Privacy Policy

How we protect and handle your personal information

Last updated: May 2025 | Company No: 16500838

At JLR Engine Specialists Ltd ("we", "us", or "our"), we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, request a quote, book a repair, make a warranty claim, or otherwise engage with our services. By using our website or submitting your details, you agree to the practices described in this policy.

1. Who We Are

JLR Engine Specialists Ltd operates under the domain jlrengines.co.uk and is a UK-based independent specialist garage providing engine reconditioning, rebuilding, mechanical repairs, diagnostics, and servicing for Land Rover, Range Rover, Jaguar, BMW, Audi, and Mercedes vehicles.

Registered Address: Unit A5, Windsor Road, Commercial Estate, Ramsden Heath, Billericay, CM11 1QE
Company Number: 16500838 (registered in England & Wales)
General Enquiries: info@jlrengines.co.uk
GDPR & Data Protection: gdpr@jlrengines.co.uk
Phone: 0203 488 4649

We are the data controller for all personal data collected through our website, enquiry forms, warranty claims, and workshop operations.

2. What Information We Collect

2.1 Personal Information You Provide

We only collect personal information when you voluntarily provide it — for example, when you request a quote via our Get a Quote form, contact us by phone, email, or WhatsApp, book a service or repair, or submit a warranty claim. The types of personal data we collect include:

Full name
Email address
Phone number
Vehicle registration number — Note: Vehicle registration numbers are considered personal data under UK GDPR as they can be linked to an identifiable individual
Vehicle details: Make, model, year, engine code, mileage
Photos and diagnostic reports uploaded via our quote form or provided during warranty claims
Enquiry details: Problem descriptions, symptoms, fault codes, and service history relevant to your request
Warranty claim documentation: Photos of faults, diagnostic reports, service records, and correspondence related to claim verification
Payment information: We process card payments via secure encrypted terminals but do not store card details on our systems

2.2 Information We Collect Automatically

When you visit our website, we automatically collect certain technical information:

IP address (for security, fraud prevention, and analytics)
Browser type and version
Operating system
Referring website or link
Pages visited and time spent on each page
Device type (desktop, mobile, tablet)

2.3 Information We Do NOT Collect

Passwords or login credentials (we do not operate user accounts)
Sensitive personal data (health, religion, ethnicity, etc.)
Data from children under 16

3. How We Use Your Information

We use your personal information only for the following specific purposes:

To provide accurate, no-obligation quotes for engine repairs, rebuilds, and mechanical services
To arrange vehicle collection, repair, servicing, and delivery
To contact you about your enquiry, booking, or ongoing repair
To process and verify warranty claims — photos, diagnostic reports, and vehicle data submitted as part of a claim are retained for verification and resolution purposes
To follow up on service quality or request feedback (only where you have consented)
To comply with legal, tax, and regulatory obligations (including HMRC record-keeping)
To improve our website, services, and customer experience
To prevent fraud and ensure the security of our systems

Marketing: We do not send marketing emails or communications without your explicit prior consent. You may opt out at any time by contacting gdpr@jlrengines.co.uk. We do not sell or share your personal data with third parties for advertising or marketing purposes.

4. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing your personal data:

Contractual necessity: To perform the services you have requested — providing quotes, carrying out repairs, honouring warranties, and arranging collection/delivery.
Legitimate interests: To respond to enquiries, improve our services, prevent fraud, maintain business records, and communicate with you about your vehicle. These interests are balanced against your rights and freedoms.
Legal obligation: To retain financial and transactional records for HMRC compliance (6 years), and to maintain warranty records for the duration of coverage plus statutory limitation periods.
Consent: For optional data collection such as marketing communications, non-essential cookies, and photo/file uploads via our quote form. You may withdraw consent at any time.

5. Data Retention

We retain your personal data only for as long as necessary for the purposes outlined above, or as required by law:

Data Category	Retention Period
Active enquiries (no work undertaken)	90 days after last interaction
Unsuccessful or abandoned enquiries	120 days after last interaction
Completed jobs (invoices, repair records, warranty documentation)	6 years (HMRC legal requirement + warranty claim period)
Warranty claim photos, diagnostic reports, and supporting documents	6 years from date of claim resolution
Website analytics / cookie data	As configured per cookie consent settings

You may request earlier deletion of your personal data at any time (see Section 7: Your Rights). However, we may be unable to delete data where we have a legal obligation to retain it (e.g., HMRC requirements, active warranty claims, or unresolved disputes).

6. Who Has Access to Your Data

6.1 Internal Access

Your personal data is accessible only to authorised personnel who require it to perform their duties:

IMI-certified technicians: Access vehicle details, photos, and diagnostic reports to carry out repairs, diagnostics, and warranty assessments
Administrative staff: Access contact details and enquiry information to manage bookings, quotes, invoicing, and communications
Management: Access aggregated or anonymised data for quality assurance and business improvement

6.2 Third-Party Service Providers

We share limited personal data with trusted third-party providers solely as necessary to deliver our services. All third parties are bound by confidentiality agreements and GDPR-compliant data processing terms:

Recovery and transport companies: Your name, address, phone number, and vehicle registration are shared only as needed to arrange vehicle collection and delivery. These providers are contractually obligated to handle your data securely and delete it after service completion.
IT and hosting providers: Secure cloud storage and website hosting infrastructure. Data is stored on UK/EU-based servers with encryption at rest and in transit.
Payment processors: Card payment processing via PCI-DSS compliant terminals. We do not store card numbers, CVVs, or bank account details on our systems.
Email and communication platforms: Used to send quotes, updates, and responses. Encrypted transmission; no data sold or shared for marketing.
Diagnostic software providers: JLR SDD/Autologic platforms used for vehicle diagnostics. Vehicle data processed locally; no personal data transmitted externally without consent.

We do not sell, rent, or trade your personal data to any third party for marketing, advertising, or commercial purposes.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to access: Request a copy of all personal data we hold about you
Right to rectification: Correct inaccurate or incomplete information
Right to erasure ("right to be forgotten"): Request deletion of your data, subject to legal retention obligations (e.g., HMRC, active warranties)
Right to restrict processing: Limit how we use your data while a dispute or accuracy concern is resolved
Right to data portability: Receive your data in a structured, machine-readable format
Right to object: Object to processing based on legitimate interests (we will cease unless compelling grounds override)
Right to withdraw consent: Withdraw consent for marketing, cookies, or optional data collection at any time

To exercise any of these rights, please email: gdpr@jlrengines.co.uk

We will respond within 30 days and process your request free of charge. We may ask for identification to verify your identity before releasing data.

8. Cookies

Our website uses cookies to function correctly and improve your experience:

Essential cookies: Required for website functionality (form submissions, navigation, security). Cannot be disabled.
Analytics cookies (optional): Help us understand how visitors use our site. You can decline these via your browser settings or cookie consent banner.

We do not use tracking, advertising, or social media pixels without your explicit consent. No third-party advertising cookies are deployed.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure:

All online forms and data transmissions are secured with SSL/TLS encryption
Access to personal data is restricted to authorised personnel on a need-to-know basis
Photos and documents uploaded via forms are stored on encrypted, access-controlled servers and deleted per our retention policy
Regular security reviews and staff training on data protection
No sensitive data (passwords, card details) stored on our systems

While we strive to protect your data, no method of transmission over the internet is 100% secure. We encourage you to take precautions when sharing personal information online.

10. Children's Privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a child, please contact gdpr@jlrengines.co.uk immediately and we will delete it.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. Significant changes will be notified via a prominent notice on our website. The "Last updated" date at the top of this page indicates when revisions were made. Continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related enquiries, data requests, or to exercise your GDPR rights:

Email: gdpr@jlrengines.co.uk
Phone: 0203 488 4649
Post: JLR Engine Specialists Ltd, Unit A5, Windsor Road, Commercial Estate, Ramsden Heath, Billericay, CM11 1QE

For general (non-privacy) enquiries, please use info@jlrengines.co.uk or our Contact page.

13. Right to Complain

If you are unhappy with how we have handled your personal data or your GDPR rights request, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk
Phone: 0303 123 1113
Post: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We encourage you to contact us first at gdpr@jlrengines.co.uk so we can attempt to resolve your concern directly.

Related legal documents: Terms & Conditions · Warranty Terms · Pricing & Legal Disclaimer