Privacy Policy

Summary - At a Glance

We are committed to protecting all information you share with us. We want you to feel confident that your personal data is safe, and we do not engage in any spamming activities. Your personal information is used only to provide you with engine quotes, arrange vehicle collection and delivery, and fulfil our services.

This privacy policy explains:

• Who we are and how to contact us
• How we collect your information
• What information we collect
• Our legal basis for processing your data
• How we use your information
• Who we share your information with
• Your rights and how to exercise them

The use of our website is subject to our Terms & Conditions and this Privacy Policy. Protection of your rights and data is subject to your consent and agreement to these terms. This summary is for reference only and does not form part of the legally binding privacy policy itself.

1. Who We Are

JLR Engine Specialists Ltd (Company No: 16500838) operates under the trading name and domain jlrengines.co.uk ("we", "us", or "our"). We are a UK-based specialist garage providing engine reconditioning, rebuilding, replacement, and fitting services for Jaguar, Land Rover, Range Rover, BMW, and Mercedes vehicles.

For the purposes of UK GDPR and the Data Protection Act 2018, JLR Engine Specialists Ltd is the data controller in relation to the processing of personal information you provide to receive price quotes or use our services.

Registered Address:
Unit A5, Windsor Road, Commercial Estate,
Ramsden Heath, Billericay,
CM11 1QE, United Kingdom

General Enquiries: info@jlrengines.co.uk
GDPR & Data Protection: gdpr@jlrengines.co.uk
Phone: 0203 488 4649

Our Data Protection Officer is the Director of the company. To contact the Data Protection Officer, please email gdpr@jlrengines.co.uk.

2. How We Collect Personal Information

We may gather your personal information through the following channels (collectively referred to as our "Services"):

• Our website at www.jlrengines.co.uk
• Telephone calls made to or from our office
• Email correspondence
• WhatsApp messages
• Online contact or quote request forms
• Social media channels operated by or on behalf of JLR Engine Specialists Ltd
• In-person interactions at our workshop premises

We do not use cookies to automatically collect personal information from visitors to our website (see Section 7 for further details on cookies). We only collect information when you voluntarily provide it to us.

Call Recording & Communication Monitoring

We may monitor or record telephone calls, video calls, and other communications between you and our team. This is done for the following purposes:

• Quality control and staff training
• Accurate record-keeping of agreed work scopes and quotes
• Prevention and detection of fraud or criminal activity
• Resolution of disputes regarding what was agreed
• Compliance with legal and regulatory obligations

By communicating with us by phone, you acknowledge that calls may be recorded. You will be notified at the start of any call if recording is active. Recordings are stored securely and deleted in accordance with our retention schedule (see Section 9).

3. What Personal Information Do We Collect?

We collect information about you only when you voluntarily provide it. The types of information we may collect include:

• Identity Data: Full name, title
• Contact Data: Email address, phone number, postal address, postcode
• Vehicle Data: Vehicle registration number, make, model, engine code, model year, and details about your vehicle's condition or fault
• Transaction Data: Details about the services you have requested or we have provided to you
• Financial Data: Payment records (we do not store full card or bank details; payments are processed offline via bank transfer, debit card, or cash)
• Communication Data: Records of calls, emails, WhatsApp messages, and other correspondence

When you bring your vehicle to our premises or we collect it, we may also process:

• Vehicle Condition Data: Photographs of your vehicle's exterior and interior taken upon arrival to document pre-existing cosmetic condition (scratches, dents, marks, etc.)
• CCTV Footage: Images captured by our on-site CCTV system for security and crime prevention purposes

Information we do NOT collect:

• Payment card numbers or bank account details (all transactions are handled offline and we do not retain full card details)
• Passwords or account login details (we do not offer user accounts)
• Sensitive personal data such as health information, ethnicity, political opinions, biometric data, or similar special category data, unless you voluntarily provide it in the course of correspondence

4. Legal Basis for Processing Your Information

Under UK GDPR, we must have a lawful basis to process your personal data. We process your data under the following legal bases:

• Contractual Necessity: To provide you with a quote and, if you proceed, to fulfil our contractual obligations under our service agreement. This includes arranging vehicle collection, performing engine work, and returning your vehicle.
• Legitimate Interests: We may process your data where we have a legitimate business interest to do so, provided this does not override your rights and freedoms. This includes:
  • Following up on enquiries and quotes
  • Arranging logistics with trusted couriers
  • Requesting feedback on our services
  • Recording calls for quality and dispute resolution
  • Operating CCTV for security and crime prevention
  • Improving our website and services
• Consent: If we ever send marketing communications (which we do not currently do), we will only do so with your explicit opt-in consent. You may withdraw consent at any time.
• Legal Obligation: To comply with applicable laws and regulations, including HMRC requirements for financial record-keeping and any court orders or law enforcement requests.

You have the right to object to processing based on legitimate interests at any time (see Section 11). If you raise an objection, we will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests.

5. How We Use Your Personal Information

We use your personal information only for the following purposes:

• To provide you with an accurate, no-obligation engine quote based on your vehicle details
• To arrange vehicle collection, engine fitting, and delivery via trusted third-party couriers
• To communicate with you about your enquiry, ongoing work, or completed services
• To send you confirmation of your quote and, if you proceed, updates on the status of your vehicle
• To follow up on service quality or request feedback and reviews (you may opt out of feedback requests at any time)
• To personalise and improve our services and your experience when contacting us
• To comply with legal or regulatory obligations (e.g., maintaining financial records for HMRC)
• To prevent and detect fraud or criminal activity

Feedback & Reviews

We may ask you for feedback about our services after your job is completed. Any feedback or review you provide may be published on our website, social media channels, or Google Business Profile as part of our reputation management and service improvement efforts. Your full name will not be published without your consent; typically only a first name and vehicle type will be shown.

Photographs of Vehicles

As detailed in our Terms & Conditions, we photograph the exterior and, where relevant, the interior of your vehicle upon arrival at our premises. These photographs are used to document pre-existing cosmetic condition and are stored with your job record. They are not shared publicly and are retained for the same period as your transaction data.

6. Who We Share Your Personal Information With

We may share only the minimum necessary information with trusted third parties to deliver our services. We never sell, trade, or rent your personal data.

• Courier & Transport Companies: To collect and deliver your vehicle, we share your name, address, contact phone number, and vehicle registration number with our logistics partners. These companies are contractually bound to use your data only for the purpose of transporting your vehicle and to delete it after the service is complete.
• Third-Party Specialist Referrals: If we recommend or arrange a third-party service (for example, DPF cleaning, turbo reconditioning, or specialist diagnostic work), we may share your name and contact details with that third party solely to facilitate the referral. You are advised to read that third party's privacy policy before engaging their services. We accept no responsibility for how third parties handle your data once shared.
• Professional Advisers: We may share data with our accountants, insurers, and legal advisers where necessary for the operation of our business and compliance with legal obligations.
• Regulatory & Governmental Bodies: We may disclose your information to HM Revenue & Customs, the Information Commissioner's Office, the police, fraud prevention agencies, or other law enforcement bodies if required or permitted to do so by law, or if we reasonably suspect fraudulent or criminal activity.
• Courts & Legal Proceedings: We may share information if required in connection with any legal proceedings or potential legal proceedings, or to establish, exercise, or defend our legal rights.

If you enter into a contract with any third party introduced via our referral, you must satisfy yourself as to that party's terms and conditions and privacy policy. We have no responsibility for how that third party uses your personal information.

7. Cookies

A cookie is a small text file placed on your computer or device to help websites function or to understand how visitors use the site.

Currently, our website does not use cookies that collect personal information or track individual visitors. We do not run display advertising, Google AdSense, or similar third-party ad services on our website.

We may in the future introduce cookies for analytics (e.g., to understand how many visitors our website receives and which pages are viewed) or for essential website functionality. If and when we do, we will update this privacy policy and provide you with a cookie notice and the option to manage your preferences. Please check this policy periodically for updates.

8. How Secure Is Your Data?

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure, password-protected systems for storing digital records
• Encrypted communications where technically possible
• Restricted access to personal data - only authorised employees who need it to perform their role can access it
• Physical security measures at our workshop premises, including locked filing cabinets for any paper records
• Regular review of our data security practices

While we strive to protect your information, no method of electronic storage or transmission over the internet can be guaranteed to be 100% secure. We cannot warrant the absolute security of any information you transmit to us, and you do so at your own risk. However, in the unlikely event of a data breach that poses a high risk to your rights and freedoms, we will notify you and the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach.

CCTV on Our Premises

We operate CCTV cameras at our workshop for the purposes of security, crime prevention, and health and safety monitoring. Footage is stored securely for a period of 30 days, after which it is automatically overwritten. Signs are displayed on our premises notifying visitors of CCTV operation. CCTV footage is only accessed by authorised personnel and is only shared with law enforcement or regulatory bodies where legally required or permitted.

International Data Transfers

All personal data we collect is stored and processed within the United Kingdom. We do not transfer your personal data outside the UK or European Economic Area. If this position changes in the future, we will update this policy and ensure appropriate safeguards are in place.

9. How Long Do We Keep Your Personal Data?

We do not hold your personal information for longer than is necessary to fulfil the purpose for which it was collected, or as required by law. Our retention periods are:

• Active Enquiries (no job booked): 90 days after your last interaction with us, after which your data is securely deleted.
• Unsuccessful or Abandoned Enquiries: 120 days, then securely deleted.
• Completed Jobs & Transactions: 6 years from the date of Completion, to comply with UK tax legislation (HMRC requires retention of financial records), legal obligations, and warranty claim purposes.
• CCTV Footage: 30 days, automatically overwritten.
• Call Recordings: 12 months from the date of recording, unless related to a dispute or legal matter, in which case they are retained until resolution.

You may request earlier deletion at any time (see Section 11).

Data in Backups & Archives

Even after your personal information is deleted from our active systems, residual copies may remain in encrypted backup or archival media for a limited period (not exceeding 12 months beyond the deletion date) as part of our standard data backup cycle. This data is not actively processed and is held solely for business continuity and legal compliance. It is permanently destroyed when the backup cycle completes.

10. Submitting Information About Someone Else

If you provide us with personal information about another person (for example, if you are a family member, fleet manager, or friend submitting an enquiry on behalf of the vehicle owner), you confirm that:

• You have obtained that person's consent to share their information with us
• You have made them aware of this privacy policy and how their data will be used
• You are authorised to provide their information to us for the purposes of obtaining a quote or booking our services

We will process that person's data in accordance with this privacy policy. It is your responsibility to ensure that information you provide about another person is accurate, complete, and not misleading.

11. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights:

• Right of Access: You have the right to request a copy of the personal data we hold about you, free of charge. We will respond within 30 days.
• Right to Rectification: You have the right to correct any inaccurate or incomplete personal information we hold about you.
• Right to Erasure ("Right to be Forgotten"): You have the right to request that we delete or remove your personal data from our systems, subject to any legal obligations we have to retain it (e.g., HMRC records). We will process your request within 30 days, free of charge, unless the request is manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse the request.
• Right to Restrict Processing: You have the right to ask us to suspend or restrict the processing of your personal data in certain circumstances (for example, while a dispute about accuracy is being resolved).
• Right to Object: You have the right to object to our processing of your personal data where we rely on legitimate interests as the legal basis. If you object, we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is for the establishment, exercise, or defence of legal claims.
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to have it transferred to another data controller where technically feasible.
• Right to Withdraw Consent: If we are processing your data based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at gdpr@jlrengines.co.uk. We may ask you to provide proof of identity before processing your request to ensure we are not disclosing data to an unauthorised party.

We will respond to all legitimate requests within 30 calendar days. We will process your request free of charge unless it is manifestly unfounded or excessive.

Complaints to the ICO

If you are not satisfied with how we handle your personal data or respond to your complaint, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: www.ico.org.uk
Helpline: 0303 123 1113

12. Children's Data

Our website and services are not directed at, and are not intended for use by, children under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child under the age of 18, we will take steps to delete that information as soon as possible. If you believe that a child has provided us with personal data, please contact us immediately at gdpr@jlrengines.co.uk.

13. Changes to This Privacy Policy

We reserve the right to update or amend this privacy policy at any time. Any changes will be published on this page with a revised effective date at the top of the policy. We encourage you to review this policy periodically to stay informed about how we protect your data.

If we make significant changes that affect how we use your personal information or that affect your consent, we will take reasonable steps to notify you - for example, by posting a notice on our website or, where appropriate, contacting you directly.

Your continued use of our website or services after any changes to this privacy policy constitutes your acceptance of the revised policy. If you do not agree to the changes, you should stop using our website and services immediately.

14. Contact Us

JLR Engine Specialists Ltd
Registered Address: Unit A5, Windsor Road, Commercial Estate,
Ramsden Heath, Billericay, CM11 1QE
Company Number: 16500838

General Enquiries: info@jlrengines.co.uk
GDPR & Data Protection: gdpr@jlrengines.co.uk
Phone: 0203 488 4649
Website: www.jlrengines.co.uk