Privacy Policy
Rutland Mechanic Services
Last updated: 10 October 2026
At Rutland Mechanic Services, we take your privacy seriously and are committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your information when you visit our website, contact us or use our services.
1. Who We Are
Rutland Mechanic Services is an independent, family-run garage based in Oakham, Rutland.
The business is owned and operated by Ben Sugars, trading as Rutland Mechanic Services, as a sole trader.
Ben Sugars is the data controller responsible for the personal information processed by the business.
Website: www.rutlandmechanic.co.uk
Email: info@rutlandmechanic.co.uk
Telephone: 07492 190017
Location: Oakham, Rutland, United Kingdom.
2. Information We Collect
When you contact us, request a quotation or use our services, we may collect:
- Your name and contact details, including telephone number and email address.
- Your vehicle registration, make, model and relevant vehicle details.
- Your collection or delivery address, where applicable.
- Details of enquiries, quotations, appointments and repairs.
- Vehicle photographs, diagnostic information and service history.
- Payment, invoice and transaction records.
- Messages, photographs or documents submitted through our website, WhatsApp or email.
- Technical information about website visits, where collected through cookies or similar technologies.
We aim to collect only the information reasonably necessary to provide our services and operate the business.
3. How We Use Your Information
We use personal information to:
- Respond to enquiries and provide quotations.
- Arrange vehicle servicing, MOTs, diagnostics and repairs.
- Contact customers regarding bookings and vehicle updates.
- Arrange vehicle collection and delivery.
- Prepare invoices, maintain accounting records and process payments.
- Manage warranties, complaints and customer service enquiries.
- Meet our legal, financial and regulatory obligations.
- Maintain the security and functionality of our website.
We do not sell customer information to third parties.
We do not automatically subscribe customers to marketing emails when they request a quotation.
4. Legal Basis for Processing Information
Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases where appropriate:
Contract: To provide quotations, arrange bookings and carry out services requested by customers, including steps taken before entering into a contract.
Legal obligation: To maintain records required for taxation, accounting and other legal responsibilities.
Legitimate interests: To manage customer communications, maintain relevant service records, improve business operations, prevent fraud and handle disputes.
Consent: Where required for optional marketing activities or the use of certain website technologies.
Where we rely on legitimate interests, we consider those interests alongside the rights and freedoms of individuals.
5. Sharing Personal Information
We may share relevant information with trusted third-party service providers where necessary to operate our business.
These may include:
- GoDaddy: Website hosting and contact forms.
- WhatsApp: Customer communications.
- Xero: Accounting, invoices and financial records.
- Email service providers: Business correspondence.
- Google and website review providers: Displaying customer reviews and supporting website functionality.
- Professional advisers or authorities: Where required for legal, accounting or regulatory purposes.
We only share information where there is an appropriate business or legal reason to do so.
We do not sell or trade personal information.
6. How Long We Keep Information
We retain personal information only for as long as reasonably necessary.
Customer enquiries and quotation requests are kept while required for communication, follow-up or the handling of disputes.
Vehicle servicing and repair records may be retained for warranty purposes, service history, customer support and potential legal claims.
Accounting and taxation records are retained for the periods required by HM Revenue & Customs. For sole traders, this will generally be at least five years after the 31 January tax return submission deadline for the relevant tax year.
Where information is no longer required, we take appropriate steps to delete or securely dispose of it.
7. Protecting Your Information
We take reasonable technical and organisational precautions to protect personal information against unauthorised access, accidental loss, misuse or disclosure.
Access to customer information is limited to those who need it for legitimate business purposes.
We use third-party services to support our operations and take appropriate steps to manage associated data protection risks.
8. International Data Transfers
Some of our website, communications and accounting providers may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we take appropriate steps to ensure the transfer complies with applicable UK data protection requirements, including using recognised adequacy arrangements or appropriate contractual safeguards where required.
Further information may be requested using the contact details provided in this policy.
9. Cookies and Website Information
Our website is hosted through GoDaddy and may use cookies or similar technologies to support website functionality, security and visitor preferences.
Additional technologies may be used by integrated services, such as customer review displays or website analytics, depending on the features enabled.
Where consent is legally required, visitors should be given an appropriate choice before those technologies are used.
Some limited uses may qualify for legal exemptions, subject to applicable conditions.
Visitors can manage cookies through their browser settings and any cookie controls provided on our website.
10. Your Data Protection Rights
Under UK data protection law, you may have the right to:
- Request access to personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of personal information in certain circumstances.
- Request restrictions on how information is processed.
- Object to processing based on legitimate interests.
- Request transfer of your information where applicable.
- Withdraw consent where processing relies on consent.
These rights are subject to applicable legal conditions and exemptions.
To exercise your rights, please contact us at:
info@rutlandmechanic.co.uk
We will consider and respond to requests in accordance with applicable data protection law.
11. Third-Party Websites and Social Media
Our website may contain links to external platforms, including Facebook, Instagram, Google and WhatsApp.
These services operate under their own privacy policies and may collect information independently when you use their platforms.
We recommend reviewing their privacy information before providing personal details.
12. Complaints
If you have any concerns about how your personal information is handled, please contact us first so we can investigate.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Website: www.ico.org.uk
13. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, website technology, business practices or legal obligations.
Any updated version will be published on our website with a revised date.
14. Contact Us
For any questions about this Privacy Policy or the way we handle personal information, please contact:
Ben Sugars
Trading as Rutland Mechanic Services
Oakham, Rutland, United Kingdom
Telephone: 07492 190017
Email: info@rutlandmechanic.co.uk
Website: www.rutlandmechanic.co.uk