Introduction
The protection, confidentiality and integrity of your personal data are important to us. This privacy notice explains what personal information we collect from garages when they use MOTText, how we use that information, and how it is stored and managed.
We will inform you of any future changes to our processing purposes or to this privacy policy.
Our services
MOTText provides a customer database and reminder solution for garages, allowing them to send automated and manual vehicle notifications directly to their customers using the method the customer has requested. Notifications can be sent by text message, email, postcard or letter, or automated telephone call.
Individual customer details are stored against a garage account protected by a username and password, so one garage cannot access another garage's customer records.
What personal data do we collect?
We need certain personal information to provide the service properly and keep you informed about products and services. Most of the information we hold is provided by you. If a booking is made by a customer, some information may have been provided by them.
When you create a garage account
We may collect the following information:
- Company name
- Company website
- Branch location
- Branch address
- Branch telephone number
- Branch email address
- Staff member full name
- Username
- Password
- Mobile number
- Email address
Online booking specific information
- Branch opening times
- Branch bay or technician slots
- Branch pricing
When you create a customer record within MOTText
These are customer records stored by your garage against your account. We may store:
- Customer type
- Title
- Forename
- Surname
- Preferred contact method
- Mobile number
- Email address
- Telephone number
- Address
- Vehicle registration number
- Vehicle make
- Vehicle model
- Vehicle VIN
- MOT expiry date
- Annual service expiry date
Reminder and booking audit data
When a reminder or booking is made, we record an auditable history including:
- Date and time of action
- What was sent or processed
- The communication method used
Third-party data sources
We may gather information from third parties when specific tasks are performed within the system. For example, when using a quick vehicle lookup tool, data may be retrieved from a third-party application that queries the DVLA database based on the entered vehicle registration in order to populate vehicle details automatically.
Cookies
We collect certain data through cookies. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track website use and compile statistical reports on website activity, helping us improve our website, content and services.
How do we use your personal data?
We do not sell or lease your personal data to third parties. We will never share, sell, rent or trade your registration and personal information with marketing or promotional partners without your consent.
We use personal data only for the purposes for which it was collected and, where relevant, to meet legal obligations.
- Customer support – to support you in your use of our products and services, diagnose issues, correct transactions and provide service support.
- Customer engagement and communication – to communicate with you about service-related matters such as invoices, account setup, reminder summaries, complaints and surveys.
- Marketing – where permitted, to send information that may be of interest to you about our services. You can opt out of marketing communications at any time.
- Safety, security and dispute settlement – where required in relation to data security or disputes.
- Legal obligations – where processing is required to comply with requests from authorities or other legal duties.
- Improving and personalising our products and services – to improve features, content and user experience.
- Maintenance, development and incident management – to resolve issues, support development work and carry out technical migration where required.
- General business process execution and reporting – for archiving, administration, auditing, insurance and internal reporting purposes.
How do we use your customers' personal data?
We do not sell or lease your customers' personal data to third parties.
We only use customer data for the purposes for which it was collected and, where relevant, to meet legal obligations.
- Automated reminders – to send notifications to customers using the methods they have agreed to receive.
- Manual notifications – where a garage creates a manual notification by a selected method at the requested date and time.
- Customer responses – where a customer uses an automated response system and the response needs to be passed to the garage.
- Booking notifications – where a booking is made and the relevant information is processed into the garage account.
- Legal obligations – where processing is necessary to comply with law or legal process.
- Maintenance, development and incident management – where investigation or technical support is needed.
- General business process execution and reporting – for administration, audits, insurance and internal reporting where required.
Where is personal data processed?
Personal data is processed by our staff in the United Kingdom. For hosting and maintenance purposes, personal data is located in the United Kingdom.
If any personal data is transferred outside the European Union or to an international organisation, we will ensure that appropriate safeguards are in place and that the transfer is otherwise permitted under applicable data protection law.
Retention and account closure
If no reminder is processed for your account for more than 18 months, we may mark the account as inactive. Inactive accounts may be archived so that they can be reactivated more easily in future.
If you wish to close your account, please contact Customer Support. Upon closure, we will remove your and your customers' personal information without undue delay, except for information we are required by law to retain.
For example, some account-related information such as invoices or receipts may need to be kept for six years in order to meet statutory retention obligations. Data may also be retained longer where it is needed for a legal claim or valid legal process.
Accessing and managing your personal data
You can view and edit personal details through your account via www.mottext.co.uk/Login.aspx.
If you cannot access, rectify or erase certain personal data yourself, if you want a copy of the personal data we process, or if you wish to request restriction of processing or object to processing, please contact our Customer Care department. We aim to respond within 30 days.
Lawful basis for processing
We only collect and process personal data where there is a lawful basis to do so. This may include:
- Contract – where processing is necessary to provide the service.
- Legitimate interests – including running our business, certain types of direct marketing, archiving account data for future re-use, fraud prevention and IT security.
- Legal obligation – where processing is necessary to comply with law.
- Consent – where explicit consent has been given, including where customer data is processed to provide notifications regarding vehicles.
Where processing is based on consent, you have the right to withdraw that consent at any time by contacting us. Any processing carried out before consent is withdrawn remains lawful.
Questions, concerns and complaints
If you have questions or concerns about the way we use personal data, please contact us at privacy@mottext.co.uk.
If you feel that an issue has not been resolved properly, you also have the right to raise a complaint with the ICO via ico.org.uk/concerns/.
Responsible entity
MOTText is a brand of Fuel Tank Media Limited, with an address at 2 Chesterfield Buildings, Westbourne Place, Bristol, BS8 1RU, and registered with the Information Commissioner's Office under reference ZA055685.
Decisions relating to the purposes and means of personal data processing are controlled by Fuel Tank Media Limited, which acts as controller and processor for this processing.