This Privacy Policy explains how we collect, use, store and protect personal information when you contact us, use our website, book work, buy products, visit our workshop or interact with us online.

Audio Division / Ilkley Car Audio Ltd
Unit 5, Lencia Industrial Estate
East Parade
Ilkley
LS29 8JP

Company number: 10760646
VAT number: 410 2362 56
Email: enquiries@ilkleycaraudio.co.uk
Telephone: 01943 604345

Ilkley Car Audio Ltd trading as Audio Division is the data controller for the personal information we collect and use.

We may collect and use the following information:

Your name
Email address
Telephone number
Address, where required
Vehicle make, model, year and registration number
Vehicle photographs or videos
Booking details
Quote and invoice information
Payment records
Messages, emails and enquiry details
Information provided through contact forms
Warranty and installation records
CCTV or workshop images where applicable
Website usage information, such as cookies and analytics data
Social media messages or comments where you contact us through those platforms

We only collect information that is needed to deal with enquiries, provide quotes, carry out work, supply products, manage bookings, process payments, keep records and operate the business.

The UK GDPR is built around principles including lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation and security. 

We use personal information to:

Respond to enquiries
Provide quotes and advice
Book vehicles into the workshop
Order vehicle-specific parts
Carry out installation, diagnostic and repair work
Create invoices and payment records
Process online shop orders
Register warranties where required
Provide aftercare and support
Keep records of work carried out
Deal with complaints or disputes
Send appointment updates
Improve our website and services
Protect our business, staff, customers and vehicles
Comply with legal, tax and accounting obligations

We may also use images of vehicles or installations for workshop records, website content, training or marketing. Where appropriate, registration plates and personal details will be hidden or removed.

Under UK GDPR, we must have a lawful basis for using personal information. The ICO says businesses should explain which lawful basis applies to each type of processing. 

We may rely on the following lawful bases:

We use your information where it is needed to provide a quote, process an order, book work, carry out installation work, supply products or provide aftercare.

Examples include using your name, contact details, vehicle details and booking information.

We may use your information where it is necessary for the normal running of our business, provided your rights do not override those interests.

Examples include keeping workshop records, responding to enquiries, protecting vehicles in our care, dealing with disputes, improving services and using installation photos for business records.

We may use and keep information where required by law, including accounting, VAT, tax records, fraud prevention, insurance or legal claims.

We may rely on consent for some types of marketing, cookies or optional communications.

Where we rely on consent, you can withdraw your consent at any time.

We may contact customers about relevant services, updates, offers or products where you have asked to receive this information, or where it is appropriate under legitimate interests and allowed by law.

You can ask us to stop marketing communications at any time by contacting:

enquiries@ilkleycaraudio.co.uk

We do not sell your personal information to third-party marketing companies.

Our website may use cookies or similar technologies to help the site work properly, understand visitor behaviour and improve the website.

Cookies may be used for:

Website functionality
Contact forms
Analytics
Security
Performance
Advertising or remarketing, where enabled

Where required, non-essential cookies should only be used with your consent.

You can usually manage cookies through your browser settings or the cookie options shown on the website.

If you buy products through our website, we may collect information needed to process your order, including name, contact details, delivery details, billing details and order history.

Payments may be processed by third-party payment providers. We do not normally store full card details ourselves.

Payment providers may process your information under their own privacy policies and security procedures.

We may take photos or videos of vehicles, products and installations for:

Workshop records
Before and after evidence
Warranty records
Training
Website content
Social media
Advertising
Portfolio examples

Where appropriate, we will hide registration plates, personal information and identifying documents.

If you do not want your vehicle used for marketing, please tell us before work starts.

Our premises may use CCTV or security monitoring for safety, crime prevention, vehicle protection and business security.

CCTV footage may be reviewed if there is an incident, dispute, theft, damage, safety issue or insurance matter.

CCTV footage is only kept for as long as necessary unless it is needed for an investigation, legal claim or insurance matter.

We may share personal information where necessary with:

Parts suppliers
Product manufacturers
Warranty providers
Payment processors
Accountants
IT and website providers
Courier and delivery companies
Insurance providers
Legal or professional advisers
Vehicle security or tracker monitoring companies
HMRC or other authorities where required by law

We only share information where needed and only the information relevant to that purpose.

We do not sell personal information.

Some products we install, such as trackers, dash cameras, security systems, connected apps or cloud-based products, may require the customer to create an account with a third-party provider.

Those providers may collect and use personal data under their own privacy policies.

This can include:

Vehicle location data
Account details
Subscription information
App usage
Device alerts
Vehicle movement or security data

You should review the privacy policy of the relevant provider before activating those services.

We only keep personal information for as long as necessary.

Typical retention periods may include:

Enquiry records: kept for a reasonable period to manage follow-up and customer service
Quotes: kept for a reasonable period for reference and pricing history
Invoices and accounting records: normally kept for at least 6 years
Warranty and installation records: kept for the warranty period and a reasonable period afterwards
Vehicle photos and job records: kept where needed for proof of work, warranty, training or business records
CCTV: kept for a limited period unless needed for an incident or investigation
Marketing data: kept until you unsubscribe or ask us to stop

Retention may be longer where required for legal, tax, insurance, warranty, complaint or dispute purposes.

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

This may include:

Password-protected systems
Limited access to customer records
Secure payment processing
Careful handling of documents
Appropriate data backups
Use of trusted suppliers and software providers
Keeping records only for as long as needed

No system is completely risk-free, but we aim to handle personal information responsibly and securely.

Under UK data protection law, you may have rights including:

The right to be informed about how your data is used
The right to access personal information we hold about you
The right to correct inaccurate information
The right to ask for information to be deleted in certain circumstances
The right to restrict processing in certain circumstances
The right to object to certain types of processing
The right to data portability in certain circumstances
The right to withdraw consent where consent is the lawful basis

The ICO says privacy notices should include people’s information rights and explain how they can complain if they have concerns. 

To exercise your rights, contact:

enquiries@ilkleycaraudio.co.uk

We may need to confirm your identity before responding.

You can ask us for a copy of the personal information we hold about you.

This is known as a subject access request.

Please email:

enquiries@ilkleycaraudio.co.uk

Include your name, contact details and enough information to help us locate your records, such as vehicle registration, invoice number or booking date.

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

Email: enquiries@ilkleycaraudio.co.uk

You also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113

We may update this Privacy Policy from time to time to reflect changes in our business, website, services, legal requirements or data handling practices.

The latest version will be published on our website.

For privacy questions, data requests or concerns, contact:

Audio Division / Ilkley Car Audio Ltd
Unit 5, Lencia Industrial Estate
East Parade
Ilkley
LS29 8JP

Email: enquiries@ilkleycaraudio.co.uk
Telephone: 01943 604345