Data Protection & Consent Policy

Terms

In this Privacy Statement the terms, 'we' or 'us' means Quorum Fleet Solutions (and/or the trading names Q Finance / Q Fleet) registered in England and Wales 08568342 and regulated by the Financial Conduct Authority (FCA) Number: 736148.

Our customer’s privacy is important to us, and we are committed to keeping all customer information secure and managing it in accordance with our legal responsibilities under applicable data protection laws. We are registered with the UK Information Commissioner's Office (ICO) as a data controller under registration number ZA498269.

This Privacy Statement together with our Cookie Policy, Website Terms and Conditions, the applicable information provided as part of an application process and product terms and conditions (if a customer applies for or purchase one of our products or we introduce the customer to a lender and any other documents referred to therein) sets out the basis upon which we will process personal information we collect from customers when applying for and/or express an interest in a product or service and during the provision of that product or service, or that a customer provides to us through www.q-finance.co.uk ("Website"),over the phone or through social media.

This Privacy Statement contains important information to help customers understand our practices regarding any personal information that is given to us.

By accessing, browsing or otherwise using the Website customers confirm that the viewer has read and agree to this Privacy Statement. If a customer does not agree with any part of this Privacy Statement, they should not use the Website. If customers applying for one of our products or services online or by phone and do not agree with any part of this Privacy Statement, the application should discontinue.

What information we collect

We may collect personal information (which means any information about an individual whose identity is apparent or can be reasonably ascertained from such information) from customers in connection with a service or product provided to customers by us, including: customer name, address, telephone number, email address, date of birth, employment details (including income), details of expenditure, passport information, driving licence details, bank details, credit history, insurance details, information regarding customer dependants, IP addresses, transaction and credit card information. Where one identifies as a 'vulnerable customer' (i.e. if a customer, due to their personal circumstances or personal characteristics, are especially vulnerable to financial detriment), we will collect personal sensitive details regarding this (e.g. health information regarding a disability, illness or impairment) (See Vulnerable Customer Policy for further information). Where information fields are marked as mandatory on any application form that is completed, such information needs to be provided in order for us to continue with an application.

How we collect customer information

We may collect information provided in connection with the following activities:

  • if an application for or purchase any product or service from us;
  • where a customer provides information to us on our Website, in writing or over the phone (including via call recording);
  • if one registers interest in a job vacancy, or a product and/or service, request information or assistance from us or make a complaint;
  • where information is provided to us from third parties including credit reference agencies, tax authorities, fraud prevention agencies, market information sharing databases, motor dealers, brokers and introducers; and
  • if a customer uses any other features of the Website that may be offered from time to time and may require such information in order to utilise any features applicable.

How we might share your information

The third parties with whom we may need to share personal information to help us provide services and products to customer and to run our Website are:

  • our subsidiaries or affiliates, for the purpose of managing our customer relationships, administering our business and to provide customers with information about other products and services which might be of interest;
  • entities who may or do acquire any rights in us for the purpose of a business sale or reorganisation;
  • our advisors, for the purpose of assisting us to better manage, support or develop our business and comply with our legal and regulatory obligations;
  • service providers who need to know the information in order to provide us or a customer with a product or service (including our third-party service providers who process information on our behalf to help run some of our internal business operations including email distribution, electronic signature processing, storage of customer documentation, , IT services, customer services and for data analytics (using anonymised data)
  • independent debt recovery agencies or service providers, tracing agents or investigators, solicitors or other agents for the purpose of collecting monies or assets due or outstanding on a customer account;
  • our partners including brokers, introducers, lenders and motor dealers we work with;
  • insurance providers, in the event that an application for an insurance product, for the purposes of underwriting, processing, claim handling and fraud prevention;
  • Some of our insurance providers will use customer’s personal information to assess their circumstances (including information about any other person who they want named on your policy) and verify the information that has been provided before providing a quote.
  • Customers should be aware that insurance providers exchange information through various databases to help check information and to prevent fraudulent claims. Specifically, Insurance Database Services Limited (IDSL) hosts the Claims and Underwriting Exchange (CUE) which holds a record of incidents reported to insurance companies by policyholders and third-party claimants.
  • In addition, insurance providers may use the Motor Insurance Anti-Fraud and Theft Register (MIAFTR), run by the Association of British Insurers (ABI), to verify a customers previous claims history. Please also note that the Police, the DVLA and DVLNI (Driving and Vehicle Licensing Authorities) as well as all UK regulated insurers have access to this database.
  • Insurance providers also share data through the central No Claims Discount database and this may be used to verify any entitlement to NCD.
  • Insurance providers may also use a customer’s driving licence number (or the driving licence number of any other person whose licence you have provided) to confirm licence status, entitlement and other relevant restriction information, including endorsement and conviction history, with the DVLA or DVLNI
  • Please be aware that any false or incorrect information provided may result in a customer’s insurance provider invalidating the quote which has been given or may lead to an insurance policy being cancelled at a later date.
  • third party credit providers at customer request where the customer has been unsuccessful in applying for personal lending services and/or product(s); in which case third party credit providers will become the relevant data controller
  • credit and fraud agencies (including Call Credit, Equifax and Cifas) to help make decisions for credit and credit related services, and to manage customer accounts
  • for motor related insurance proposals and validating claims (which may flag up whether a customer is linked financially to another individual); and
  • fraud prevention, debtor tracing, debt recovery, and to check customer identity to prevent money laundering;
  • law enforcement bodies in order to comply with any legal obligation or court order

Retention of Your Personal Information

The personal information that all customers provide will be retained by us in accordance with applicable laws. However, we will take reasonable steps to destroy or de-identify personal information we hold if it is no longer needed for the purposes set out in this policy.

Sensitive Personal Data

Sensitive personal data includes information about an individual's health and other categories of personal information which are closely protected (e.g. criminal convictions). We do not generally process such information, unless a customer has voluntarily provided that information to us (for example, where a customer has notified us of a health issue that would mean they would be classed as a 'vulnerable customer' i.e. if a customer, due to their personal circumstances or personal characteristics, are especially vulnerable to financial detriment).

Customers agree that, to the extent that they have provided us with sensitive personal data, they have provided it voluntarily and agree that we can use any sensitive personal data that they have provided us to deliver products or services to them and/or determine their fitness to avail themselves of our products or services. Where possible we shall seek to minimise the collection and use of such sensitive personal data.

Credit Checking and Automated Decision Making

We carry out identification and verification and anti-money laundering checks when an application is made for any of our products and/or services. We carry out bankruptcy checks on powers of attorney. In addition, should a customer apply for a credit product (and at any time whilst they are a customer), we may use a credit scoring system and may search their records, including fraud prevention databases at credit reference agencies. We will monitor and record information relating to customers credit performance and such records may be shared with credit reference agencies in order to assess future applications for credit by the customer or other members of their household and for fraud prevention. Any searches will be recorded by the credit reference agencies and will be seen by other organisations making later searches. Any information a customer discloses that is false or inaccurate will also be recorded by the credit reference agency.

Whenever fraud prevention agencies transfer customer personal data outside of the European Economic Area, they impose contractual obligations on the recipients of that data to protect customer personal data to the standard required in the European Economic Area. They may also require the recipient to subscribe to ‘international frameworks’ intended to enable secure data sharing.

Credit scoring is an automated decision. The decision on the provision of credit provided by one of our lenders is subject to the use of credit scoring, however it is also subject to a manual assessment, however if we were to reject an application solely on the basis of a credit scoring system, a customer can request human intervention and ask us to reconsider the application.

Third Party Websites

This website may contain links to other websites. We accept no responsibility or liability for the content of other websites which are not under our strict control, in particular, we are not responsible for the protection and privacy of any information which a customer provides whilst visiting other websites and such sites are not governed by our Privacy Statement.

Email

Emails sent via the internet can be subject to interception, loss or possible alteration, therefore we cannot guarantee their security. Although we will do our best to protect all personal information, we cannot guarantee the security of all data sent by email and therefore will have no liability to a customer for any damages or other costs in relation to emails sent by a customer to us via the internet. If you would like to contact us, please use our contact us page.

Children's Privacy

It is highly unlikely that we will target particular products at a different age group, the Website is not intended for use by individuals under the age of 18 without the agreement and involvement of a parent or guardian. We do not knowingly collect personal information from individuals under the age of 18.

Keeping Your Information Secure

We invest appropriate resources to protect all personal information, from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based site can be 100% secure and we cannot be held responsible for unauthorised or unintended access that is beyond our control.

Updates

We will keep this Privacy Statement under review and make updates from time to time. Any changes to this Privacy Statement will be made public, the Website should be checked for periodic changes. If anyone does not accept the amended Privacy Statement, they should stop using the Website; this may affect our ability to provide certain products and services to a customer. Please see the section regarding Your Rights for further information regarding continued processing.

Cookies

Our website uses cookies (including Google Analytics cookies to obtain an overall view of visitor habits and visitor volumes to our Website). See our "Cookies" page for full details.

Security of Personal Information

No method of safeguarding information is 100% secure. Quorum Fleet Solutions uses a variety of security technologies and procedures to help protect all personal information from unauthorised access, use or disclosure. Quorum Fleet Solutions secures the personally identifiable information provided on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure. When personal information (such as a credit card number) is transmitted to other websites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

Your Rights

All customers have the right to request copies of certain personal information within our custody and control and details of how we use that information. If a customer thinks any of the personal information we hold about them is inaccurate, they may also request it is corrected or erased. Customers also have a right, in certain circumstances, to require us to stop processing their personal information and/or to withdraw their agreement to processing based on 'consent', but this does not apply where we have other legal justifications to continue processing their data or an overriding legitimate interest (i.e. where processing is necessary for the performance of a contract).

Complaints Process

If a customer has a complaint about how we have handled their personal information a customer may contact us using the details below and we will investigate the complaint. All customers also have the right to lodge a complaint with a supervisory authority (i.e. the ICO) once they have tried to resolve the issue with us. See our "Complaints" page for more information

Contact

If customers have any questions about this Privacy Statement, or they think we have incorrect information or would like a copy of the information we hold about them, it may be requested details. The request should be made in writing to: The Data Protection Officer, Quorum Fleet Solutions, Hartlepool Innovation Centre, Hartlepool, TS25 5TG