Gloucs, GL12 8NR
Tel 01454 292213
We are AE Wilcox & Son Ltd. Our registered office is at: High Street Garage, Wickwar, GL12 8NG
This privacy policy sets out the basis on which we process any personal data we collect from you, or that you or other third parties provide to us. AE Wilcox & Son Ltd are registered with the ICO as a data controller for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation.
Information we collect about you
When you interact with us, we may collect and process personal information about you. The information we collect will depend on the nature of our relationship with you and how you interact with us, for example, whether you are a customer, supplier, website visitor or someone making an enquiry.
• Contact information, including your email address, telephone number, postal address and postcode.
• Communication preferences, including your preferred method of contact and records of communications between you and us.
• Vehicle information, including details of your vehicle where you provide this information when arranging a service, MOT, test drive or other vehicle-related appointment.
• Financial and employment information, where required for a finance application or other financial arrangement. This may include your employment details, salary, address history and other information required by our finance providers to assess an application.
• Transaction and interaction information, including records of enquiries, brochure requests, test-drive bookings, vehicle purchases, servicing, MOTs and other products or services you purchase or request from us.
• Information provided through surveys, competitions and promotions, including any responses or other information you choose to provide.
• Payment information, including financial and payment card details where necessary to process purchases or other transactions. Where finance is arranged, relevant information may also be shared with or received from our finance providers.
• Feedback and user-generated content, including testimonials, comments or other information you provide through discussion boards, social media features or other interactive areas of our website.
• CCTV and security information, including images or footage captured when you visit our premises.
• Telephone call recordings, where calls to or from us are recorded for purposes such as quality monitoring, training, security, compliance and maintaining accurate records.
• Website and cookie information, including information collected through cookies and similar technologies when you use our website.
• Technical information, including your IP address, device information, browser type and other technical information required to enable your device to interact with our systems.
• Website usage information, including details of your visits to our website, the pages you view, page response times, browsing methods and other information relating to how you interact with our website.
• We may also receive customer information from other organisations such as finance companies, vehicle retailers, breakdown companies (e.g. AA, RAC) and online repair booking company platforms.
• Fulfilling our contractual obligations, including processing orders and purchases and arranging vehicle, parts, servicing, MOT and other appointments.
• Responding to enquiries and arranging test drives or other requests you make.
• Internal administration and record keeping, including maintaining accurate and up-to-date customer records.
• Processing payments and managing outstanding balances, including taking appropriate steps to recover overdue amounts where necessary.
• Monitoring and improving customer service, products and services, including reviewing customer interactions and service performance.
• Conducting customer satisfaction surveys, either directly or through third parties acting on our behalf, and where applicable on behalf of the vehicle manufacturer.
• Market research and analysis, to help us understand customer needs, preferences and trends and to improve our products, services and business operations.
• Preventing and detecting crime, fraud and other unlawful activity, including protecting our customers, employees, premises and business.
• Managing and resolving complaints, including investigating concerns and taking appropriate action.
• Complying with our legal and regulatory obligations and establishing, exercising or defending our legal rights.
• Marketing and market research, where you have provided consent where consent is required by applicable data protection and electronic marketing laws.
• Protecting health and safety, including taking appropriate action where we identify a potential risk to customers, employees or other individuals.
• Communicating important vehicle-related information, including safety, quality or technical issues, recalls and other manufacturer or regulatory notices.
• Sending service and vehicle-related reminders, including reminders about servicing, MOTs, vehicle safety recalls, finance agreement end dates and other important deadlines.
• Using telematics information, where applicable, to help locate lost or stolen courtesy vehicles and to respond to lawful requests from law enforcement or other competent authorities.
• Communicating changes to our business or services, including changes that may affect you or the products and services you receive from us.
• Measuring the effectiveness of our advertising and marketing activities and, where permitted by law, providing information about products and services that may be relevant to your interests.
• Monitoring website usage, including visitor numbers, general geographic information and engagement levels, to support business intelligence, analysis and planning.
• Operating, maintaining and improving our website, including ensuring that content is displayed effectively and appropriately for the device and browser you use.
Data protection law sets out several conditions which organisations can rely on in order to lawfully handle personal information. The conditions we rely on are as follows: -
Legitimate interests
The law permits us to handle your personal information where necessary in our legitimate interests if this isn’t outweighed by your interests. Many of the purposes described above for which we handle your personal information, fall into this category as they are essential activities which enable us to run our business effectively. For example, enabling us to use third party service providers, to monitor, review and improve the services we provide to you. We also rely on legitimate interests to remind you about service and MOT due dates and when you request a test drive of one of our vehicles.
We may, if necessary, also use your information to defend our legal rights or to obtain legal advice and to manage any complaint that you might have. We ensure that your rights and interests are protected when we do this.
Consent
We are permitted to use your personal data when you give us your consent. We will only use your personal data to contact you for direct marketing purposes if you give us your consent to do so.
Performance of a contract
Where we have made contractual commitments to you or you have made the same to us. For example, when you have entered into a contract to purchase a vehicle from us or to obtain finance for the purchase of a vehicle.
Required by law
We will, if required by law, disclose your personal information for example in response to a court order. We will disclose your personal information if requested by a law enforcement agency or where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, non-compliance with of our terms and conditions, or as otherwise permitted or required by law and consistent with legal requirements.
Recognised legitimate interests
We may process certain personal data on the basis of recognised legitimate interests. These interests might include, preventing or investigating crime, responding to an emergency, safeguarding vulnerable people or sharing personal information with another organisation so that they may fulfil their public task or official function.
We may need to share your personal information with carefully selected third parties where this is necessary to operate our business, provide our products and services, fulfil our contractual obligations, comply with legal requirements, or protect our legitimate interests.
We will only share the personal information that is necessary for the relevant purpose and will take appropriate steps to ensure that your information is handled securely and in accordance with applicable data protection laws.
Where a third party processes personal information on our behalf, we will have appropriate contractual arrangements in place requiring them to protect your information, maintain appropriate security measures and only process your information in accordance with our instructions.
We may share your personal information with the following categories of third parties:
• Vehicle manufacturers and manufacturer groups, such as Stellantis, where necessary to provide vehicle-related services, administer warranties, recalls, servicing, customer support and other manufacturer-related activities.
• Credit reference agencies, where necessary to assess your creditworthiness, process a finance application, prevent fraud or support the provision of products or services.
• Finance brokers, lenders and finance providers, where you request or enter into a finance agreement.
• Debt collection and recovery agencies, where necessary to recover outstanding payments or debts.
• Legal, financial and other professional advisers, where we require advice or assistance in managing our business or establishing, exercising or defending our legal rights.
• Insurers and insurance providers, where necessary to arrange, administer or manage insurance policies, claims or related matters.
• IT, hosting and technology providers, who support our IT systems, website, communications, cybersecurity and other technical infrastructure.
• Analytics, search engine and digital service providers, where necessary to analyse website usage, improve our website and services, and understand how visitors interact with our digital platforms. Where required by law, we will obtain your consent before using cookies or similar technologies for these purposes.
• Police, law enforcement agencies, regulators, government authorities and other third parties, where we are legally required or permitted to disclose your information, or where disclosure is necessary to prevent or detect crime, fraud or other unlawful activity.
• Potential buyers, sellers or advisers, where we sell, transfer, restructure or acquire all or part of our business or assets. In these circumstances, information may be disclosed where necessary as part of the transaction and subject to appropriate confidentiality and data protection safeguards.
Marketing and Third-Party Disclosure
We will not sell your personal information to third parties.
We will not share your personal information with third parties for their own direct marketing purposes unless we have a lawful basis to do so and, where required by applicable law, have obtained your consent.
Where we use third-party organisations to carry out marketing activities on our behalf, we will ensure that appropriate data protection and contractual safeguards are in place and that all marketing activities comply with applicable data protection and electronic marketing laws.
Cookies
Cookies are small text files that are placed on your computer, smartphone, tablet or other device when you visit a website. Cookies are not software programs and cannot harm or damage your device.
Some cookies are necessary for the operation of our website and may be used without your consent were permitted by law. You may still disable these cookies through your browser settings.
Our website does not use cookies or similar tracking technologies to collect, store, or monitor information about visitors.
Analytics
Our website uses Google Analytics tracking technology to help us to analyse user behaviour. By using the website, you consent to your information being collected via Google Analytics.
The information about your visit collected by Google Analytics is usually transferred to a Google server in the USA and saved there. Google will use the information to evaluate your use of the application and to compile reports about your activities within this application. You can find more information about what data can be collected via Google Analytics at Google Analytics Support.
Social Media
Please note that if you choose to post comments on this website or via our social media accounts, we cannot accept responsibility for the use or misuse of such data by other individuals who have access to such posts.
For how long do we retain your personal data?
Unless required to do so by law (e.g. for the purposes of preventing fraud or tax evasion), we do not retain personal data for longer than is necessary for the purposes for which we originally collected it. Customer data is generally retained for 7 years.
We regularly review the personal data we hold and delete anything we no longer need. Information that does not need to be accessed regularly, but which still needs to be retained, is safely archived.
Where we store your personal data
We do not routinely transfer your personal information outside the UK or European Economic Area (EEA). However, some of our suppliers may process or store your information outside the UK or EEA, including in connection with order fulfilment, payment processing and support services.
Where we transfer personal information overseas, we will ensure appropriate safeguards are in place in accordance with UK data protection law, such as an adequacy decision or appropriate contractual protections. It may also be processed by staff operating outside the EEA who work for one of our suppliers. This includes but is not limited to, staff engaged in fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.
If we do send personal information overseas, we will make sure that appropriate safeguards are in place to ensure it is protected in accordance with UK data protection laws, such as ensuring transfers are based on adequacy decisions or putting in place contracts with the recipient containing terms providing adequate protection.
Sending information over the internet is not fully secure. We can there for not guarantee the security of your data whilst being transferred over the internet. Any data you send is at your own risk. We request you don’t send sensitive personal data over the internet.
• Right to object to direct marketing – You can ask us to stop using your personal information for direct marketing at any time. Where we rely on consent, you can withdraw it at any time by contacting us directly at:
AE Wilcox & Son Ltd, High Street Garage, Wickwar, GL12: Ollie@aewilcox.co.uk
• Right to erasure – You can request that we delete your personal information where there is no lawful reason for us to continue processing it. We may need to retain certain information where required by law.
• Right to rectification – You can ask us to correct personal information that is inaccurate or incomplete. Please let us know if your details change.
• Right to data portability – In certain circumstances, you can request that personal information you have provided to us is supplied to you or transferred to another organisation in a structured, commonly used and machine-readable format.
• Rights relating to automated decision-making – You have the right, in certain circumstances, not to be subject to a decision based solely on automated processing, including profiling, where it produces legal or similarly significant effects
To exercise any of these rights or to request further information, please contact us at:
AE Wilcox & Son Ltd, High Street Garage, Wickwar, GL12 8NG or via email at: Ollie@aewilcox.co.uk
We take the protection of your personal information seriously and welcome the opportunity to address any concerns about how we use or handle your data. If you are unhappy with the way we have processed your personal information, please contact us so that we can investigate and resolve your concerns. You have a statutory right to raise a complaint if you are dissatisfied about the way we have handled your personal data. If you believe that we have failed to comply with our obligations under data protection laws, you may submit your complaint by post: at:
AE Wilcox & Son Ltd, High Street Garage, Wickwar, GL12 8NG or via email at: Ollie@aewilcox.co.uk
We will acknowledge your complaint within 30 days and investigate your concerns. This may require more information from yourself. Following the investigations conclusion we will provide a written response detailing the findings.
If you remain dissatisfied, with our use of your personal data or our response to your complaint, then you have the right to complain to the UK’s data protection authority the Information Commissioner’s Office (ICO) at: www.ico.org.uk
Links to other websites
Our website may contain links to third-party websites that may be of interest to you. These websites are operated independently and are not covered by this Privacy Policy.
We are not responsible for the content, security or privacy practices of third-party websites or for any information you provide to them. We recommend that you review the privacy policy of each website before providing any personal information and exercise appropriate caution when accessing external websites.
Changes to our Privacy Policy
We keep our privacy policy under regular review to ensure that it properly reflects our use of personal information.
Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. This privacy policy was last updated on 19 September 2026.