Privacy Policy

1. Introduction & Who We Are

The Motor Medics Coventry is responsible for the customer information described here. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website or use our garage-based repair and servicing services in Coventry.

We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following types of information:

• Contact Information: Name, phone number, and email address when you fill out our booking form, contact us, or call us.
• Vehicle Information: Vehicle registration mark (VRM), make, model, engine size, mileage, and service history to quote and perform repairs.
• Booking & Transaction Data: Details of services requested, scheduled times, parts ordered, and pricing quotes.
• Technical & Usage Data: Our hosting provider processes connection information, such as IP addresses and request details, to deliver and secure the website. Google Analytics and advertising pixels are currently disabled.

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide, confirm, schedule, and execute vehicle repair and maintenance services.
• To generate accurate service quotes and source necessary parts.
• To communicate with you regarding booking status, updates, and query resolutions.
• To process payments and maintain financial records (invoices, receipts).
• To improve our website functionality, user experience, and overall service quality.

4. Legal Basis for Processing

Under data protection laws, we process your personal data under the following legal grounds:

• Contractual Necessity: To fulfill quotes, confirm bookings, and perform repair services you request.
• Legitimate Interests: To run our business efficiently, manage customer relationships, and respond to enquiries.
• Consent: Optional analytics would require a separate choice before activation. Google Analytics and advertising tracking are currently disabled.
• Legal Obligation: To maintain accounting, tax, and corporate records required under UK law.

5. Sharing & Disclosing Your Data

We do not sell, rent, or lease your personal information to third parties. We may share your data with:

• Service Providers: Cloudflare hosts the website, database and booking queue; Resend delivers booking emails; Google Calendar supports workshop scheduling. These services receive the information needed for their functions. A vehicle registration you enter may be sent to vehicle or MOT lookup services to retrieve vehicle information.
• Parts Distributors: Sourcing suppliers who require vehicle specifications (VRM and parts data) to confirm compatibility.
• Legal & Regulatory Authorities: If required by law, court order, or to prevent fraudulent activity.

6. Security, storage and cookies

We use access controls and encrypted website connections to protect information. No internet service can guarantee absolute security. Hosting and communications providers may process data outside the UK; contact us for details of the providers and safeguards applicable to your information.

We use local storage to remember privacy settings and display preferences, and necessary session storage or cookies for requested features such as administrator sign-in. Google Analytics and Meta Pixel are disabled, so we do not set their analytics or advertising cookies. Open Privacy settings at any time to review this information. Google Maps embeds only load after you select Load Google map; Google then receives connection information and may use its own cookies. Workshop videos use Cloudflare Stream when you choose to play them. External links, including WhatsApp and Google directions, open services governed by their own privacy notices.

7. Data retention

Our policy is to remove website booking request records older than seven days. The existing website cleanup runs when the booking administration list is accessed; this is not a guarantee of deletion exactly seven days after submission. Seven days is our chosen policy, rather than a period specified by GDPR. This website cleanup does not delete copies in booking emails, Google Calendar, provider backups or separate accounting records. Contact us about access to or deletion of those records; legal obligations may require some business records to be kept longer.

8. Your Rights

You have the following rights under UK data protection laws:

• The right to request access to and copies of the personal data we hold about you.
• The right to request rectification of inaccurate or incomplete information.
• The right to request deletion of your personal data, subject to legal retention obligations.
• The right to restrict or object to the processing of your data.
• The right to withdraw your consent to cookies and analytics at any time.

To exercise any of these rights, please contact us using the details below. You may also request data portability where applicable and complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

9. Contact Details

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us: