Modern Slavery and Human Trafficking Statement

SECTION 1 — GDPR & DATA PROTECTION POLICY

1. Purpose of This Policy

This policy explains how RK Motors MOT Centre Ltd (“we”, “us”, “the Company”) collects, uses, stores, shares, and protects personal data belonging to customers, employees, suppliers, and other individuals. It ensures compliance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• ICO (Information Commissioner’s Office) guidance

We are committed to handling all personal data lawfully, fairly, securely, and transparently.
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2. Scope

This policy applies to:

• All employees, contractors, apprentices, and temporary staff
• All personal data processed by the Company
• All systems, digital tools, paper records, and communication channels used for business operations

It covers data relating to:

• Customers
• Employees
• Job applicants
• Suppliers and business partners
• Website visitors

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3. Personal Data We Collect

We only collect data necessary for MOT testing, servicing, repairs, customer communication, and legal compliance.

3.1 Customer Data

• Name
• Address
• Phone number
• Email address
• Vehicle registration, VIN, MOT history
• Payment information (processed securely via third-party providers)
• CCTV footage (for safety and security)

3.2 Employee & Applicant Data

• Contact details
• Identification documents
• Payroll and bank details
• Right to work information
• Training and qualification records
• CCTV footage

3.3 Website Data

• Contact form submissions
• IP address and browser information
• Cookies (where applicable)

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4. Lawful Basis for Processing

• Purpose Lawful Basis
• Booking MOTs, repairs, servicing Contract
• Customer communication Legitimate interest
• Legal MOT record keeping Legal obligation
• Invoicing & payments Contract / Legal obligation
• CCTV for safety & crime prevention Legitimate interest
• Employee payroll & HR Legal obligation / Contract
• Marketing (opt-in only) Consent

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5. How We Use Personal Data

We use personal data to:

• Book and manage MOT and repair appointments
• Contact customers about their vehicle
• Provide invoices, quotes, and service updates
• Maintain MOT and service history
• Improve customer service and operations
• Ensure workplace and customer safety
• Meet legal and insurance requirements

We do not sell personal data to third parties.
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6. Sharing Personal Data

We may share data with:

• DVSA (for MOT testing compliance)
• Payment processors (e.g., card machine providers)
• Insurance companies (where required)
• IT service providers (secure hosting, email systems)
• Accountants and payroll services
• Law enforcement (if legally required)

All third parties must comply with UK GDPR and sign appropriate data processing agreements.

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7. International Data Transfers

We do not routinely transfer personal data outside the UK. If a service provider stores data abroad, we ensure:

• Adequacy decisions, or
• ICO-approved safeguards (e.g., Standard Contractual Clauses)

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8. Data Security Measures

We use appropriate technical and organisational measures, including:

• Secure password-protected systems
• Encrypted devices where applicable
• CCTV with restricted access
• Locked filing cabinets for paper records
• Regular data backups
• Staff training on data protection
• Access controls based on job role
• Secure disposal of documents and hardware

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9. Data Retention

• We keep data only as long as necessary.
• Data Type Retention Period
• MOT records Minimum 2 years (DVSA requirement)
• Customer invoices & financial records 6 years (HMRC requirement)
• CCTV footage 14–30 days unless required for investigation
• Employee records 6 years after employment ends
• Job applications 6 months

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10. Data Subject Rights

Individuals have the right to:

• Access their data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Data portability
• Withdraw consent (for marketing)
• Lodge a complaint with the ICO

Requests can be made via email or in writing.

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11. Submitting a Data Request

• Email: (Insert official email)
• Phone: (Insert number)
• Address: (Insert address)

We respond within one month, as required by law.

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12. Marketing Communications

We only send marketing messages if:

• You have given explicit consent, or
• You are an existing customer, and the message relates to similar services

You can opt out at any time.
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13. CCTV Policy Summary

CCTV is used for:

• Crime prevention
• Staff and customer safety
• Protecting property

Footage is stored securely with restricted access and retained for a limited period.

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14. Employee Responsibilities

All staff must:

• Follow this policy
• Keep data secure
• Report data breaches immediately
• Only access data necessary for their role

Failure to comply may result in disciplinary action.
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15. Data Breach Procedure

If a breach occurs:

1. It is reported immediately to the Data Protection Lead
2. We assess the risk and impact
3. We notify the ICO within 72 hours if required
4. We inform affected individuals where necessary
5. We document all breaches and corrective actions

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16. Policy Review

This policy is reviewed annually or sooner if:

• Laws change
• Business processes change
• New systems or technologies are introduced

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SECTION 2 — WEBSITE PRIVACY NOTICE

1. Introduction

This Website Privacy Notice explains how RK Motors MOT Centre Ltd collects, uses, and protects personal data when you visit our website: https://rkmotcentre.co.uk.

We are committed to protecting your privacy and ensuring transparency in how your information is handled.
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2. Information We Collect Through the Website

2.1 Information You Provide Directly

• Contact form submissions (name, email, phone number, message)
• Booking requests
• Email enquiries

2.2 Information Collected Automatically

• IP address
• Browser type and version
• Device information
• Pages visited
• Time spent on the website
• Cookies and tracking technologies
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3. Cookies

Our website may use cookies to:

• Enable essential website functions
• Improve performance and user experience
• Analyse website traffic
• Support security features

You can disable cookies in your browser settings at any time.
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4. How We Use Website Data

We use website-collected data to:

• Respond to enquiries
• Improve website performance
• Monitor security and prevent misuse
• Analyse visitor behaviour (e.g., Google Analytics)

We do not use website data for automated decision-making or profiling.
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5. Sharing Website Data

We may share website-related data with:

• IT hosting providers
• Website maintenance providers
• Analytics services (e.g., Google Analytics)

All third parties must comply with UK GDPR.
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6. External Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those websites.
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7. Your Rights as a Website User

You have the right to:

• Request access to your data
• Request correction or deletion
• Object to processing
• Withdraw consent (where applicable)
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8. Contact Information

For any privacy-related queries:

Email: [email protected]

Address: RK MOT CENTRE LTD Priestley Way, Crawley RH10 9NT