Privacy Policy

KB Repairs Ltd ("we," "us," or "our") aims to respect your privacy and protect personal data where reasonably practicable. This Privacy Policy outlines how we may collect, use, store, and handle your personal information when you use our repair services, visit our website, or interact with us.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, KB Repairs Ltd acts as the Data Controller.

1. Information We May Collect

We may collect, store, and transfer various types of personal data about you, which we group as follows:

  • Identity Data: Title, full name, or salutation.

  • Contact Data: Postal address, email address, and telephone numbers.

  • Vehicle Data: Vehicle Registration Mark (VRM), Vehicle Identification Number (VIN), make, model, age, mileage, and photographs or video footage of vehicle damage.

  • Financial Data: Payment details, VAT liability details, and insurance excess amounts.

  • Insurance & Claim Data: Insurer details, policy numbers, claim reference numbers, accident details, and relevant third-party information.

  • Technical Data: IP address, browser type, time zone settings, and general location data collected during website visits.

  • Marketing & Communications: Your preferences regarding communication channels and receiving news or updates from us.

2. How We Collect Your Information

We may gather data through various methods, including:

  • Information you provide when requesting estimates, booking repairs, submitting forms, or communicating with us by phone, email, or post.

  • Information provided by your insurer, claims management company, breakdown and recovery service, or fleet operator to facilitate repair work.

  • Technical data collected automatically when browsing our website through standard cookies or similar tracking tools.

3. Lawful Grounds & How We Use Your Data

We process personal data where permitted under UK law. Most commonly, we rely on the following legal bases:

  • To process repair estimates, perform vehicle repairs, manage claims, and collect payments.

  • To maintain financial and accounting records for HMRC, issue VAT invoices, or inform the DVLA of write-offs when required.

  • To run our business efficiently, maintain service quality, protect against fraud, and manage potential legal claims.

  • Where you have explicitly given permission (for example, opting into specific marketing communications). You may withdraw consent at any time.

4. Third-Party Data Sharing

Where necessary for operational or legal reasons, we may share relevant personal data with:

  • Insurers & Claim Handlers: To obtain repair authorisations, verify claims, and coordinate payments.

  • Parts Suppliers & Manufacturers: To source correct replacement parts using your vehicle’s VIN or VRM.

  • Sub-contracted Specialists: Trusted third-party technicians (such as wheel refurbishers, glass specialists, or diagnostic technicians) needed to complete specific work.

  • IT & Software Providers: Third-party IT hosting and management services that support our operational systems.

  • Regulatory & Legal Authorities: HM Revenue and Customs (HMRC), the DVLA, law enforcement, or regulatory bodies where required by law.

We endeavour to work with third parties who respect data privacy laws; however, KB Repairs Ltd does not accept liability for independent third-party processing actions outside our direct control.

5. Security & Data Retention

We aim to implement appropriate physical, technical, and organisational measures to help protect personal data against accidental loss, unauthorised access, or misuse.

We retain personal data only for as long as reasonably necessary to fulfil repair contracts, comply with legal obligations (such as keeping accounting records for up to 6 years), handle warranty queries, or defend legal claims.

6. Your Legal Rights

Under UK data protection laws, you have rights regarding your personal information, subject to certain exceptions and legal limitations:

  • Access: Request a copy of the personal data we hold about you.

  • Correction: Request correction of inaccurate or incomplete data.

  • Erasure: Request deletion of your data where there is no legal reason for us to keep it.

  • Restriction or Objection: Ask us to pause or object to data processing based on legitimate interests.

  • Data Transfer: Request the transfer of your data to another service provider where technically feasible.

To exercise any of these rights, please contact us. We may request proof of identity before responding. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO), though we encourage contacting us first so we can address your concerns directly.

7. Policy Changes

We may update this Privacy Policy periodically to reflect changes in law, regulation, or internal operational processes.