Privacy Notice.

Rocket Refinishing
Vehicle Repair Specialists
Unit G, Forstal Business Park
Maidstone Road
Paddock Wood, Kent
TN12 6PY

Telephone: 01732 810497
Email: Info@rocketrefinishing.co.uk
Website: rocketrefinishing.co.uk

Rocket Refinishing is the controller of the personal information covered by this notice.

Depending on your dealings with us, we may collect:

• your name, address, telephone number and email address;
• vehicle registration, make, model, year, colour, VIN and other vehicle information;
• estimates, repair instructions, job details and repair history;
• photographs where required for estimating, identification or repair purposes;
• invoices, payments, account information and statements;
• insurer details, claim references, policy excess information and other information required to administer an insurance repair;
• communications between you and Rocket Refinishing; and
• other information you provide that is reasonably necessary for us to provide our services.

For trade and account customers, we may also hold account contacts, account references, payment terms and associated account records.

Most personal information is provided directly by you when you contact us, request an estimate, arrange a repair, bring a vehicle to us or communicate with us.

We may also receive relevant information from third parties such as insurers, claims representatives, vehicle-information providers, trade or account customers, suppliers and other organisations involved in a repair or claim.

We use personal information where necessary to:

• respond to enquiries and prepare estimates;
• arrange, carry out and record vehicle repairs;
• identify vehicles and maintain repair histories;
• communicate with you about your vehicle or repair;
• obtain parts and arrange specialist services;
• administer insurance repairs and claims;
• issue invoices, record payments and administer customer accounts;
• provide warranty and aftercare support;
• deal with complaints, queries and disputes;
• maintain appropriate business and accounting records;
• protect our business, customers and computer systems; and
• comply with legal, tax, accounting and regulatory requirements.

Depending on the circumstances, we process personal information because it is necessary:

To enter into or perform a contract with you – for example, providing an estimate, arranging and carrying out a repair and administering payment.

To comply with a legal obligation – including relevant tax, accounting and regulatory requirements.

For our legitimate interests – including operating and protecting our vehicle-repair business, providing customer service, maintaining appropriate repair and business records and establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we consider whether the processing is necessary and balance those interests against your rights and interests.

We may use a vehicle-information service to obtain vehicle details using a vehicle registration number.

Where our registration-photo facility is used, a photograph may be processed using an AI-assisted service to identify the vehicle registration.

The Rocket Refinishing workshop application does not intentionally retain the registration photograph permanently after this process. However, the photograph is transmitted to the technology provider used to perform the recognition.

You can provide the vehicle registration manually instead of using the photograph facility.

We use limited AI-assisted technology for administrative purposes, including identifying a vehicle registration from a photograph and extracting information from supplier documents.

These systems assist with administrative data entry. They are not used to make significant automated decisions about customers, such as whether we will repair a vehicle, what a customer will be charged or whether an insurance claim will be accepted.

Where necessary, we may share personal information with, or allow it to be processed by:

• IT, hosting, database and secure-storage providers;
• authentication and security providers;
• vehicle-information providers;
• technology and AI-processing providers;
• email service providers;
• insurers and claims representatives;
• parts suppliers and specialist repair/service providers;
• accountants and professional advisers; and
• authorities or regulators where required or permitted by law.

We only share information where reasonably necessary for the relevant purpose.

Rocket Refinishing does not sell customer personal information.

Some of the technology providers we use may process or make personal information accessible outside the United Kingdom.

Where this constitutes a restricted international transfer under UK data-protection law, we require an appropriate lawful transfer mechanism or safeguard to be used where required.

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

Our workshop-management system uses authenticated user accounts and role-based access controls. Access to information is restricted according to staff responsibilities, with additional restrictions applying to financial and administrative information.

Documents held within the system are subject to access controls.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable business, accounting, taxation, warranty, contractual, insurance, dispute-resolution and legal requirements.

Different categories of information may therefore be retained for different periods.

Where information is no longer reasonably required, it will be deleted or anonymised where appropriate, subject to any continuing legal or legitimate requirement to retain it.

Depending on the circumstances, UK data-protection law may give you rights including the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• request deletion of your information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to certain uses of your information; and
• request transfer of certain information where the right to data portability applies.

These rights are not absolute and may depend upon the circumstances and the lawful basis on which information is being processed.

Your right to object: where we process your personal information on the basis of legitimate interests, you have the right to object to that processing.

To exercise your rights or ask us about your information, contact:

• Info@rocketrefinishing.co.uk
• 01732 810497

We may need to confirm your identity before acting on a request.

If you have concerns about how Rocket Refinishing uses your personal information, please contact us first so we have an opportunity to investigate and resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.

Information Commissioner’s Office – make a data protection complaint

We may update this Privacy Notice if our business practices, technology or legal obligations change.

The latest version will be available on the Rocket Refinishing website.