If our website contains links or banner advertisements to third-party sites, you are responsible for reviewing and abiding by their privacy policies to ensure compliance with applicable data protection regulations.

How Long Will the Data Be Stored For?

Where possible, Yorkshire Fleet Management Limited will take steps to erase any personal data that is no longer necessary for the purposes for which it was collected or otherwise processed, or if you have withdrawn consent for its processing and retention.

As a general rule, if you enter into or take steps to enter into a contract with Yorkshire Fleet Management Limited, we will store the data for a period of six years to comply with our general legal obligations and for the exercise or defence of any legal claims.

Subject Access Requests

You have the right to request access to a copy of the personal information we hold about you. This is also known as a ‘Subject Access Request’. This information is provided free of charge. However, we may refuse to respond or charge a ‘reasonable fee’ if a request is manifestly unfounded, excessive, or repetitive.

If you would like to submit a Subject Access Request, please contact our Data Protection Officer (details above). We will respond to your request within one month.

Protecting Your Privacy

In order to protect the personal data collected from you by Yorkshire Fleet Management Limited 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:

  • All data access takes place through an encrypted connection.

  • Our website and internal systems use SSL/TSL (Secure Sockets Layer/Transport Layer Security) encryption.

Changes to the Privacy Policy

This policy may change over time to reflect new developments, regulations, or technologies. We recommend reviewing it periodically.

Your Rights

You have the right to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at info@yorkshirefleet.co.uk

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers, and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Under the GDPR You have the following specific rights in respect of the personal data we process:

  1. The right to be informed about how we use personal data - This Privacy Statement explains who we are; the purposes for which we process personal data and our legitimate interests in so doing; the categories of data we process; third party disclosures; and details of any transfers of personal data outside the UK
  2. The right of access to the personal data we hold. In most cases this will be free of charge and must be provided within one month of receipt
  3. The right to rectification where data are inaccurate or incomplete. In such cases we shall make any amendments or additions within one month of your request
  4. The right to erasure of personal data, but only in very specific circumstances, typically where the personal data are no longer necessary in relation to the purpose for which it was originally collected or processed; or, in certain cases where we have relied on consent to process the data, when that consent is withdrawn and there is no other legitimate reason for continuing to process that data; or when the individual objects to the processing and there is no overriding legitimate interest for continuing the processing.
  5. The right to restrict processing, for example while we are reviewing the accuracy or completeness of data or deciding on whether any request for erasure is valid. In such cases we shall continue to store the data, but not further process it until such time as we have resolved the issue
  6. The right to data portability which, subject to a number of qualifying conditions, allows individuals to obtain and reuse their personal data for their own purposes across different services
  7. The right to object in cases where processing is based on legitimate interests, where our requirement to process the data is overridden by the rights of the individual concerned; or for the purposes of direct marketing (including profiling); or for processing for purposes of scientific / historical research and statistics, unless this is for necessary for the performance of a public interest task
  8. Rights in relation to automated decision making and profiling

Please contact our data protection officer at jonny@yorkshirefleet.co.uk for more information about the GDPR and your rights under Data Protection law.

If you have a complaint about data protection at Yorkshire Fleet Management Limited, please contact our data protection officer at jonny@yorkshirefleet.co.uk. Alternatively you may get in touch with our supervisory authority for data protection compliance at: www.ico.org.uk:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Tel: 0303 123 1113 (local rate) or 01625 545 745 (national rate)


Last updated: 2nd May 2025