KGM UK Motors LTD Privacy Policy

We are KGM UK Motors LTD, the distributor for KGM vehicles, parts, accessories and KGM branded services. Our products and services are provided primarily by the franchised retailers that make up our dealer network. Details of the dealers in our network are on our website here.

We are fully committed to keeping your personal information safe and being trustworthy and responsible in how we use it. This privacy notice explains how and why we use the personal information that you share with us.

 
This privacy notice was revised on 13th December 2023, and we review it regularly to make sure it is up to date and accurate.

 

Our contact details

Name:            KGM UK Motors LTD

Address:        G offices

Europa Industrial Park

Parsonage Road

Swindon

SN3 4ND

Telephone:   0333 444 1954

Email:             customerservices@kgm-motors.co.uk

Website:        https://www.kgm-motors.co.uk/

 

The type of personal information we collect

We currently collect and process the following information:

  • Name, postal address, email address, telephone numbers, social media contact details.

  • Details of any products or services that you have purchased or expressed an interest in purchasing.

  • If you have visited our website, we may automatically collect some information including details of your browser and operating system, the website from which you visit our website, the pages that you visit on our website, the date of your visit, and the Internet protocol (IP) address assigned to you by your internet service. We collect some of this information using cookies – please see https://www.kgm-motors.co.uk/cookies for further information. We may also collect any personal information which you allow to be shared that is part of your public profile on a third-party social network.

How we get the personal information and why we have it

Some of the personal information we process is provided to us directly by you for the following reasons:

  • Making an enquiry about our products and services, for example by filling in an enquiry form on our website.  We collect this information to respond to your enquiry.

  • Telling us that you are the owner or user of one or more of our products or services, for example by sending in a completed “change of ownership” card.  We collect this information so that we can contact you about your product or service.

  • Contacting our customer services team, for example by calling 0333 4441954.  These calls may be recorded, and we collect this information to respond to you.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • If you enquire about, own or use our products or services via dealers in our network, or suppliers, working on our behalf.  

  • We collect this information so that we can contact you and to help us manage our business effectively.

We use the information that you have given us in order to:

  • For our marketing purposes including providing you with information about buying, owning, or using our products or services (We have provided more detailed information about our marketing activity below).

  • Put you in touch with dealers in our network or suppliers working on our behalf.

  • In the case of telephone call recordings, the information may be used for staff training and to verify comments made during the recording.

  • Produce reports to assist in improving our customer service, customer satisfaction levels and business effectiveness.

  • Fulfil any legal requirements, for example: contractual obligations, rights exercised under the UK General Data Protection Regulation (UK GDPR), credit checks for finance, crime detection or prevention, assisting HMRC, the Police and the Driver and Vehicle Licensing Agency.

  • Fulfil any business requirements, for example: administering, re-organising or selling the business and in connection with legal proceedings.

The table below provides more detail about our use of your personal data and includes our legal basis for processing the personal data.

What we use your personal data for Our reasons

Providing products AND/OR services to you including connecting you with our authorised dealers or suppliers working on our behalf.

For our legitimate interests in assisting you with the purchase (and ongoing maintenance) of KGM products and services.

Preventing and detecting fraud against you or us.

For our legitimate interest, i.e. to minimise fraud that could be damaging for you and/or us.

Conducting checks to identify our customers and verify their identity. Screening for financial and other sanctions or embargoes. Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g., under health & safety law or rules issued by regulators.

Depending on the circumstances:

  • to comply with our legal and regulatory obligations;
  • for our legitimate interests.

To enforce legal rights or defend or undertake legal proceedings and fulfil legal requirements.

Depending on the circumstances:

  •  to comply with our legal and regulatory obligations;
  •  for our legitimate interests, i.e. to protect our business, interests and rights;
  • for contractual obligations and rights exercised under the UK General Data Protection Regulation (UK GDPR);
  • for crime detection or prevention, assisting HMRC, the Police and the Drivers and Vehicle Licensing Agency.

Ensuring business policies are adhered to, e.g. policies covering security and internet use.

For our legitimate interests, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you

Operational reasons, such as improving efficiency, training and quality control.

For our legitimate interests:

  •  to be as efficient as we can so we can deliver the best service to you; 
  •  verify the comments made during the recording.

Ensuring the confidentiality of commercially sensitive information.

Depending on the circumstances:

  •  for our legitimate interests, i.e. to protect trade secrets and other commercially valuable information;
  •  to comply with our legal and regulatory obligations

Statistical analysis to help us manage our business, e.g. in relation to customer base, product range, performance of our marketing activity and of our franchised network of dealers or other efficiency measures.

For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price

Preventing unauthorised access and modifications to systems.

Depending on the circumstances:

  •  for our legitimate interests, i.e. to prevent and detect criminal activity that could be damaging for you and/or us;
  • to comply with our legal and regulatory obligations

Protecting the security of systems and data used to provide the goods and services.

To comply with our legal and regulatory obligations. We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us.

Updating customer records.

Depending on the circumstances:

  •  to perform our contract with you or to take steps at your request before entering into a contract;
  •  to comply with our legal and regulatory obligations;
  • for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products.

Responding to enquiries and complaints.

For our legitimate interests in order to investigate and respond appropriately to enquiries or complaints concerning KGM Motors UK Ltd products or services or concerning actions taken or omitted by our franchised network of dealers.

Statutory returns.

To comply with our legal and regulatory obligations.

Marketing our services and other KGM branded products and services provided by our third-party suppliers to:- existing and former customers;- third parties who have previously expressed an interest in our services;- third parties with whom we have had no previous dealings.

We have a legitimate interest in using your personal data for marketing purposes however we generally only provide you with updates about our products and services when you have consented for us to do so

External audits and quality checks, e.g. for ISO or Investors in People accreditation and the audit of our accounts 

Depending on the circumstances:

  •  for our legitimate interests, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards;
  •  to comply with our legal and regulatory obligations

To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary

Depending on the circumstances:

  •  to comply with our legal and regulatory obligations;
  • in other cases, for our legitimate interests, i.e. to protect, realise or grow the value in our business and assets

To produce reports to assist in improving our customer service

Depending on the circumstances:

  •  enhance the customer experience and satisfaction levels
  •  Improve business effectiveness

Marketing 

 

We will use your personal data to send you updates (by email, text message, telephone or other messaging service) about our products and services, including exclusive offers, promotions or new products and services.

We may contact you by targeted advertising that is delivered through social media by using your personal information or use your personal information to help us identify other people that may be interested in our products or services. 

We may also work with selected partners to display relevant online advertisements for you and our other customers on third party websites and social media platforms. 

We have a legitimate interest in using your personal data for marketing purposes however we generally only provide you with updates about our products and services when you have consented for us to do so. 

You always have the right to opt out of receiving marketing communications at any time by:

 

  • contacting us at customerservices@kgm-motors.co.uk;
  • using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts; or
  • logging on to our online data preference centre, in the ‘Customer Zone’ (This enables you to exercise the rights that data privacy laws give you and control your personal information).

Please allow up to 28 days for your unsubscribe to take effect.

When you contact us, we will often ask to check that the details that we hold about you are correct and this may include checking whether you are happy with the marketing preferences that you have previously provided.

 

We may share this information with:

  • Our network of dealers, which can be found here: Find a dealer and other companies within our group.
  • Our third-party providers including providers of IT systems, systems support, network and data hosting.
  • Specialist contractors, research organisations and service providers.
  • Government or other official bodies. 

We do not sell your personal information. We share it only with the organisations that are necessary for providing goods or services to you or for our reasonable business purposes.

 

The table below provides more detail who we may share your personal data with. This is not an exhaustive list but does include most of our data sharing.

 

Who are they What do they do Where is the data located Data we share with them
Dealer Network Independent KGM Motors franchise dealers Nationwide UK, Scotland & NI Customer contact details (name, address, phone numbers, email) and vehicle identification information
Salesforce Customer relationship management system provider who store personal data Europe Customer contact details (name, address, phone numbers, email) and vehicle identification information
EMaC Service plan provider UK Customer contact details (name, address, phone numbers, email) and vehicle identification information
RAC Breakdown Provider UK Customer contact details (name, address, phone numbers, email) and vehicle identification information
Spectrum Insurance Services Warranty provider UK Customer contact details (name, address, phone numbers, email) and vehicle identification information
VCCP Media Social Media Marketing Agency UK Customer contact details (name and email) and social media handle
Facebook Social Networking site Ireland Customer contact details (name and email) and social media handle
X (Twitter) Social Networking site USA Customer contact details (name and email) and social media handle
Instagram Social Networking site Ireland Customer contact details (name and email) and social media handle
TikTok Social Networking site Ireland Customer contact details (name and email) and social media handle
LinkedIn Social Networking site USA Customer contact details (name and email)
Alfred Ashley Group (AAG) IT and telephone maintenance UK Customer contact details (name, address, phone numbers and email address)

If we sell all or part of our business to a third party, we may transfer your information to the new owner, to provide continuity of support for our products and services. 

 

How we store your personal information 

Almost all the personal information we hold is stored digitally, in secure systems with carefully controlled access.  However, as effective as our security measures are, no security system is impenetrable. We cannot guarantee the security of our database.

The table below explains how your personal information is stored;

Your personal information Why we need this information Nominated service provider Where they are located
Recordings of telephone calls to and from our customer services team To resolve a query raised by you, the customer, in relation to your vehicle Ashley Alfred Group (AAG) – IT provider United Kingdom
Personal data to identify you as a customer in our nominated customer relations management database Support excellent customer service and access to a unique customer portal (for KGM vehicle owners) Salesforce Inc Europe
Personal data shared with our nominated aftersales support provider Supporting your post-sales care, principally through service plans EMaC as a subsidiary of Innovation Group United Kingdom
Personal data shared with our nominated vehicle breakdown assistance provider Supporting you should you require roadside assistance or breakdown recovery for your vehicle RAC United Kingdom
Personal data shared with our nominated warranty claim provider Supporting you should your vehicle require repairing on the warranty scheme Spectrum Insurance Services United Kingdom


Where personal information is in hard-copy format, for instance on a “change of ownership” card, the information is converted to digital format as soon as possible and the hard copy is shredded.

Recordings of telephone calls to and from our customer services team are held on a secure server, managed on our behalf by our IT service supplier. 

Our customer and prospect personal information is centralised within a system called Salesforce, whose servers are located in Europe. Salesforce.com utilises some of the most advanced technology for Internet security available today. Its data privacy policy can be found here: https://www.salesforce.com/uk/company/privacy/

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to try to prevent unauthorised access

 

“My KGM” Customer Zone 


Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website – “My KGM”, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

For more information on our storage of personal information, please contact us giving details of the information you would like us to provide.

 

By post                Compliance
Customer Services
KGM UK Motors Ltd
G Offices
Europa Industrial Park
Parsonage Road
Swindon
SN3 4ND

By email              compliance.cs@kgm-motors.co.uk

By telephone     0333 4441954

We retain your personal information as required by law or by our obligations or for 7-years from the date of our last recorded contact with you. We will keep your personal information only for the necessary retention period. In determining this, we take into account the following:

  • The time required to process your request or complaint;
  • The length of time your user account has been open, or inactive;
  • Your interest in our brand;
  • The need to keep your details for additional products and services when purchasing your vehicle. This includes any warranty claims, service plans or any other services purchased for your vehicle;
  • Special category information;
  • Our legal or regulatory obligations.


Your data protection rights:

Under data protection law, you have rights including:

  • Your right of access
    You have the right to ask us for copies of your personal information.
  • Your right to rectification
    You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure
    You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing
    You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability

    You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

  • Your right to object to processing
    You have the right to object to the processing of your personal information in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

 

If you wish to make a request, please contact us in writing at: 

Address:              Compliance
Customer Services
KGM UK Motors Ltd
G Offices
Europa Industrial Park
Parsonage Road
Swindon
SN3 4ND

Email:                   compliance.cs@kgm-motors.co.uk

Telephone:          0333 4441954

  • How to make a complaint

    If you have any concerns about our use of your personal information, you can make a complaint to us at:

Address:              Compliance
Customer Services
KGM UK Motors Ltd
G Offices
Europa Industrial Park
Parsonage Road
Swindon

Email:                   compliance.cs@kgm-motors.co.uk

Telephone:          0333 4441954


You can also complain to the ICO if you are unhappy with how we have used your data: 

Address:              Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone:          0303 123 1113

Website:              https://www.ico.org.uk

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