Ryedale Caravans & Motorhomes Ltd Customer Privacy Notice

 

This privacy notice tells you what to expect us to do with your personal information.

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

 

Contact details

Post: 18 Whitfield Avenue, Pickering, North Yorkshire, YO18 7HY, GB

 

Email: ryedalecms@gmail.com

 

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details

• Addresses

• Payment details (including card or bank information for transfers and direct debits)

• Transaction data (including details about payments to and from you and details of products and services you have purchased)

• Usage data (including information about how you interact with and use our website, products and services)

• Information relating to compliments or complaints

• Records of meetings and decisions

• Account access information

• Website user information

• Vehicle details such as Make, Model, Chassis (VIN Number), Engine Number, Registration Number, Year of Manufacture, Whether The Vehicle Is Covered By a Manufacturer's/Supplying Dealer or Third Party Warranty

 

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details

• Addresses

• Purchase or service history

• Account information, including registration details

• Information used for security purposes

• Technical data, including information about browser and operating systems

 

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Names and contact information

• Client accounts and records

• Dashcam footage - outside vehicle

• Financial information eg for fraud prevention or detection

• Location data

 

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details

• Addresses

• Purchase or account history

• IP addresses

 

We collect or use the following personal information for research or archiving purposes:

• Names and contact details

• Addresses

• Purchase or client account history

 

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Identification documents

• Client account information

• Any other personal information required to comply with legal obligations

 

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Addresses

• Payment details

• Account information

• Purchase or service history

• Dashcam footage - outside vehicle

• Witness statements and contact details

• Photographs

• Customer or client accounts and records

 

Lawful bases and data protection rights:

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Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

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Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

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• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. 

• Your right to erasure - You have the right to ask us to delete your personal information. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. 

• Your right to object to processing - You have the right to object to the processing of your personal data. 

• 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. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

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If you make a request, we must respond to you without undue delay and in any event within one month.

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To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data:

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

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• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • Providing products and services, including vehicle condition reports, warranty inspections and uploading of reports to vehicle dealers\/manufacturer\'s; meeting Approved Workshop Scheme, legal and regulatory requirements

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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

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• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • Providing products and services, including vehicle condition reports, warranty inspections and uploading of reports to vehicle dealers\/manufacturer\'s; meeting Approved Workshop Scheme, legal and regulatory requirements

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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

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• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • Providing products and services, including vehicle condition reports, warranty inspections and uploading of reports to vehicle dealers\/manufacturer\'s; meeting Approved Workshop Scheme, legal and regulatory requirements

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • To provide customers with any requested or recommended service, diagnostics or product update\/replacement from the vehicle or component manufacturer and to provide reminders for annual servicing and warranty inspections

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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for research or archiving purposes are:

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• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • Vehicle manufacturer\'s may require vehicle related information for research programmes, particularly in the event of product or component failure

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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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Our lawful bases for collecting or using personal information to comply with legal requirements:

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• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • Providing products and services, including vehicle condition reports, warranty inspections, meeting legal and regulatory requirements

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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

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• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • Providing products and services, including vehicle condition reports, warranty inspections and uploading of reports to vehicle dealers\/manufacturer\'s; meeting Approved Workshop Scheme requirements, legal and regulatory requirements AWS technicians are qualified to a required standard and guarantee service related work for 6 months & our Terms & Conditions of Sale include a Complaints Procedure

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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Where we get personal information from:

• Directly from you

• Regulatory authorities

• CCTV footage or other recordings

• Legal bodies or professionals (such as courts or solicitors)

• Publicly available sources

• Suppliers and service providers

• Third parties:

  • Personal information may be provided by recommendations from product or component suppliers e.g. supplying dealers (in the event of required repairs or warranty claims) or from recommendations from existing customers or consortium company (Westgate Carr Farm Limited)

 

How long we keep information:

 

We retain your data in accordance with the following policy:

Ryedale Caravans & Motorhomes Ltd

Data Retention Policy

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Version: 1.0
Date: 01/03/2026
Policy Owner: Ryedale Caravans & Motorhomes Ltd

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1.0 Policy Statement

Ryedale Caravans & Motorhomes Ltd is committed to managing its data assets effectively and in full compliance with UK legal, regulatory, and business requirements. This policy establishes our principles for retaining and disposing of company and personal data, ensuring we meet our obligations under the UK Data Protection Act 2018 and UK GDPR. Our objective is to retain data only for as long as it is necessary and to dispose of it securely once its purpose is fulfilled.

 

2.0 Scope

This policy applies to all data created, received, or managed Ryedale Caravans & Motorhomes Ltd employees, contractors, and partners, regardless of format or system. This includes, but is not limited to:

• Electronic documents (e.g., Word files, PDFs, Spreadsheets)

• Emails and communications (including Microsoft Teams messages)

• Databases (e.g., CRM, ERP systems)

• Physical records (e.g., paper contracts, invoices)

• System backups and archives

 

3.0 Roles and Responsibilities

• Policy Owner: Responsible for maintaining the policy, advising on compliance matters, and scheduling regular reviews. Also responsible for technical implementation of data retention and secure disposal control within company systems e.g. configuring rules in Microsoft Purview or similar/equivalent compliance and data governance solutions

• Employees: Required to handle data in accordance with this policy

 

4.0 Data Retention Schedule By Data

 

 

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5.0 Secure Disposal

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When data reaches the end of its retention period, it must be disposed of securely to prevent any possibility of unauthorised access.

• Electronic Data: Will be permanently deleted using methods that render the data irrecoverable, such as cryptographic erasure or secure overwriting.

• Physical Records: Will be cross-cut shredded and incinerated

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For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

 

Who we share information with:

• Debt collection agencies

• Other financial or fraud investigation authorities

• Insurance companies, brokers or other intermediaries

• Professional or legal advisors

• Regulatory authorities

• Organisations we’re legally obliged to share personal information with

• Publicly on our website, social media or other marketing and information media

• Suppliers and service providers

• Professional consultants

• Third parties:

  • Westgate Carr Farm Limited

 

How to complain

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If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

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If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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Ryedale Caravans & Motorhomes Ltd is registered with the ICO, Registration reference ZC103715

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The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated:

10th March 2026

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