Introduction

Active Fleet Solutions is an expert incident and accident management service for insurers, brokers, manufacturers, fleet operators and property owners.

As an essential part of our business, we collect and manage client data. In doing so, we observe the EU data protection legislation, and are committed to protecting and respecting clients' privacy and rights. Specifically, we act as a "Data Controller" in respect of the information gathered and processed by us.

In order that you are reliably informed about how we operate, we have developed this privacy notice, which describes the ways in which we collect, manage, process, store and share information about you as a result of you visiting this site. The privacy notice also provides you with information about how you can have control over the use of your data.

If you have any comments or queries regarding our use of your data, please contact our Group Data Protection Officer at dpo@activefleetsolutions.com.

Alternatively, you can write to our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF.

What Information Do We Collect About You

In general terms, we seek to collect information about you so that we can:

Administer our relationship with you, provide services and respond to enquiries
Provide detailed notification to insurers about any vehicle, property damage, personal injury and fraud detection quickly and efficiently
Deliver a proactive vehicle management service to insurers, removing the need to manage multiple suppliers. The service includes fleet damage repair and claims management, to engineering services, salvage and replacement vehicles services
Provide a claims management service that offers a seamless link between client facing customer operations and the legal processes that accompany many road traffic accidents
Process and respond to any complaints
Enable us to meet our legal and other regulatory obligations imposed on us
Audit usage of our websites.

The information that we need for these purposes is known as your "personal data". This includes your name, home address, email address, telephone and other contact numbers and financial information. We collect this in a number of different ways. For example, you may provide this data to us directly online or over the telephone, or when corresponding with us by letter.

We may also process sensitive classes of information that includes:

Physical or mental health details, and
Racial or ethnic origin.

We will seek your permission if we need to record any of your sensitive personal data on our systems.

We voice record our customer interactions, therefore any information captured via this medium will automatically be stored, for training and monitoring purposes.

How Will We Use The Information?

We use the data collected from you for the specific purposes listed in the table below. Please note that this table also explains:

The legal basis for processing your data, linked to each processing purpose; and
In what circumstances your data will be shared with a third party organisation.

Purpose for processing data	Legal basis for processing data	Third party organisations with whom data is shared
To administer our relationship with you, provide services and respond to enquiries.	To fulfil contractual obligations.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.
To provide detailed notification to insurers about any vehicle, property damage, personal injury and fraud detection quickly and efficiently.	To fulfil contractual obligations.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.
To deliver a proactive vehicle management service to insurers, removing the need to manage multiple suppliers. The service includes fleet damage repair and claims management, to engineering services, salvage and replacement vehicles services.	To fulfil contractual obligations.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.
To provide a claims management service that offers a seamless link between client facing customer operations and the legal processes that accompany many road traffic accidents.	To fulfil contractual obligations.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.
To process and respond to any complaints.	To fulfil a legitimate interest.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.
To enable us to meet our legal and other regulatory obligations imposed on us.	To fulfil a legal obligation.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.
To audit usage of our websites.	To fulfil a legitimate interest.	Insurers, Brokers, Fleet Operators, Manufacturers, Property Owners.

Your Rights

Under the terms of data protection legislation, you have the following rights as a result of using this website:

Right To Be Informed

This privacy notice, fulfils our obligation to tell you about the ways in which we use your information as a result of you using this website.

Right To Access

You have the right to ask us for a copy of any personal data that we hold about you. This is known as a "Subject Access Request". Except in exceptional circumstances (which we would discuss and agree with you in advance), you can obtain this information at no cost. We will send you a copy of the information within 30 days of your request.

To make Subject Access Request, please write to our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF.

Right To Rectification

If any of the information that we hold about you is inaccurate, you can either:

Contact us on 01283 524780
Contact our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF or via email at dpo@activefleetsolutions.com.

Right To Be Forgotten

From 25 May 2018, you can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days. For further information, please contact 01283 524780 or alternatively, please contact our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF or via email at dpo@activefleetsolutions.com.

Right To Be Object

You have the right to object to:

The continued use of your data for any purpose listed in section 3 above for which consent is identified as the lawful basis for processing i.e. you have the right to withdraw your consent at any time
The continued use of your data for any purpose listed in section 3 above for which the lawful basis of processing is that it has been deemed legitimate.

Right To Restrict Processing

If you wish us to restrict the use of your data because (i) you think it is inaccurate but this will take time to validate, (ii) you believe our data processing is unlawful but you do not want your data erased, (iii) you want us to retain your data in order to establish, exercise or defend a legal claim, or (iv) you wish to object to the processing of your data, but we have yet to determine whether this is appropriate, please contact our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF or via email at dpo@activefleetsolutions.com.

Right To Data Portability

If you would like to move, copy or transfer the electronic personal data that we hold about you to another organisation, please contact our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF or via email at dpo@activefleetsolutions.com.

Rights Related To Automated Decision-Making

If you would like to object to automated decision making without any individual involvement, and to the profiling of your data, please contact our Group Data Protection Officer at Active Fleet Solutions, Parkway House, Second Avenue, Centrum 100, Burton on Trent DE14 2WF or via email at dpo@activefleetsolutions.com.

Is The Processing Of Information Likely To Cause Individuals To Object Or Complain?

Active Fleet Solutions is not aware of any justifiable reasons that would constitute a legitimate reason for objecting or complaining about the way we process or control information.

How Long Will We Retain Information For?

Active Fleet Solutions will retain information for up to seven years. This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect our clients.

Overseas Transfers

None of the information that we collect process or store as a result of this website is transferred outside of the European Economic Area (EEA). This includes information that is exchanged with any third party organisation as described above.

Data Privacy And Security

At Active Fleet Solutions, we maintain a comprehensive data management work programme, which includes processes for ensuring that data protection is a key consideration of all new and existing IT systems that hold personal data. Where any concerns, risks or issues are identified, we conduct relevant impact assessments in order to determine any actions that are necessary to ensure optimum privacy.

We also maintain an active information security work programme which seeks to protect the availability, confidentiality and integrity of all physical and information assets. Specifically, this helps us to:

Protect against potential breaches of confidentiality;
Ensure all IT facilities are protected against damage, loss or misuse;
Increase awareness and understanding of the requirements of information security, and the responsibility of our colleagues to protect the confidentiality and integrity of the information that they handle; and
Ensure the optimum security of this website.

Location Tracking Via Our Website

Geo-location tracking, which shows us where you are in the UK, is not used on this website.

General

Questions and comments regarding this Privacy Notice are welcomed, and should be sent to our Group Data Protection Officer at dpo@activefleetsolutions.com.