Privacy Notice
Avalon Vehicle Sales Limited
Last updated: 11 March 2026
1. Who We Are
Avalon Vehicle Sales Limited (trading as Avalon Vehicle Solutions for fleet and maintenance services) is the data controller responsible for your personal data.
- Company number: 12412700
- Registered office: 146 Locks Ride, Ascot, England, SL5 8QX
- Telephone: 0333 011 1120
- Email: info@avalonvehiclesolutions.co.uk
- ICO registration reference: ZA935058
If you have any questions about this privacy notice or how we handle your personal data, please contact us using the details above.
2. What This Notice Covers
This privacy notice explains how we collect, use, store, and protect your personal data when you:
- visit our website
- submit an enquiry through our contact form
- telephone or email us
- purchase a vehicle or use our fleet services
This notice is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
3. Personal Data We Collect
3.1 Information You Provide
When you submit an enquiry through our contact form, we collect:
| Data | Purpose |
|---|---|
| Full name | To identify you and address our response |
| Telephone number | To contact you regarding your enquiry |
| Email address | To respond to your enquiry |
| Nature of enquiry | To direct your enquiry appropriately |
| Message content | To understand and respond to your request |
When you purchase a vehicle or use our services, we may also collect:
- Postal address
- Payment details (processed securely, not stored by us)
- Vehicle registration and ownership details
- Service history relevant to work carried out
3.2 Information Collected Automatically
When you visit our website, we may collect technical data including:
- Analytics data: Pages visited, time spent on pages, and interactions with our website, collected via Google Analytics 4. This data is collected only with your consent. See Section 7 (Cookies) for details.
- Technical data: Your IP address, browser type, and operating system. This data is processed by our hosting provider to deliver the website to you.
We do not collect any special category data (such as information about your health, race, or religious beliefs).
4. How We Use Your Personal Data
We use your personal data for the following purposes:
| Purpose | Legal Basis (UK GDPR) |
|---|---|
| Responding to your enquiry | Legitimate interest (Article 6(1)(f)) |
| Providing a quotation you have requested | Taking steps prior to entering a contract (Article 6(1)(b)) |
| Completing a vehicle sale or service | Performance of a contract (Article 6(1)(b)) |
| Sending follow-up communication about your enquiry | Legitimate interest (Article 6(1)(f)) |
| Website analytics (with consent) | Consent (Article 6(1)(a)) |
| Complying with legal obligations | Legal obligation (Article 6(1)(c)) |
Where we rely on legitimate interest, we have assessed that our interest in responding to enquiries and operating our business does not override your rights and freedoms.
We will not use your personal data for automated decision-making or profiling.
5. How We Share Your Personal Data
We do not sell your personal data to third parties.
We may share your personal data with the following categories of recipients, only to the extent necessary for the purposes described in this notice:
| Recipient | Purpose | Safeguards |
|---|---|---|
| Resend | To deliver your contact form submission to us | Data processor; data transmitted via encrypted connection. Resend processes data on our behalf and does not use it for their own purposes. |
| Google (Google Analytics 4) | To understand how visitors use our website (with your consent only) | Data processed in accordance with Google's data processing terms. Configured to minimise data collection. |
| Professional advisers | Legal, accounting, or insurance purposes where required | Professional duty of confidentiality |
| Law enforcement or regulators | Where required by law or regulation | Legal obligation |
6. How Long We Keep Your Data
We retain your personal data only for as long as necessary for the purpose for which it was collected:
| Data Type | Retention Period |
|---|---|
| Contact form enquiries | 12 months from date of enquiry, or until the enquiry is resolved, whichever is later |
| Vehicle sale records | 6 years from the date of sale (to comply with tax and consumer law obligations) |
| Service records | 6 years from the date of service |
| Website analytics data | 14 months (Google Analytics default) |
After the applicable retention period, your personal data will be securely deleted or anonymised.
7. Cookies
7.1 What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They are used to make websites work more efficiently and to provide information to website owners.
7.2 Cookies We Use
| Cookie | Provider | Purpose | Type | Duration |
|---|---|---|---|---|
| Analytics cookies | Google Analytics 4 | To understand how visitors use our website | Non-essential | Up to 14 months |
7.3 Your Choices
Non-essential cookies (analytics) are only set with your explicit consent. When you first visit our website, you will be asked whether you consent to analytics cookies. You can change your preference at any time via the cookie settings link in our website footer.
Essential cookies, if any are used in future, are necessary for the website to function and cannot be switched off. At present, our website does not set essential cookies.
You can also control cookies through your browser settings. Please note that disabling cookies may affect your experience of our website.
8. Your Rights
Under the UK GDPR, you have the following rights in relation to your personal data:
| Right | Description |
|---|---|
| Access | You can request a copy of the personal data we hold about you |
| Rectification | You can ask us to correct inaccurate or incomplete data |
| Erasure | You can ask us to delete your personal data in certain circumstances |
| Restriction | You can ask us to restrict the processing of your data in certain circumstances |
| Portability | You can request that we transfer your data to another organisation in a structured, commonly used format |
| Objection | You can object to processing based on legitimate interest |
| Withdraw consent | Where we process data based on your consent (e.g. analytics), you can withdraw that consent at any time |
To exercise any of these rights, please contact us at:
- Email: info@avalonvehiclesolutions.co.uk
- Post: Avalon Vehicle Sales Limited, 146 Locks Ride, Ascot, England, SL5 8QX
We will respond to your request within one month. There is no fee for making a request, unless the request is manifestly unfounded or excessive.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:
- Encrypted transmission of form data (HTTPS)
- Access to personal data limited to those who need it to respond to your enquiry
- Regular review of our data handling practices
10. Transfers Outside the UK
Your personal data may be processed outside the UK by our service providers (Resend and Google). Where this occurs, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the ICO, to protect your data to the same standard as under UK law.
11. Children
Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.
12. Complaints
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Telephone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to address your concerns before you contact the ICO. Please contact us first using the details in Section 1.
13. Changes to This Notice
We may update this privacy notice from time to time. The date at the top of this page indicates when this notice was last revised. We encourage you to review this notice periodically.
This privacy notice is provided for general information in accordance with UK data protection law. It does not constitute legal advice. If you require legal advice, please consult a qualified solicitor.