This privacy notice provides you with details of how we collect and process your personal data through your use of our software programme, Motor Traders Assistant which is downloaded from our website www.motortradersassistant.co.uk. This includes any information you may provide when you register your details to take advantage of our month free trial period and when, if you wish to continue using our product, you register to take out a monthly subscription.
By providing us with your data, you warrant to us that you are over 13 years of age.
MTA Software Solutions Ltd is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
Contact Details
Our full details are:
Full name of legal entity: MTA Software Solutions Ltd
Email address: support@mtasoftwaresolutions.co.uk
Postal address: 111 Colonial House
Swinemoor Lane
Beverley
HU17 OLS
Telephone number: 01469 208774

Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process certain types of personal data about you as follows:

• Identity Data may include your first name, last name, username, title
• Contact Data may include your billing address, business address, email address and telephone numbers./li>
• Financial Data may include your bank account number, sort code and name of person authorising the Direct Debit mandate on behalf of your company.
• Transaction Data may include details about payments between us and other details of subscriptions made by you.
• Technical Data may include your login data, time zone setting and location, operating system and platform and other technology on the devices you use to access this site.

Sensitive Data
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that accurate data when requested, we may not be able to perform the contract to deliver services to you If you don’t provide us with the requested data and we cannot verify that you are a bone fide motor trader we may have to cancel your request to use our software package on a free trial or to take out a monthly subscription but if we do, we will notify you on the program screen at the time you are switched off. The message “Unable to verify your dealer details. Please contact MTA support om 01469 208774 for assistance.” will appear.

We collect data about you through a variety of different methods including:

Direct interactions:

• You may provide data by downloading our free trial version of the software package, Motor Trader’s Assistant on our website and entering your dealer details into the programme.
• You may provide data by requesting to continue to use our software package when your month’s free trial period comes to and end and entering your Direct Debit mandate details.
• Communicating with us by post, phone, email or otherwise, including when you request help and assistance from our support desk which is provided as part of your monthly subscription.
• Give us your feedback.

Automated technologies or interactions:
As you use our Motor Trader’s Assistant software package we may automatically collect Technical Data about your equipment and usage.

Publicly available sources:
We will use the Google search engine and Google maps to verify that your dealer details are accurate and that you are a bone fide motor trader before we allow you access to DVLA Vehicle Registration look ups, Royal Mail Postcode look ups which are provided free as part of the Motor Trader’s Assistant software package.

Cookies
As you use our website we do automatically receive anonymised technical data about our visitor’s equipment, browsing actions and usage patterns.

We will only use your personal data when legally permitted to do so. The most common uses of your personal data are:

• Where we need to for performance of the contract between us.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal ground for processing your personal data, as we do not send marketing communications to you via email or text message.

Purposes for processing your personal data

Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.

We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email us at support@mtasoftwaresolutions.co.uk if you need details about the specific legal ground we are relying upon to process your personal data.

Marketing communications

You will not receive marketing communications from us.
We will not share your personal data with any third party for their marketing purposes.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at support@mtasoftwaresolutions.co.uk

If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

We may have to share your personal data with the parties set out below for the purposes set out in the table in section 4 above:

• Service providers who provide IT and system administration services.
• Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions . We do not share your personal data with any third party.

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria. International software companies like for example, Google, Microsoft, XERO, Dropbox, are based outside the European Economic Area (EEA) so their storing of your personal data will involve a transfer of data outside the EEA.

Whenever we store your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented as specified by GDPR to meet the allowed criteria:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
• Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Please email us at support@mtasoftwaresolutions.co.uk if you would like further information on the specific mechanism used by us when transferring your personal data out of the EEA.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Your MTA Data file is always encrypted and optionally uploaded to our secure server whenever you close our programme.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes and for contractual liability.

In some circumstances you can ask us to delete your data: see below for further information.

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Request restriction of processing your personal data .
• Request transfer of your personal data.
• Right to withdraw consent.

You can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at support@mtasoftwaresolutions.co.uk

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Our website does not include plug-ins and browser applications. It does contain links to other relevant websites, e.g., HMRC, DVLA.