Privacy Policy

E and M Motor Factors Ltd is committed to protecting your privacy, and takes its responsibilities regarding the security of user information very seriously. This policy explains how we use any customers information and how we protect your privacy.

Our Privacy Policy

E and M Motor Factors Ltd honours the rights of its customers, employees and other users’ including website visitors’ right to privacy and data protection. E and M Motor Factors Ltd is fully committed to complying with the provisions of all applicable Data Protection legislation and regulations such as Data Protection Act and EU GDPR. E and M Motor Factors Ltd honours the rights of its customers, employees and other users to privacy and data protection. This Privacy Policy (“Policy”) describes how E and M Motor Factors Ltd collects, uses, shares, and retains personally identifiable information provided by users of this website. The Policy is effective as of 26th April 2025. The policy will be continuously assessed against new technologies, business practices, regulatory changes and the evolving needs of the E and M Motor Factors Ltd and the business services provided.

Data Controller

The data controller for all personal data collected via this website is E and M Motor Factors Ltd. This means that we are responsible for deciding what data we collect and how we hold and use your personal data. We will implement appropriate data security measures for protecting the data from unauthorised access and loss, as laid out in the Security section of this Policy.

Data Collection

E and M Motor Factors Ltd collects and maintains a variety of personally identifiable information, including names, email addresses, phone numbers, payment information, social media profiles, business addresses, demographic information such as the local authority area or industry sector of the business and details of business services the users may be interested in such as advertising opportunities, events and training courses. E and M Motor Factors Ltd collects information directly from individuals or from the parent companies of the individuals. The information could be collected through e-mails, phone calls, online registration forms, event registration forms and face to face meetings. E and M Motor Factors Ltd does not collect personal data about individuals except when there is a legitimate business requirement or when such information is provided on a voluntary basis.

Users should also be aware that non-personal information and data may be automatically collected through the standard operation of the Business’s web servers, and by the use of cookies technology (G4) and/or Internet Protocol (“IP”) address tracking. Non-personal identification information might include the browser used by you, the type of computer, the operating systems, the Internet service providers, and other similar information. The Business’s web server also automatically gathers information about the top viewed and visited pages and links on our website, top entry and exit points, number of form completions, time spent on pages, top downloads, top keywords used offsite to lead customers to our website, your internet protocol (IP) address, information collected via cookies, the areas you visit on the website, the links you may select from within the website to other external websites and device event information such as system activity, crashes, hardware settings, browser type etc. Most browsers are set to accept cookies. You can set your browser to refuse cookies, or to alert you when cookies are being sent; however, if you disable cookies, the full functionality of the Business’s websites may not be available to you. The information thus collected enables us to develop and customise our services better to meet your needs and preferences, and to bring to your attention member services, events, opportunities and training courses.

Purpose of Processing

The personal data collected is used by the Business to give you information or in relation to carrying out it's business, the Business's website, other Business services, customer administration, prospecting new customers, customer account management with existing customers, to process and respond to queries received from the public or other relevant stakeholders, to contact you to seek your views or comments on work issues and to send marketing communications on the Business’s behalf or on behalf of the Business’s patrons and strategic partners. E and M Motor Factors Ltd may perform statistical analyses of user behaviour and characteristics to measure interest in and the use of various sections of the website. The personal data held by the Business may also be used on an aggregate basis without any personal identifiers to provide third parties with information, such as the composition of customers, and to help us develop new customer services and products, improve the features and content of the website or other marketing material, and to provide sponsors and others with aggregate information about our busniess, website users and their usage patterns in relation to services and/or the website.

If you or your parent company are a current customer (Or have a free listing on one of our websites.) of E and M Motor Factors Ltd, opting out of promotional emails will not stop all communication from us. By becoming a customer of E and M Motor Factors Ltd or a member of our network site (Being listed for free) of the Network, your firm is signing you up to receive certain information related to the organisation. It is a constitutional requirement for us to send this information to you.

If you are not a customer of E and M Motor Factors Ltd or a customer of the Business or if your or your parent company’s business relationship has lapsed, you can choose to opt in or out of further contact with us. We also receive non-customer and non-member data through networking (e.g. business cards, event registrations) and add these details, if relevant, onto our CRM or other data management system. We may on occasion purchase ‘opt-in’ data (lists from reputable providers) for promotional campaigns.

Data retention

The personal data collected is stored in the Business’s CRM system and other appropriate data management systems, both paper based and electronic. Personally identifiable information will not be disclosed to any third party except if permission has first been obtained from the users. The data will not be transferred to any agency located outside the EU. At regular intervals, we will:

• review the length of time we keep your personal data for
• consider the purpose or purposes for which we hold your personal data for in deciding whether (and for how long) to retain it
• securely delete information that is no longer needed for that purpose or those purposes
• update, archive or securely delete information if it goes out of date.

Security

The Business uses reasonable measures to safeguard personally identifiable information. The implemented measures will be appropriate to the type of information maintained and compliance with all relevant legislation governing protection of personal information. Measures are implemented to preserve the confidentiality, integrity and availability of the personal information. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to only those employees, contractors or agents who have a legitimate business need to have access to that data. The employees, contractors or agents will process your personal data in accordance with our instructions. They will be subject to a duty of confidentiality and due care with respect to handling the personal data. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. The Business’s employees are trained on data security and information protection. Relevant areas of the Business’s website will employ Secure Socket Layer (“SSL”) or Transport Layer Security (“TLS”) encryption technology to enhance data privacy and help prevent loss, misuse, or alteration of the information collected and retained by the Business.

Links to Third-Party Sites

Where appropriate and only for the legitimate business needs of the Business and its customers / members, the Business may provide links to third-party web sites, or advertisements which contain links to third-party sites. These links are provided as a service to website users. The linked third-party websites are operated by independent entities that have their own privacy policies. This Privacy Policy does not apply to such other websites or to the use that those entities make of your information. The Business E and M Motor Factors Ltd has no control over the content displayed on such sites, nor over the measures, if any, that are taken by such sites to protect the privacy of your information. E and M Motor Factors Ltd's website may also serve third party advertisements, or other content that contains their own cookies or tracking technologies. The Business does not control the use of those technologies.

Opt-Out

E and M Motor Factors Ltd is a business and for its legitimate business interests, must maintain contact information on its customers and the wider business community to communicate information on customers, events, training courses, policy, trade and any other Business products or services. The Business also sends promotional material promoting its services, business offers, policy and other relevant offerings. From time to time, E and M Motor Factors Ltd collaborates with other relevant organisations and companies to promote other programs that may be of interest to customers and the wider business community. In such cases, the Business does not provide these organisations with any personally identifiable information but may distribute the organisation’s information on their behalf to those who may legitimately be benefited from receiving such information or have elected to receive such information. If you do not wish to receive marketing material, you may opt out. Every marketing e-mail will include an ‘unsubscribe’ link at the bottom. You may also notify the Business in writing as set out below. If your parent company has nominated you as a relevant contact required to receive information on its behalf, you cannot opt out of important information the Business is required to provide you as per the E and M Motor Factors Ltd's contractual obligations to its customers.

Social media

We may use third party provided tools to manage our social media interactions. If you send us a private or direct message via social media the message may be stored by such tools. Like other personal data, these direct messages will not be shared with any other organisations.

Access, Review and Correction

The General Data Protection Regulations gives you the right to access your personal data held by us (“subject access request”). If you have an established business relationship with the Business, you may request from us a list of the categories of personal information held about you. Subject access requests must be made in writing to the details below. We will endeavour to respond to the request within a reasonable period and in any event within one month as required by the relevant provisions in the GDPR.

It is important that the personal data we hold about you is accurate and current. We will take all reasonable measures to ensure that the personal data we hold about you is accurate. We have also implemented procedures to enable you to review and correct your personal information, should there be any changes to your circumstances or errors in the gathered data. When you make a request to access or review the personal data we hold about you, we will request you to verify your identity before the request can be fulfilled.

Privacy Rights

In addition to the rights of access, review and correction, you have the right to object to your personal data being processed for any particular purpose, or to request that we stop using your information. If you wish to exercise these rights, please e-mail simon@eandmmotorfactors.co.uk or send a letter marked “Data Protection” to the business’s offices at Unit 60A, Glanyrafon Industrial Estate, Aberystwyth, Caredigion, SY23 3JQ. If you have further concerns about how we use your personal data, you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the data protection authority for the UK. Please visit https://ico.org.uk/ for more details on your data protection rights and how to contact them.

What does E and M Motor Factors Ltd do with your data?

E and M Motor Factors Ltd will only contact your business for the purpose of to notify you of an opportunity to market your business or for business related matters.

You can contact us if you do not wish to be contacted by E and M Motor Factors Ltd, and you will have the opportunity to unsubscribe from E and M Motor Factors Ltd and our mailing list at any point. If your or your parent company’s requirements / work has lapsed, E and M Motor Factors Ltd may continue to contact you about opportunities to sign up advertise or market your business. You can choose to opt in or out of further contact with E and M Motor Factors Ltd.