Last updated: July 2026

1. Who we are

Autoaxis is a trading style of Axis Dealer Ltd.

Axis Dealer Ltd is responsible for deciding how and why your personal information is used. In data-protection law, this means we are the data controller.

Company number: 12658474
Registered office: Sandpool Farm, Oaksey Road, Cirencester, GL7 6EA
Trading address: Autoaxis, Oaksey Road, Cirencester, GL7 6EA
Telephone: 01285 840340
Email: [email protected]
ICO registration number: [INSERT IF APPLICABLE]

2. Information we collect

Depending on your relationship with us, we may collect:

Identity and contact information

• Your name 
• Postal address 
• Email address 
• Telephone number 
• Date of birth 
• Copies of identification documents where necessary 

Vehicle and transaction information

• Vehicle registration and identification details 
• Vehicle history, mileage and condition 
• Purchase, sale, part-exchange or hire information 
• Payment, deposit and invoice details 
• Warranty, repair and aftersales records 
• Correspondence relating to your transaction 

Finance information

Where you apply for vehicle finance, we may collect or process:

• Employment and income information 
• Residential history 
• Financial circumstances 
• Finance application details 
• Identification and verification information 
• Information provided by finance companies and credit-reference or fraud-prevention agencies 

Finance providers will normally process your application under their own privacy notices.

Vehicle-hire information

Where you hire a vehicle, we may collect:

• Driving-licence information 
• Driver-verification information 
• Additional-driver details 
• Insurance and eligibility information 
• Payment-card and deposit information 
• Details of incidents, damage, penalties, tolls or vehicle use 

Website and technical information

When you use our website, we may collect:

• IP address 
• Browser and device information 
• Pages visited and actions taken 
• Referral information 
• Cookie and analytics data 
• Information submitted through online forms 

Please see our separate Cookie Policy for further information.

CCTV and security information

CCTV may operate at our premises for the prevention and detection of crime, the protection of customers, staff, vehicles and property, and the investigation of incidents.

3. How we collect your information

We may obtain personal information:

• Directly from you 
• Through our website, telephone calls, emails or in-person enquiries 
• During a vehicle purchase, sale, part exchange, hire or aftersales transaction 
• From finance providers, warranty companies, insurers and vehicle-history providers 
• From credit-reference, identity-verification and fraud-prevention agencies 
• From public records and online vehicle-information services 
• From advertising platforms and vehicle marketplaces through which you contact us 

4. How and why we use your information

We may use your information to:

• Respond to enquiries 
• Arrange appointments and test drives 
• Buy, sell, reserve, deliver or hire vehicles 
• Value and inspect part-exchange vehicles 
• Process payments and maintain transaction records 
• Introduce you to finance providers 
• Carry out identity, eligibility, credit or fraud checks 
• Arrange warranties and handle aftersales matters 
• Manage vehicle-hire agreements 
• Maintain and improve our website and services 
• Prevent crime and protect our premises 
• Comply with legal, regulatory, tax and accounting obligations 
• Establish, exercise or defend legal claims 
• Send marketing communications where permitted 

We must identify and document an appropriate lawful basis for every purpose for which personal information is used. Those bases commonly include performance of a contract, legal obligation, legitimate interests and consent. 

5. Our lawful bases

Depending on the circumstances, we rely on:

Contract

Where processing is necessary to enter into or perform a contract with you—for example, to sell, purchase or hire a vehicle.

Legal obligation

Where we must process information to comply with laws or regulatory requirements, including tax, accounting, anti-fraud and consumer-credit obligations.

Legitimate interests

Where necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include:

• Responding to enquiries 
• Improving our services 
• Protecting our customers, staff, vehicles and premises 
• Maintaining accurate business records 
• Preventing and investigating fraud 
• Managing and defending legal claims 

Consent

Where you have given clear consent—for example, for particular types of electronic marketing or optional cookies. You may withdraw consent at any time.

6. Marketing communications

We may contact you about relevant products or services where you have consented or where the law otherwise permits us to do so.

You can unsubscribe at any time by:

• Using the unsubscribe option in the communication 
• Emailing [email protected] 
• Calling 01285 840340 

Marketing emails and texts to individuals generally require consent, although a limited “soft opt-in” may apply to a business’s own existing customers. 

We will continue to send non-marketing communications where necessary to manage an enquiry, transaction, hire, warranty or other service.

7. Who we share information with

Where necessary, we may share information with:

• Finance providers and credit brokers 
• Credit-reference and fraud-prevention agencies 
• Warranty and vehicle-protection providers 
• Insurers and claims handlers 
• Payment processors and banks 
• Vehicle-history, valuation and provenance providers 
• Delivery, recovery, repair, servicing and valeting providers 
• IT, website, hosting, analytics and communications providers 
• Accountants, solicitors, auditors and professional advisers 
• Police, regulators, government bodies and other authorities 
• Vehicle marketplaces and advertising partners 
• A purchaser or prospective purchaser of our business or assets 

We only share information where there is a valid reason and require service providers to protect it appropriately.

8. International transfers

Some of our technology or service providers may process information outside the United Kingdom.

Where this occurs, we will use legally recognised safeguards designed to protect your information, such as an adequacy regulation or approved contractual protections.

9. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, regulatory, tax, accounting, insurance and dispute-resolution requirements.

Suggested wording to confirm with your accountant or compliance adviser:

General enquiries: normally retained for up to 12 months after our last contact.
Vehicle sales, purchases, part exchanges, payments and accounting records: normally retained for six years after the end of the relevant financial year.
Vehicle-hire records: normally retained for six years after the hire ends. Copies of identity documents and driving licences will be deleted earlier where they are no longer required.
Warranty, repair, aftersales and complaint records: normally retained for six years after the matter is closed.
Marketing records: retained until consent is withdrawn or marketing is no longer appropriate. We may retain a minimal suppression record to ensure that people who opt out are not contacted again.
CCTV recordings: normally retained for up to 30 days, unless footage is required for an incident, insurance claim, investigation or legal matter.

10. How we protect your information

We use appropriate organisational and technical measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Access is restricted to people and organisations that have a genuine need to use the information.

No internet-based system can be guaranteed completely secure, but we take reasonable steps to protect the information entrusted to us.

11. Your rights

Depending on the circumstances, you may have the right to:

• Be informed about how your information is used 
• Request access to your personal information 
• Ask us to correct inaccurate information 
• Ask us to delete information 
• Restrict how information is used 
• Object to certain processing 
• Receive certain information in a portable format 
• Withdraw consent 
• Challenge certain automated decisions 

These rights are not absolute, and legal exceptions may apply.

To exercise a right, contact:

Email: [email protected]
Telephone: 01285 840340

We may need to verify your identity before responding.

12. Complaints about data protection

Please contact us first so that we have an opportunity to address your concern.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection. The ICO recommends that UK privacy notices tell people about this right and provide the relevant details. 

13. Third-party websites

Our website may contain links to other websites. We are not responsible for the privacy practices of third parties, and you should read their privacy notices before providing personal information.

14. Changes to this policy

We may update this Privacy Policy when our services, legal obligations or processing activities change.

The latest version will always be published on our website. The ICO recommends regularly reviewing and updating privacy information where necessary