Bird and Yates Motor Services Ltd
Unit H, Progress Business Centre
Data Controller: Craig Cooper
Tel: 01543 503885
Bird & Yates motor trade garage provides a full car maintenance service to vehicle owners that are living or/and working within the Cannock and surrounding area. Bird & Yates are members of the Retail Motor Industry Federation, part of the Trust My Garage scheme and part of the Hybrid and Electrical Vehicle Repairer Alliance.
As part of the industry regulations Bird & Yates are expected to deliver their service within the law and perform their duties accordingly.
Bird & Yates are experienced in maintaining all types of vehicles including prestige cars, electric/hybrid cars, classic cars, and commercial vehicles.
The design of the premises is to be as secure as possible to protect the overall business assets, staff, customers, and customer’s vehicle. The building has the necessary security systems highlighted around for all customers to see and know that we care about the way we look after them and their vehicles. The security system is in operation, 24 hours of a day 365 days of the year, which is monitored regularly by the Management Team.
What type of information we have?
Bird & Yates will require information from their customers to carry out the service requested.
The information expected
- Your Name
- Company name
- Company details
- Company Accounts Dept details
- Telephone / mobile number
- Email address (email reminder and/or Sales invoice)
- Car details (make and model)
- Car Registration
- Drivers Licence
- Recent Utility Bills
- Vehicle History
- MOT renewal dates
- Method of payment option(s)
- Any other documents required
Internal customers details
- Company name
- Company address
- Name of the person to contact within the Accounts Department
- Email address
- Telephone number
- Copy of their Privacy Notice
- Details of Service or/and Products that they provide
- Sub-contractor’s additional details if required for legal reasons
- Law enforcement agencies
- Local Police Station
- DVLA contact details
- Specific Insurance companies
Bird & Yates provides their service to the following
- Business Owners
- Car Fleet companies
- Members of the public
- Insurance companies
- Other organisations
How we get the information and why we do we have it
The services consist of MOT service, Servicing, New Tyres, Summer/Winter coolant checks and General maintenance.
Bird & Yates Motor Services Ltd gets the information via
- Website booking
- Website enquiry via email
- Email to the sales team if they a returning customer
- Visit the garage in person
Every customer that contacts Bird & Yates require their service, so they have consent to use the information provided to complete the requested job.
UK GDPR – Legitimate interest is deemed as the work to the customer vehicle needs to be roadworthy for the safety of the driver and any others.
Clear consent has been given from the customer to have the information required to proceed.
All jobs carried out will always be at the request of the customer, allowing permission to log and save their request. The information will be stored as the customer may wish to return their vehicle to request another service or to review the previous work completed.
Every customer has the option to change their request(s) at any time before the start date, we have a booking service online whereby the customer completes their own details. Bird & Yates service team would confirm the customer’s requirements by using the information that they have on the system. However, Bird & Yates have a duty to inform all customers of any changes to their request(s) as this may affect the completion time and the change in the original price provided.
What we do with the information
Bird & Yates uses the information to prepare to repair the vehicle especially if they require to order parts or to check that the vehicle is within the legal requirement. They have a duty to inform if they have any questions, query, or concerns about the vehicle.
The information about their vehicle will be shared with companies that are registered on their ‘Preferred Suppliers Register’ –
- Car Manufacturers
- Car body repair companies
- Independent suppliers of car engine parts
- Car / Van Recovery company
- Print copies of MOT Certificates at their request.
Bird & Yates do have the right to report or speak to the police about your car if they suspect that the vehicle has been used to break the law. The reputation of the company is important so therefore make the necessary decisions to ensure that their reputation is not damage in any way.
Bird & Yates, as part of their customer service process, they would like you to complete an online Customer Satisfaction Form (which is optional as to whether you complete it or not). However, we are actively trying to find ways to improve our services and the customer experience, so your feedback is important.
The online feedback forms are part of the following
- The best of
The feedback is visible to read on the website https://birdandyates.com/reviews/
Additionally, as part of the customer service Bird and Yates will contact you to remind you of the following
- Car Service Due
- MOT due soon
- The arrival of your car part
- Insurance confirmation
How we store your information
Bird & Yates have a CRM system that collate the customer details which is stored in the Cloud system based in the UK.
The system is secure with a full encryption process as require for the car maintenance industry. The system is audited to ensure that the information that we have remains secure.
All paper data information is transferred to the cloud system for storing until they expire, and it can be deleted from their system. All staff handwritten paper notes are shredded at the end of a working day to avoid / minimise unauthorised access to that information.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
This policy may change as Bird & Yates will be required to keep up to date with the ICO (Information Commissioner’s Office) data updates.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data. Bird & Yates would advise that you contact Craig Cooper via telephone 01543 503885 or by email email@example.com. All concerns are dealt with by the management team with aim to resolve the matter swiftly.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
Date: 17th November 2021
Review Date: August 2023