Smart Motor Works Ltd (“We”) are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

  1. Definitions

Data controller – A controller determines the purposes and means of processing personal data.

Data processor – A processor is responsible for processing personal data on behalf of a controller.

Data subject – Natural person

Categories of data: Personal data and special categories of personal data

Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.

Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.

Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

2. Who are we?

Smart Motor Works Ltd is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: Paddock Street, Norwich NR2 4TW. 01603 614690. For all data matters contact Sarah Martin the Data Protection Officer on

3. The purpose(s) of processing your personal data

We use your personal data for the following purposes:

  • To keep you informed about how your work is progressing, and to inform you when it is completed.
  • From time to time we may send you information about our services.

4. The categories of personal data concerned

With reference to the categories of personal data described in the definitions section, we process the following categories of your data:

  • Personal data including some or all of the following; name, address, email, telephone numbers (landline and/or mobile), vehicle registration.

We have obtained your personal data from yourself only.

5. What is our legal basis for processing your personal data?

  • Personal data (article 6 of GDPR)

Our lawful basis for processing your general personal data:

We process your data under the lawful basis of “consent of the data subject”, a copy of which is below.


By signing this form, you are confirming that you have read our Data Privacy Notice and that you are consenting to Smart Motor Works Ltd, Paddock Street, Norwich, NR2 4TW, 01603 614690 AND/OR relevant third parties who we use to in our day-to-day operations for our Garage Management Systems. (CarVue and Xero) holding and processing your personal data for the specified purposes below.

Why we want to collect your personal data

  • To keep you informed about how your work is progressing, and to inform you when it is completed.
  • From time to time we may send you information about our services.

What we want to do with your personal data

We will never use your personal data for any other purpose than is listed above. We do not pass personal data to third parties other than for the purposes of recording sales and with the companies listed above.

Please tick one (or more) boxes below to tell us the ways you would prefer to hear from us:

[ ] email [ ] telephone [ ] mobile (text message) [ ] post

[ ] I don’t want to receive communications.

What if you don’t provide consent?

Your consent is not a precondition of signing up to our services, unless it is necessary for the functioning of the service provided. We will make it clear when this applies. 

Where you do not grant consent, we will not be able to use your personal data, we may then be unable to provide you with service. Please speak to one of our representatives to find out if this applies to you.

You can withdraw your consent at any time

If you do grant consent, please note you can withdraw your consent to all or any one of the above purposes at any time by contacting us on or calling 01603 614690 We’ll act on your withdrawal notice as soon as we can.

Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law, but this will not affect any personal data that has already been processed prior to this point.

More information on lawful processing can be found on the ICO website

6. Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only with third party data processors working on our behalf and only for the purposes of recording transactions in our Garage Management System.

7. How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary and we only retain your data for the purposes as set out above. We use the following criteria to determine how long to retain your personal data;

  • Stipulations set out by HMRC regarding retention of data.
  • In case of any legal claims/complaints.

8. Providing us with your personal data

You are under no statutory or contractual requirement or obligation to provide us with your personal data but failure to do so may mean we are unable to provide you with service.

9. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to withdraw your consent to the processing at any time,
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).

10. Transfer of Data Abroad

If/when personal data is transmitted outside the EEA by our global, third party data processor (Xero), they have been certified as compliant with ISO/IEC 27001:2013 which is globally recognized as the premier information security management system (ISMS) standard. In addition to this end-to-end encryption is used to keep your data safe.

11. Automated Decision Making

We do not use and form of automated decision making in our business.

12. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

13. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

14. How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection officer (Sarah Martin) by emailing

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.