Privacy Policy

Kelmar Vehicles Ltd is the controller responsible for the personal information described in this policy. We are a company registered in England and Wales under company number 16806851.

For privacy questions or requests, email enquiries@kelmarvehiclesltd.co.uk.

A contact enquiry asks for your name, email address, telephone number, preferred contact method and message. You may also provide a vehicle of interest. The form records your acknowledgement that you have read this policy.

A part-exchange enquiry also asks for the vehicle registration, make and model, year, mileage, condition, service history and outstanding-finance status. You may provide the MOT expiry, a Kelmar vehicle of interest and an additional message.

Limited technical information about a submission, such as its request source, may be processed in short-lived hashed form to prevent spam and repeated misuse. Please do not include unnecessary sensitive personal information in a message.

We use the information to respond to you, discuss a vehicle, arrange an appointment or viewing, assess a possible part exchange, take requested steps towards a potential transaction, provide customer service and keep appropriate records.

We also use limited information to secure the website, prevent spam or misuse, resolve disputes, establish or defend legal claims, and meet accounting, tax, legal or regulatory requirements.

We do not use enquiry details for unrelated marketing and do not sell personal information.

We normally handle enquiry information because it is necessary to take steps at your request before entering into a contract, and because we have legitimate interests in responding to genuine enquiries, operating the dealership, arranging viewings, protecting the website and managing or defending our business.

We may also process information where necessary to comply with a legal obligation. If we introduce a use that requires consent, we will ask for it separately. Ticking the form acknowledgement confirms that you have read this policy; it is not consent to marketing.

Vercel hosts the website and may process ordinary request information needed to deliver and secure it. Resend transmits completed enquiry forms to our business mailbox, which is provided by IONOS. Those providers process information only as needed to provide their services to us.

Neon provides the vehicle database and protected administrator authentication. Vercel Blob stores dealership vehicle photographs. Public contact and part-exchange form submissions are not intentionally stored in the vehicle database or Blob storage.

We may also disclose relevant information to professional advisers, authorities or other parties where this is reasonably necessary to complete a transaction, resolve a dispute, protect legal rights or comply with the law.

Some service providers operate internationally, so information may be processed outside the UK. Where UK data protection law treats this as a restricted transfer, we rely on the provider's applicable transfer arrangements, which may include UK adequacy regulations or approved contractual safeguards. Contact us if you would like information available to us about safeguards relevant to your information.

Enquiries that do not result in a sale or other transaction are normally kept for no longer than three months after our last meaningful contact, then deleted when no longer needed.

We may keep relevant information for longer where necessary to complete a transaction, resolve a dispute, establish or defend a legal claim, or meet accounting, tax, legal or regulatory obligations. When the applicable purpose or period ends, we delete or anonymise the information where appropriate.

Depending on the circumstances and our lawful basis, you may have rights to be informed, access your personal information, correct inaccurate information, ask for deletion or restriction, object to processing, and receive certain information in a portable format. You also have rights relating to decisions made solely by automated means; we do not make such decisions through these enquiry forms.

Your right to object: where we rely on legitimate interests, you may object to our use of your information. If we ever rely on consent, you may withdraw it at any time without affecting earlier lawful processing.

These rights are not absolute and can depend on the circumstances. Email us to make a request; we may need enough information to confirm your identity and understand the request.

The public website does not currently use analytics, advertising cookies, tracking pixels or non-essential browser storage. We therefore do not display a cookie-consent banner.

The protected administrator area uses essential authentication cookies to secure the area and maintain an authorised sign-in session. If the public website later introduces analytics or other non-essential technologies, this policy and the site's consent controls will be updated before they are used where consent is required.

We use proportionate technical and organisational measures intended to protect personal information, including restricted administrator access, encrypted connections provided by our hosting services and validation of form submissions. No internet service can guarantee absolute security.

We may update this policy when the website, our providers or legal requirements change. The date at the top shows when the current version took effect. Material changes will be made clear on this page.

Please contact us first at enquiries@kelmarvehiclesltd.co.uk if you have a privacy question, want to exercise a right or are concerned about how we have handled your information.

You may also complain to the UK Information Commissioner's Office. Its guidance and complaint service are available at ico.org.uk/make-a-complaint.