Privacy Notice (UK GDPR)

P J Nicholls Ltd
Last updated: May 2026

1. Who We Are

P J Nicholls Ltd (“we”, “us”, “our”) is a motor vehicle retailer and service provider.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, P J Nicholls Ltd is the data controller.

Registered address:
P J Nicholls Ltd
The Motor House, Station Road
Pershore, Worcestershire, WR10 2DJ

Email: contact@pjnicholls.com
ICO Registration Number: Z587285X

We are not required to appoint a Data Protection Officer; however, we have a designated data privacy lead responsible for data protection matters.

2. What Personal Data We Collect

Depending on your relationship with us, we may collect:

Identity and contact data

• Name
• Postal address
• Telephone number
• Email address
• Date of birth (where required)

Vehicle and transaction data

• Vehicle registration number, VIN, mileage
• Service history, warranty and recall information
• Purchase and service records
• Finance and payment details (where applicable)

Communications data

• Emails, phone calls, messages and correspondence

Business data (where applicable)

• Job title, company name
• Company email address
• Fleet information

Website and technical data

• IP address
• Browser and device information
• Pages visited and usage data
• Cookies and tracking technologies

3. How We Use Your Personal Data and Lawful Bases

We only process your data where lawful under UK GDPR:

a) Contractual necessity

To:

• Sell, lease and supply vehicles
• Arrange finance and warranties
• Provide servicing, MOTs and repairs

b) Legal obligations

To comply with:

• Vehicle registration and legal reporting
• MOT and safety requirements
• Financial and tax obligations

c) Legitimate interests

We process data where necessary for our legitimate interests, including:

• Maintaining customer relationships
• Ensuring vehicle safety and reliability
• Providing after-sales services and reminders
• Improving services and customer experience

We carefully balance these interests against your rights and ensure they do not override your privacy.

d) Consent

We rely on your consent for:

• Marketing communications

You can withdraw consent at any time.

e) Vital interests

In rare cases, to protect safety (e.g. urgent recalls).

4. Marketing Communications

We will only send marketing communications where:

• You have actively opted in, or
• We are otherwise permitted under applicable law

You can opt out at any time using unsubscribe links or by contacting us.

Service communications (e.g. recalls, safety notices, essential reminders) are not marketing and may still be sent.

5. Who We Share Your Data With

We may share personal data with:

• Vehicle manufacturers and franchise partners
• Finance providers and insurers
• Approved service providers
• IT and system providers
• Regulators or law enforcement where required

All third parties only receive the minimum necessary data and are subject to contractual safeguards.

6. International Transfers

Some organisations we work with may process data outside the UK.

Where this happens, we ensure appropriate safeguards, such as:

• UK adequacy regulations
• UK International Data Transfer Agreements (IDTAs)
• Standard Contractual Clauses (SCCs)

7. Data Security

We implement appropriate technical and organisational measures, including:

• Secure IT systems and firewalls
• Role-based access controls
• Encrypted and secure data transfers
• Staff confidentiality obligations
• Secure disposal and shredding processes

8. Data Retention

We retain data only as long as necessary:

Retention may be extended where required by law or for legal claims.

9. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion (“right to be forgotten”)
• Restrict processing
• Object to processing
• Data portability
• Withdraw consent at any time

We respond to requests within one month.

10. Automated Decision-Making

We do not carry out automated decision-making or profiling.

Third-party finance providers may do so independently as separate data controllers.

11. Children’s Data

Our services are not directed at children.

If we become aware that we have collected personal data from a child, we will delete it promptly.

12. Cookies

We use cookies and similar technologies on our website.

• Essential cookies are used for site functionality
• Non-essential cookies (e.g. analytics/marketing) are only used with your consent

For full details, please see our Cookie Policy.

13. Contact and Complaints

To exercise your rights or ask questions:

Data Privacy Lead
P J Nicholls Ltd
The Motor House, Station Road
Pershore, Worcestershire, WR10 2DJ
Email: contact@pjnicholls.com

If you are not satisfied, you can complain to:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113

Website: www.ico.org.uk