Epicvin

Effective Date: 06.03.2025

1. Introduction

This Vehicle Data Privacy Notice (“Notice”) explains how EpicVIN.uk (“we”, “our”, “us”) collects, processes, stores, and discloses data specifically related to vehicles (“Vehicle Data”) in connection with the provision of our vehicle history reports, auto auction records, and related Services (“Services”). This Notice is issued in conjunction with our Privacy Policy and Terms and Conditions and is intended to ensure transparency and compliance with applicable data protection laws, including the UK Data Protection Act 2018 and the GDPR.

By using our Services, you acknowledge that you have read, understood, and agreed to this Vehicle Data Privacy Notice.

2. Scope and Purpose

2.1 Scope

This Notice applies solely to the processing of Vehicle Data, which may include:

Vehicle Identification Data: Such as the Vehicle Identification Number (VIN), registration number, make, model, and year.
Historical Vehicle Data: Information regarding previous sales, auction records, odometer readings, accident history, and any additional vehicle-specific details.
Supplementary Vehicle Data: Data derived from public records, third-party sources, or our own inspections used to compile vehicle history reports.

2.2 Purpose

The primary purposes for processing Vehicle Data are to:

Provide detailed and accurate vehicle history reports.
Enable users to assess the historical condition and market value of vehicles.
Enhance our Services by integrating data from multiple sources.
Comply with legal and regulatory obligations.
Support our legitimate business interests, such as fraud prevention, service improvement, and customer support.

3. How We Collect Vehicle Data

We collect Vehicle Data through various methods, including:

3.1 Direct Input by Users

Vehicle Check Requests: When users enter a VIN or registration number for a free pre-check or when purchasing a vehicle history report.
Account Registration: Vehicle-related details provided during account creation or report purchase.

3.2 Automated Collection

Web Analytics: Information automatically captured via cookies, log files, and similar tracking technologies when you interact with our Site.
Device and Connection Data: Technical data such as IP address, browser type, and device information collected as part of normal Site usage.

3.3 Third-Party Sources

Public Records and Databases: Vehicle data obtained from publicly available sources and official registries.
Partnerships: Data provided by third-party partners (e.g. auto auction databases, vehicle inspection services) that support the compilation of our reports.

4. Legal Basis for Processing Vehicle Data

Our processing of Vehicle Data is founded on the following legal bases:

Contractual Necessity: To provide you with the requested vehicle history reports and related Services.
Legitimate Interests: To improve our services, detect and prevent fraud, and manage business operations effectively.
Legal Compliance: To meet regulatory or legal obligations.
Consent: Where applicable, such as when you explicitly opt in to additional marketing communications related to vehicle data.

5. How We Use Vehicle Data

Vehicle Data is used exclusively for the following purposes:

5.1 Provision of Services

Report Generation: Compiling and delivering comprehensive vehicle history reports.
Service Customisation: Personalising your experience by presenting data relevant to your vehicle inquiries.

5.2 Service Improvement and Analytics

Quality Assurance: Monitoring the accuracy and completeness of vehicle data.
Product Development: Using aggregated vehicle data to enhance the quality and scope of our Services.
Marketing and Communication: Informing you about product updates or promotions (subject to your consent).

5.3 Legal and Regulatory Purposes

Compliance: Ensuring adherence to applicable laws and responding to lawful requests by public authorities.
Security: Detecting, preventing, and investigating fraudulent or illegal activities.

6. Sharing and Disclosure of Vehicle Data

We may share Vehicle Data with the following categories of recipients:

6.1 Service Providers and Partners

Payment Processors: For processing transactions related to report purchases.
Analytics and IT Providers: To help us monitor, secure, and improve our Services.
CRM and Marketing Partners: To manage customer interactions and communications (only where permitted by law and with appropriate safeguards).

6.2 Public and Legal Disclosures

Legal Authorities: If required to do so by law, regulation, or legal process.
Aggregated Data: We may disclose aggregated or anonymised Vehicle Data that cannot be used to identify an individual.

All third parties are contractually obligated to safeguard your data and only use it in accordance with our instructions and applicable data protection laws.

7. Data Transfers

Vehicle Data may be transferred to, and stored in, countries outside the United Kingdom and European Economic Area (EEA), including the United States. In such cases:

Appropriate Safeguards: We implement standard contractual clauses and other legal mechanisms to ensure that your data receives an adequate level of protection.
Advanced Security Measures: We employ state-of-the-art technologies and security protocols to protect your data during transfer and storage.
Compliance: All international transfers are carried out in compliance with applicable data protection laws.

8. Data Retention

We retain Vehicle Data only for as long as necessary to:

Provide our Services and ensure the quality of our vehicle reports.
Comply with legal, regulatory, and contractual obligations.
Support our legitimate business interests, such as fraud prevention and service improvement.

Once Vehicle Data is no longer required, it is securely deleted or anonymised.

9. Security of Vehicle Data

We are committed to protecting the security of Vehicle Data through:

Encryption: Secure encryption methods during data transmission and storage.
Access Controls: Limiting access to Vehicle Data to authorised personnel only.
Regular Audits: Periodic security assessments and audits to identify and address vulnerabilities.
Incident Response: Established procedures for detecting, reporting, and managing data breaches.

While we strive to safeguard your data, no method of electronic storage or transmission is completely secure.

10. Your Rights Regarding Vehicle Data

In addition to your general data protection rights as described in our Privacy Policy, you have the following rights concerning Vehicle Data:

10.1. Right to Access

You may request details of the Vehicle Data we hold about you.

10.2. Right to Rectification

If any Vehicle Data is inaccurate or incomplete, you have the right to have it corrected.

10.3. Right to Erasure

Under certain circumstances, you may request the deletion of your Vehicle Data, subject to any overriding legal obligations.

10.4. Right to Restrict Processing

You may request that we limit the processing of your Vehicle Data under specified conditions.

10.5. Right to Object

You may object to the processing of your Vehicle Data, including for direct marketing purposes, where applicable.

10.6. Right to Data Portability

You may request to receive your Vehicle Data in a structured, commonly used, and machine-readable format, and have it transferred to another controller where technically feasible.

To exercise these rights, please contact us at [email protected]. We will respond in accordance with applicable law.

11. How to Contact Us

For any questions, concerns, or requests regarding this Vehicle Data Privacy Notice or the processing of your Vehicle Data, please contact:

EpicVIN.uk
Email: [email protected]
2980 NE 207th St, Suite 300-189, Aventura, FL 33180 USA

12. Changes to This Vehicle Data Privacy Notice

We may update this Notice from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on our Site with an updated Effective Date. We encourage you to review this Notice periodically. Your continued use of our Services following any changes constitutes your acceptance of the updated Notice.

13. Additional Information for Commercial Users

If you are using our Services on behalf of a legal entity or for commercial purposes, please note that Vehicle Data processed in this context is subject to additional terms, and EpicVIN.uk and the Commercial User will each act as an independent data controller with respect to their respective processing activities.

EpicVIN.uk Vehicle Data Privacy Notice