We respect your privacy and are committed to protecting your personal data. We have put together the following policy to show how we hold and use any personal information you may supply when engaging with us or using the Covase Limited website.

This policy is effective as of 25th of May 2018 and is reviewed annually, as a minimum.

Security

All personal information received by us is retrieved and stored using secure technology.

Copyright statement

Our website host maintains a safe and secure environment for your personal information and uses up-to-date technology to protect it against loss, misuse or unauthorised alteration. We only allow authorised personnel access to personal information you provide.

The contents of the Covase Limited website (including all website design, text, graphics, their selection and arrangement and all associated material) are copyright of Covase Limited or its content and technology providers except in so far as individually stated on individual materials or items. Without affecting our own or third-party rights under copyright, you are not permitted to copy, alter or reproduce content for commercial purposes and must credit Covase Limited always.

What is GDPR?

The General Data Protection Regulation (GDPR) became law on 25th May 2018 and impacts how personal data is collected and processed by companies in the EU.

You can learn more about GDPR and what it means for you by visiting the Information Commissioners Office at ico.org

What is personal data?

Personal data refers to any information or expression of opinion that may allow an individual to be identified, for example, their name, address, gender etc. It could have been gathered manually or digitally, including automated or imported information.

What personal data does Covase gather and how do we use it?

Covase Limited will only gather personal data that is necessary for the purposes of transacting the business we do together. It will be used for processing orders, ongoing contract communications, critical in-life contract services and fleet management service notifications. Your data may be communicated to selected third parties in order to progress your order (i.e. to our select panel of finance providers, approved dealerships or to motor manufacturers directly related to your vehicle). Covase Limited is committed to only using third parties who have sufficient data security measures in place to comply with GDPR.

Personal data will either be collected directly from you or indirectly from another person in your organisation (e.g. your manager or HR department), when the nature of your business with us necessitates this, or if you are using our fleet management software.

We do not collect any sensitive data, except where a physical or mental health vulnerability is disclosed directly to us during the process of an order.

Contact us information

As part of our contact us web page, we ask for your name, email address and contact phone number.

We use that information in two ways: firstly, to respond to your enquiry and secondly, if we need to contact you to provide additional information.

We never rent or trade email lists with other organisations and businesses.

How do we store personal data?

Covase Limited have physical, technical and organisational systems in place to ensure the safeguarding of personal data in line with GDPR recommendations. Personal data in physical and digital formats is stored in a UK data centre which complies with GDPR and privacy shield frameworks. Covase Limited has strict confidentiality and data protection policies which all staff must adhere to and acknowledge annually.

Your data rights

Subject access requests

You have the right to request access to a copy of all personal information stored about you: a Subject Access Request. This is a provided free of charge. This information will be provided in a structured, common format, such as a CSV file.

If you would like to submit a Subject Access Request, please contact our Data Protection Officer in writing or by phone to:

Data Protection Officer, Covase Ltd., Woodgreen Farm Barns, Mead Lane, Upper Basildon, Berkshire, RG8 8NA, UK

Phone: 0345 369 7100

Email: admin@covase.co.uk

We will respond at the latest, within 14 days of receipt of your request.

Rectifying or updating personal data

If you believe the personal data we hold about you is inaccurate or incomplete, you have the right to rectification. Where possible, we will also inform any third parties to whom we have disclosed the personal data in question to, so that they can rectify their records also. We will typically respond to your request within 14 days, although this can be extended to 2 months if your request for rectification is complex, such as a contract changes or a transfer of lease.

Withdrawing Consent

You have the right to withdraw your consent for us to collect, process and store your data at any time. To do this, please confirm this in writing to our Data Protection Officer:

Data Protection Officer, Covase Ltd., Woodgreen Farm Barns, Mead Lane, Upper Basildon, Berkshire, RG8 8NA, UK

Email: admin@covase.co.uk

By withdrawing consent, we may be unable to execute the contract that you have entered into with us and can result in termination of our services. The withdrawal of consent does not affect the lawfulness of processing based on consent beforehand.

Data protection: your right to complain

If you have a complaint about any aspect of data protection or if you feel your privacy has been breached by us, we want to hear from you. To help us investigate and resolve your concerns, please contact our Data Protection Officer:

Data Protection Officer, Covase Ltd., Woodgreen Farm Barns, Mead Lane, Upper Basildon, Berkshire, RG8 8NA, UK

Phone: 0345 369 7100

Email: admin@covase.co.uk

If you are unhappy with the final response you have received from us, you have the right to complain to the supervisory authority: the Information Commissioner’s Office (ICO). You can call the ICO on 0303 123 1113 or visit their website at ico.org.uk

Cookies policy

What are cookies?

As is common practice with almost all professional websites, the Covase Limited website uses cookies. Cookies are tiny files that are downloaded to your device to improve your experience. The following paragraphs describe what information they gather, how we use it and why we sometimes need to store these cookies.

How we use cookies

The Covase website is powered by Squarespace. Squarespace sets functional and required cookies for website function to:

1. allow URL redirects when a web page has moved or is now longer live (i.e. it prevents redirect loops)

2. prevent an Announcement Bar from displaying if a visitor dismisses it

3. prevent a Promotional Pop-Up from displaying if a visitor dismisses it

4. when in a test environment, investigate if the browser supports cookies and prevents errors.

In addition to these, when you submit data through a form such as on our contact page, cookies may be set to remember your user details for future correspondence. (A full list of squarespace cookies is available; please note Covase does not use Squarespace analytics or ecommerce cookies.)

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through our website:

The Covase Limited website uses Google Analytics - which is one of the most widespread and trusted analytics solutions on the web – to help us understand how you use the website and ways that we can improve your experience. We do not make use of IP data to identify individuals, but IP is captured by Google Analytics reporting. Google Analytics cookies may track things such as how long you spend on the site and the pages that you visit so we can see which are most popular and continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Analytics page.

From time to time we may try new features or make small changes to the way that our website is delivered. When we are testing changes, cookies may be used to ensure that you receive a consistent experience on the site whilst ensuring we understand which optimisations our users appreciate the most.

We also use social media buttons and/or plugins on our website that allow you to connect with your social network in various ways. For these to work, social media sites (including Facebook, Twitter, LinkedIn and Google Plus) will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.

Disabling cookies

Unfortunately, in most cases there are no industry standard options for disabling cookies without completely compromising the functionality and features they add to a website. You can prevent the setting of cookies by adjusting your browser’s settings (see your browser’s Help section for how to do this). Be aware that disabling cookies will affect the functionality of the Covase website and many other websites that you visit. Therefore, it is recommended that you do not disable all cookies.

Contacting us or requesting more information

If you are looking for more information on how we handle personal data, you can contact us through one of these contact methods:

Email: info@covase.co.uk

By visiting this link: www.covase.co.uk/contact

Phone: 0345 369 7100