Privacy Policy — Used Cars Oxford Ltd

Used Cars Oxford Ltd

Privacy Policy

Last updated: 18 August 2026

On this page

  1. Who we are
  2. Information we collect
  3. How and why we use it
  4. WhatsApp and messaging
  5. Who we share it with
  6. Cookies and analytics
  7. How long we keep it
  8. Security
  9. International transfers
  10. Your rights
  11. Complaints
  12. Changes to this policy
  13. Contact us

This policy explains what personal information Used Cars Oxford Ltd collects when you contact us or use our vehicle recovery, transport and delivery services, what we do with it, and the rights you have over it. It applies to this website and to enquiries you send us by phone, WhatsApp, email or our online quote form.

1. Who we are

Used Cars Oxford Ltd ("we", "us", "our") is a vehicle logistics and recovery company registered in England and Wales.

We are the data controller for the personal information described in this policy. That means we decide why and how it is used, and we are responsible for looking after it under the UK GDPR and the Data Protection Act 2018.

2. Information we collect

We only collect what we need to quote for a job, carry it out and keep proper business records.

Information you give us

  • Contact details — your name, phone number, WhatsApp number and email address.
  • Job details — collection and delivery postcodes or addresses, the date and time window, and any access notes or site instructions.
  • Vehicle details — registration, make, model, condition (for example whether it is a non-runner), and where relevant photographs of the vehicle before and after movement.
  • Business details — if you are a dealership, trader or fleet operator, your company name, trading address and the name of our contact there.
  • Correspondence — the content of messages, emails and call notes exchanged with us, including quote requests submitted through this website.
  • Payment information — invoicing details and a record that payment was made. Card details are handled by our payment provider or bank; we do not store full card numbers.

Information we collect automatically

  • Basic technical data when you visit this website — IP address, browser type, device type, referring page and the pages you viewed. This is standard server log data used to keep the site running and secure.

Information from other sources

  • Where a dealership, insurer, garage, auction house or third party books a movement on your behalf, we receive your contact and vehicle details from them.

We do not deliberately collect special category data (such as health or biometric information) and we ask that you do not send it to us. We do not knowingly collect information from children.

3. How and why we use your information

Under data protection law we must have a lawful basis for using your personal information. Ours are set out below.

  • To respond to your enquiry and prepare a quote — Lawful basis: steps taken at your request before entering into a contract.
  • To carry out the job: planning routes, arranging drivers and equipment, confirming collection and delivery, and keeping you updated — Lawful basis: performance of our contract with you.
  • To record vehicle condition with photographs at collection and delivery, so that any damage claim can be dealt with fairly — Lawful basis: our legitimate interests in protecting both parties against disputed claims, and compliance with our insurance obligations.
  • To invoice and take payment, and to keep accounting records — Lawful basis: performance of our contract and compliance with our legal obligations.
  • To deal with insurance claims, incidents and complaints — Lawful basis: our legitimate interests in defending and resolving claims, and legal obligation where applicable.
  • To improve our service and keep the website secure — Lawful basis: our legitimate interests in running the business safely and efficiently.
  • To send you occasional service updates or offers, where you are an existing customer or have asked us to — Lawful basis: consent, or our legitimate interests in marketing similar services to existing customers. You can opt out at any time.

We do not sell your personal information, and we do not use it for automated decision-making or profiling that produces legal or similarly significant effects.

4. WhatsApp and messaging

Most of our enquiries arrive by WhatsApp. When you click a WhatsApp button on this website, you are taken to WhatsApp with a pre-written message; nothing is sent until you press send in the app. The message and any photos you send reach us through WhatsApp's own service, which is operated by Meta Platforms and governed by their privacy policy, not ours. Once a message reaches us, we handle it under this policy. We keep message threads as a record of what was agreed for a job. Please do not send us bank details, ID documents or sensitive personal information over WhatsApp unless we have specifically asked you to.

5. Who we share your information with

We share personal information only where it is necessary, and only with:

  • Our drivers, staff and vetted subcontract recovery operators — the collection and delivery details needed to complete your job.
  • The other party to the movement — for example the dealership, garage, buyer or seller at the other end, where they need to expect the vehicle.
  • Our insurers, insurance brokers and claims handlers — if there is an incident, damage or a claim.
  • Our accountants, bookkeepers and payment providers — for invoicing, payment and statutory accounts.
  • IT and communications providers — website hosting, email and messaging services acting on our instructions.
  • Police, the DVLA, regulators, courts or other authorities — where we are legally required to do so, or to prevent or detect crime such as vehicle theft or fraud.
  • A buyer or successor — if the business or part of it is sold or reorganised.

Where a supplier processes personal information on our behalf, we put a written agreement in place requiring them to keep it secure and to use it only for the purpose we have given them.

6. Cookies and analytics

This website is designed to work without tracking you. We do not use advertising cookies or third-party behavioural tracking. The site may store a small amount of information in your browser to remember your language choice and to keep the pages working correctly — these are strictly necessary and do not identify you personally. Our hosting provider keeps standard server logs, including IP addresses, for security and troubleshooting.

If we introduce analytics or any non-essential cookies in future, we will ask for your consent first and update this policy. You can block or delete cookies at any time through your browser settings, though parts of the site may then not work as intended.

7. How long we keep your information

  • Enquiries that do not become jobs — up to 12 months, then deleted.
  • Job records, invoices and accounting records — 6 years after the end of the relevant financial year, as required by HMRC and the Companies Act.
  • Vehicle condition photographs — normally 12 months after delivery, or until any related claim is fully resolved.
  • Insurance and claims files — for as long as a claim could still be brought, which may be up to 6 years after the incident.
  • Marketing consents and opt-outs — until you withdraw consent, and we keep a record of the opt-out itself so we do not contact you again.

When information is no longer needed we delete it or anonymise it securely.

8. Security

We use appropriate technical and organisational measures to protect your information, including access controls on our devices and accounts, encrypted messaging and email in transit, and limiting access to staff and subcontractors who need it to do their job. No transmission over the internet can be guaranteed completely secure, but we take reasonable steps to protect your information and to notify you and the ICO where the law requires it following a serious breach.

9. International transfers

Your information is normally processed in the United Kingdom. Some of our service providers — including messaging, email and hosting providers — may process data outside the UK. Where that happens, we rely on UK adequacy regulations or on approved safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Where we move a vehicle to Ireland or Europe, we share only the delivery details necessary to complete that movement.

10. Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal information we hold about you;
  • have inaccurate information corrected;
  • ask us to delete information where we no longer have a good reason to keep it;
  • ask us to restrict how we use it while a concern is being resolved;
  • object to us using it on the basis of our legitimate interests, and to object to direct marketing at any time;
  • receive certain information in a portable, machine-readable format; and
  • withdraw consent at any time, where we relied on consent.

To exercise any of these rights, email Erlon@usedcarsoxford.com. We will respond within one month. There is normally no charge, and we may ask you to confirm your identity before we release information.

11. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection: ico.org.uk/make-a-complaint, or by calling 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time to reflect changes in our services or in the law. The current version is always published at usedcarsox.uk/privacy and the "last updated" date at the top of this page shows when it last changed. Where the change is significant, we will tell affected customers directly.

13. Contact us

For any question about this policy or about your personal information: