Privacy Policy

Introduction

argent-glint is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

We are the data controller for the purposes of UK data protection legislation. Our registration address is 42 Wellesley Road, Croydon, CR0 2AJ, United Kingdom.

Information We Collect

When you use our services, we collect several categories of information necessary to process vehicle registrations:

Personal Identification Information

We collect your full name, residential address, date of birth, and identification documents such as passport or driving licence details. This information is required for DVLA registration submissions and identity verification purposes.

Contact Information

We gather email addresses and postal addresses to communicate with you regarding your registration. While we provide these contact methods, we do not collect telephone numbers as part of our standard service.

Vehicle Information

Details about the vehicle you are registering, including make, model, year, VIN number, engine specifications, and purchase documentation. This information is essential for completing registration applications accurately.

Financial Information

We collect payment information when you engage our services. This may include bank transfer details or payment card information, though card details are processed through third-party payment processors and are not stored on our systems.

Communications

Records of our correspondence with you, including emails, consultation notes, and any documents you provide. We maintain these records to ensure service quality and continuity.

Website Usage Data

When you visit our website, we automatically collect certain technical information including your IP address, browser type, pages visited, and time spent on our site. This helps us improve website functionality and understand how visitors interact with our content.

How We Use Your Information

The information we collect serves specific purposes related to providing vehicle registration services:

Service Delivery

Your personal and vehicle information is used to prepare and submit registration applications to the DVLA. We process this data to fulfill our contractual obligations to you.

Communication

We use your contact information to provide updates on your registration progress, respond to enquiries, and send relevant service-related communications. We do not use your information for marketing purposes unless you have explicitly consented.

Legal Compliance

We retain certain information to comply with legal obligations, including financial record-keeping requirements and potential regulatory audits. Vehicle registration involves significant legal documentation which we must maintain appropriately.

Service Improvement

Aggregated and anonymised data helps us understand service usage patterns and identify areas for improvement. We may analyse trends in registration types or common documentation issues to refine our processes.

Dispute Resolution

Should any disagreement arise regarding services provided, we rely on our records of communications and documentation to resolve matters fairly and accurately.

Legal Basis for Processing

We process your personal data under several legal bases as defined by UK data protection law:

Contractual Necessity

Most data processing occurs because it is necessary to fulfill our service contract with you. Vehicle registration requires specific personal information, and we cannot complete the service without processing this data.

Legal Obligation

Certain data retention and processing activities are mandated by law, particularly regarding financial records and regulatory compliance within the automotive registration sector.

Legitimate Interest

We process some information based on legitimate business interests, such as maintaining records for quality assurance, defending against potential claims, and improving our services. We balance these interests against your rights and freedoms.

Consent

Where we process data for purposes beyond core service delivery, such as sending informational updates about regulatory changes that might affect vehicle owners, we do so with your explicit consent which you may withdraw at any time.

Information Sharing and Disclosure

We share your information only when necessary for service delivery or legal compliance:

Government Agencies

Vehicle registration inherently requires sharing your information with the Driver and Vehicle Licensing Agency. We submit applications containing your personal and vehicle details as part of the registration process.

Service Providers

We engage third-party service providers for specific functions such as payment processing, document verification, and IT infrastructure. These providers are contractually bound to protect your information and use it only for specified purposes.

Professional Advisors

In certain circumstances, we may share information with legal advisors, accountants, or insurance providers. This occurs only when necessary for professional advice or legal compliance.

Legal Requirements

We may disclose information when required by law, court order, or regulatory authority. This includes cooperating with law enforcement investigations where legally obligated.

Business Transfers

Should argent-glint be acquired by or merged with another entity, your information may be transferred as part of that transaction. We would notify you of any such change in ownership.

We do not sell personal information to third parties under any circumstances. We do not engage in data brokering or provide client information to marketing companies.

Data Security

We implement appropriate technical and organisational measures to protect your information from unauthorised access, alteration, disclosure, or destruction:

Physical Security

Our office maintains controlled access with documents stored in locked filing cabinets. Only authorised personnel have access to areas where physical records are kept.

Digital Security

Electronic records are protected through encryption, secure passwords, and regular security updates. We use industry-standard protocols for data transmission and storage.

Access Controls

Staff members access only the information necessary for their specific role. We maintain audit logs of who accesses what information and when.

Staff Training

Our team receives regular training on data protection principles and security practices. Confidentiality is embedded in our operational procedures.

While we implement robust security measures, no system is entirely immune to security breaches. In the unlikely event of a data breach affecting your information, we will notify you and relevant authorities as required by law.

Data Retention

We retain your information for different periods depending on the type of data and purpose for which it was collected:

Active Registration Cases

During active service provision, we maintain complete records of all communications and documentation. This continues until your registration is successfully completed.

Completed Cases

Following completion, we retain case files for seven years. This period aligns with financial record-keeping requirements and allows us to respond to any subsequent queries about the registration.

Financial Records

Payment information and invoicing records are kept for seven years as required by UK tax legislation.

Communications

General enquiry emails that do not lead to service engagement are deleted after two years. Correspondence related to completed cases is retained with the case file.

Website Analytics

Website usage data is retained for 26 months before being automatically deleted.

After applicable retention periods expire, information is securely deleted or destroyed. Physical documents are shredded, and digital records are permanently erased using secure deletion methods.

Your Rights

UK data protection law provides you with several rights regarding your personal information:

Right of Access

You may request a copy of the personal information we hold about you. We will provide this within one month of your request, free of charge.

Right to Rectification

If you believe information we hold is inaccurate or incomplete, you can request correction. We will update records promptly upon verification.

Right to Erasure

In certain circumstances, you may request deletion of your personal data. This right is limited when we have legal obligations to retain information, such as financial record-keeping requirements.

Right to Restrict Processing

You can request that we limit how we use your information in specific situations, such as when you contest the accuracy of data or object to processing.

Right to Data Portability

You may request transfer of your information to another service provider in a structured, commonly used format where technically feasible.

Right to Object

You can object to processing based on legitimate interests. We will cease processing unless we demonstrate compelling legitimate grounds that override your interests.

Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects or significantly affects you.

To exercise any of these rights, contact us at [email protected] with details of your request. We may need to verify your identity before proceeding.

Cookies and Website Tracking

Our website uses cookies to enhance functionality and understand visitor behaviour. For comprehensive information about our cookie usage, please review our separate Cookies Policy.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make significant changes, we will update the "Last updated" date and notify active clients via email.

We encourage you to review this policy periodically. Continued use of our services after changes indicates acceptance of the updated policy.

Contact Information

For questions about this Privacy Policy or how we handle your personal information, please contact us:

Email: [email protected]
Address: 42 Wellesley Road, Croydon, CR0 2AJ, United Kingdom

Complaints

If you believe we have not handled your personal information appropriately, you have the right to lodge a complaint with the Information Commissioner's Office, the UK supervisory authority for data protection matters.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk