For the purpose of data protection law, Toyota (GB) PLC of Great Burgh, Burgh Heath, Epsom, Surrey KT18 5UZ is the controller of your personal information (this means we make decisions about how and why your information is used, and have a duty to ensure your rights are protected). If you have questions or concerns about this policy, you should contact us directly by writing to Scott Nicholson at Great Burgh, Burgh Heath, Epsom, Surrey KT18 5UZ, emailing Scott.email@example.com or Telephoning 01737 367 124.
Toyota Guild and www.toyotaguild.com (the “Website”) are both operated on our behalf by BI Worldwide Limited (BIW) of 1, Vantage Court, Newport Pagnell, Buckinghamshire MK16 9EZ. BIW is acting as a data processor for the purposes of data protection law (this means BIW will only use your information on our instructions and in accordance with a written contract that ensures your rights are protected).
We will collect and use personal information that you provide to us in connection with Toyota Guild. If you provide details of your activities in order to earn Reward Points, then we will collection information about those activities. We also collect information when you:
The information we collect in this manner will usually include your name, address, e-mail address, and phone number. The Toyota Guild is continually being improved and developed and as such further information may need to be collected from you from time to time. You will be notified of any further information required and the reason behind this when visiting the site. You will always retain the right not to have to provide any information requested from you.
We don’t normally ask for (or otherwise collect) sensitive personal information about you. In the unlikely event that we do, we’ll ensure that such information is kept private and secure.
Your use of Toyota Guild (and our Website) will generate information, some of which will relate to you. We may collect and analyse this information, including the following:
We may also combine your information with information about other people, which will then be aggregated and anonymised. The resulting information, which will not identify you specifically, can be used to help us analyse and improve Toyota Guild. It may also help us improve our business and may be shared with our customers and suppliers to assist them.
As a participant we will already hold some information about you, and we may combine that with information that we collect in connection with Toyota Guild.
We work closely with third parties (including, other companies in our corporate group, business partners and sub-contractors in technical and delivery services, such as BIW who operate the Website). We share and receive information with these third parties where necessary in order to operate Toyota Guild.
We may collect and process information concerning your employment and participation in Toyota Guild including, without limitation, details in respect of your ID, training and performance histories, staff ID, job role, dealership and/or sales, and/or customer viewpoint performance.
We need to use your information to operate the Toyota Guild and the Website. This includes using information to the extent required in order to:
Employment specific processing: Personal information processed in connection with Client Programme Name which also relates to your employment (including information regarding the performance your duties as an employee) may be processed by us for employment related purposes. This information could form part of your personnel record as an employee, and could be considered when evaluating the performance of your work. For further information, please see Client Name’s employee handbook.
Technical information we collect about your use of the Toyota Guild or the Website may be used for administrative purposes (e.g. maintaining the Website), research and analysis (e.g. to see how many visitors the Website has) and also for the security and maintenance of Toyota Guild and the Website.
We use personal information in the manner set out above because we need to in order to:
We may also use information with your consent, but we will make it clear when we do this. In any event, your information will only be used for the purpose(s) we collected it for (or else for a closely related purpose, such as record keeping).
If you enrol on the Website and participate in Toyota Guild we may send you work e-mails about Toyota Guild, its features and services from time to time. These e-mails will only be directly related to Toyota Guild and your participation in it.
We respect the privacy of your information and won’t share it with third parties, except in a few cases where necessary for the purposes set out above. The recipients of your information may include:
Where we share personal information with a third party, we will take steps to ensure that your data is properly protected.
One of the subcontractors we share information with is BI Worldwide Limited (BIW), which administers Toyota Guild and operates the Website for us. Any information you provide via the Website will be processed by BIW on our behalf, but there will be a contract in place to ensure your information and rights are protected.
In addition to the situations above, we may share information if the need arises because:
We normally only store personal information within the European Economic Area (EEA). In the event that we do have to transfer your personal information outside of the EEA then we will take steps to make sure adequate levels of privacy protection, in line with UK data protection law, are in place. These safeguards will usually be contractual and/or the result of a European Union decision which allows the transfer (for example, a US organisation which is certified under the EU-US Privacy Shield framework).
All information you provide to us is stored on our secure servers. Where you have been provided with (or where you have chosen) a password which enables you to access the Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure and even the best policy cannot protect your online privacy and security in all circumstances. We will do our best to protect your personal data however, we cannot guarantee the security of your data transmitted to the Website. Any transmission is at your own risk.
Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We only store personal information so long as it is required for the purpose(s) we it collected for (or for a related compatible purpose, such as keeping a record of a transaction). We regularly review what data we have and delete that which is no longer necessary. In certain situations you have the right to request that your data be deleted (the right to be forgotten), please see section 10 for further details.
A cookie, also known as an HTTP cookie, web cookie, or browser cookie, is a small piece of data sent from a website and stored in a users' web browser while a user is browsing a website.
We respect your right to access and control your information. Part of this is making sure you understand your legal rights, which are as follows:
If you would like further information on your rights or wish to exercise them, please write to Scott Nicholson at Great Burgh, Burgh Heath, Epsom, Surrey KT18 5UZ or email Scott.firstname.lastname@example.org with details of your request.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so (for example, because the information no longer exists or there is an exception which applies to your request).
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner's Office, which oversees data protection compliance in the UK. Details of how to do this can be found at www.ico.org.uk.