1 ABOUT THIS POLICY
1.1 Eastern and Grassicks BMW, part of Eastern Western Motor Group Ltd (“we/us”), recognises the importance of your privacy and is committed to protecting and respecting any personal information you share with us.
1.2 This policy explains what information we collect, how we use it, how we may share it, how you can manage your data, your legal rights, and how to contact us.
1.3 We will only send marketing communications where you have purchased or enquired about a similar product or service, and you will always have the option to opt out. We do not send unsolicited communications or sell your data. We may work with trusted partners to provide relevant products and services, and we will always obtain your explicit consent before sharing your information for third-party marketing.
1.4 This policy may be updated from time to time. Please check periodically to ensure you are happy with any changes. Where material changes are made, we will notify you.
1.5 This policy was last updated on 09/10/19.
2 WHO WE ARE
2.1 Eastern and Grassicks BMW, are part of Eastern Western Motor Group Ltd. When you interact with us, we act as the “data controller” responsible for your personal information. We are registered with the Information Commissioner’s Office (ICO) under registration number Z596878X. Contact details are provided in Section 13.
2.2 References to “we”, “our” or “us” relate to Eastern and Grassicks BMW.
3 HOW AND WHAT PERSONAL INFORMATION WE COLLECT
3.1 We may collect and process the following information:
a) Information you provide
This includes details you submit via our website, social media, telephone (including call recordings), email or in person. This may include:
- Name (including title)
- Address
- Phone number(s)
- Email address(s)
- Vehicle details (e.g. registration, VIN, mileage, warranty information)
- Enquiry details
We may also receive publicly available information from your social media profiles where you have permitted this.
b) Automatically collected information
This may include:
- Browser and operating system details
- Referring website
- Pages visited
- Date/time of visit
- IP address
This may be collected via cookies (see Cookies section).
c) Information from other sources
We may receive personal information from BMW or trusted third parties, limited to the types described above.
4 HOW WE USE YOUR PERSONAL INFORMATION
4.1 Consent
Where you have given consent, we may use your data to:
- Share details with selected partners for marketing
- Conduct market research to improve our services
You can withdraw consent at any time.
4.2 Contractual purposes
We may process your data to:
- Complete purchases and transactions
- Provide breakdown services
- Manage warranties and aftersales care
Failure to provide information may limit services we can offer.
4.3 Legal obligations
We may process your data to comply with legal requirements, including working with HMRC, the Police, the DVLA, or regulatory bodies.
4.4 Legitimate interests
We may use your information to:
- Send relevant marketing (where permitted)
- Respond to enquiries (e.g. test drives, brochures, servicing)
- Issue safety or recall notifications
- Improve marketing and business performance
- Administer our website and systems
- Send service reminders
- Conduct credit checks
- Enhance your experience
- Ensure data security
- Support business restructuring
- Manage communications and training
- Handle complaints and general administration
5 WHO WE MAY SHARE YOUR INFORMATION WITH
5.1 Group companies
We may share data within Eastern Western Motor Group Ltd for service delivery or, with consent, marketing.
5.2 Service providers
We may share data with trusted third parties (e.g. hosting providers, marketing agencies) who act on our behalf under strict data protection agreements.
5.3 BMW and partners
When purchasing or servicing a vehicle, your data may be shared with BMW, who act as a separate data controller. Their use of your data is outlined in their own privacy policy.
5.4 Other circumstances
We may share data:
- As part of a business sale or restructure
- To comply with legal obligations
- To prevent crime or protect rights and safety
6 DATA RETENTION
6.1–6.2 We retain data only as long as necessary.
6.3 Typically, data is retained for up to 7 years after last use.
6.4 Exceptions include:
- Marketing data (until you opt out)
- Call recordings (up to 60 days)
- Legal or regulatory requirements
- Ongoing disputes or claims
- Where erasure is requested and applicable
7 INTERNATIONAL TRANSFERS
We may transfer data outside the UK where necessary. Safeguards include:
- Adequacy decisions
- Contractual protections
- Approved certification frameworks
8 MARKETING
We may send relevant updates about BMW products and services via email, SMS or post where permitted.
You can opt out at any time using unsubscribe links or by contacting us.
We may also use targeted advertising via social media platforms.
9 CREDIT REFERENCE AGENCIES
We may carry out credit checks where required, using agencies such as Experian. These agencies act as independent data controllers.
10 YOUR RIGHTS
You have the right to:
- Access your data
- Correct inaccuracies
- Withdraw consent
- Object to processing
- Request deletion or restriction
- Request data transfer
- Lodge a complaint with the ICO
11 SECURITY / COOKIES / LINKS
We implement appropriate security measures, though internet transmission is not fully secure.
Our website uses cookies—see our Cookies policy for details.
We are not responsible for third-party websites linked from our site.
Social media plugins are inactive by default and only activate when clicked.
12 CHANGES TO THIS POLICY
We may update this policy periodically and will notify you of significant changes.
13 CONTACT US
If you have any questions or wish to update your preferences:
Customer Relations
Eastern Western Motor Group Ltd
8 Westerton Road
Broxburn
West Lothian
EH52 5AU
Email: customerrelations@easternholdings.co.uk
Telephone: 01506 600000