Unit 17, Thornhill Road, Redditch, B98 9ND
Mon – Fri : 9am – 4pm, Sat : 9am – 1pm
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info@vw-retrofit.co.uk
01527 757270
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Privacy Policy

Last updated: 11 October 2026

This policy explains how VW RETROFIT LTD uses personal information when you visit www.vw-retrofit.co.uk, contact us, buy from our online shop or arrange work at our workshop.

Who is responsible for your information?

VW RETROFIT LTD is the data controller for the customer information described in this policy. Our company number is 13597247. You can contact us at Unit 17, Thornhill Road, Redditch, B98 9ND, United Kingdom, or email info@vw-retrofit.co.uk.

Information we collect

  • Enquiries and workshop services: your name, email address, telephone number, vehicle identification number (VIN), vehicle details, requested work, fault details and correspondence you provide.
  • Orders and accounts: billing and delivery details, purchased products or services, order value, payment status and transaction references, account details and correspondence about your purchase.
  • Bookings: the agreed appointment date and time, booked workshop hours, booking fee, acceptance of booking conditions and communications about the appointment, including reminders.
  • Website operation and security: technical information such as IP address, browser and device details, requested pages, timestamps and security logs.
  • Optional analytics: when you allow Statistics cookies, information about pages visited, referral sources, approximate location, device type, interactions with contact links and forms, and shopping activity. Cookie identifiers can distinguish a browser; this information is not necessarily anonymous.

We receive information directly from you through our website, email, telephone and workshop communications. Payment providers also send us transaction confirmations. Please do not send card numbers, passwords or unnecessary sensitive information in contact forms or email.

Why we use your information and our lawful bases

  • Contract or steps you request before a contract: checking vehicle compatibility, preparing quotations, arranging appointments, processing purchases and booking fees, providing services, dispatching goods where applicable, and sending order or appointment information.
  • Legal obligation: keeping required accounting and tax records and responding to lawful requests.
  • Legitimate interests: operating and securing our website and business, preventing fraud and misuse, handling general enquiries, and managing complaints, warranty matters and legal claims. These interests are considered alongside your privacy rights.
  • Consent: optional Statistics cookies and related website analytics. You can withdraw this consent using Cookie Preferences.

Required checkout and enquiry fields help us fulfil your request. If you do not provide the necessary contact, vehicle or order details, we may be unable to quote accurately, process your order or arrange the work. Accepting optional analytics is not required to enquire, book or purchase. Service emails and appointment reminders relate to your transaction; they are not marketing subscriptions.

Our shop and payments

Our online shop uses WordPress and WooCommerce. Card payments are processed through Square. Information needed to complete a payment, such as billing details, transaction amount and payment credentials, is processed by the payment provider. Our order records contain payment status and transaction information rather than your full card number or card security code. See Square’s privacy notice for its processing of customer transaction information.

Cookies and your choices

We use WPConsent to provide our cookie banner and remember your choices.

  • Essential cookies: support functions such as the basket, checkout, account login, security and remembering cookie preferences. These are used where necessary for the service you request.
  • Statistics cookies: support Google Analytics 4 and are optional. Our analytics configuration requires Statistics consent for analytics cookie storage.

You can accept or reject optional cookies in the banner. To change your choice later, open the Cookie Preferences button on the website, change the Statistics setting and save your preferences. Withdrawing consent does not affect processing that lawfully occurred before withdrawal. You can also remove cookies through your browser settings, although blocking essential cookies may affect the shop.

The preference cookie is currently listed with a 30-day duration. Google Analytics visitor and session-state cookies are listed with durations of up to two years. Cookie durations and analytics data retention are different: cookies may expire earlier if removed, and their expiry may be refreshed when you return. The cookie preferences panel provides the current information about the cookies listed there.

Google Analytics and other Google services

We use Google Analytics 4 to understand how visitors find and use our site, including contact interactions and shopping activity. We use reports to improve the site and assess enquiries and purchases. We do not intentionally send contact-form messages, names, email addresses or full payment details to Analytics. Email and selected URL-parameter redaction are enabled as additional precautions; they are not a substitute for limiting the information collected.

Our current GA4 settings retain event-level data for two months and user-level data for 14 months, with the user-data retention period reset by new activity. These settings do not set an expiry for all aggregated reports.

Our contact page uses Google reCAPTCHA for spam protection and provides Google Maps features for workshop location and directions. These services can process technical information such as your IP address and browser details when they load or you interact with them. Following a Google Maps link takes you to Google’s service. See Google’s Privacy Policy and how Google uses information from sites that use its services.

Who receives information?

Information may be processed by providers supporting our website hosting, WordPress/WooCommerce operation, security, backups, email delivery and business administration; Square for payments; Google for the services described above; delivery providers when goods are shipped; and our professional advisers where needed for accounting or legal matters. We share information relevant to their role. We may also disclose information where required by law or necessary to establish or defend legal claims.

International processing

Some service providers, including Google and Square, operate internationally and may process information outside the UK, including in the United States. Their privacy notices describe their locations and transfer arrangements. Google describes its use of adequacy mechanisms, including the UK Extension to the EU–US Data Privacy Framework, and standard contractual clauses in its data transfer framework information. You can contact us for information about the safeguards relevant to information we share with a provider.

How long information is kept

Retention depends on the purpose and type of record. Enquiry and quotation information is kept for as long as needed to deal with the enquiry and related follow-up. Booking, service and correspondence records are kept where needed to deliver the work and handle warranty matters, complaints or claims. Required accounting and tax records must be retained for the applicable statutory period; for company accounting records this is generally six years from the end of the financial year they relate to, and longer in specified circumstances.

Website account and order data is also subject to the shop’s configured cleanup rules. Removing or anonymising shop data does not necessarily remove separate invoices, payment-provider records, correspondence or backups that remain necessary for another purpose. Security and technical records are retained according to the operational or security need. Analytics retention is described above. Where no fixed period applies, we consider whether the purpose is complete, legal requirements, outstanding disputes and whether identifiable information remains necessary.

Your data protection rights

Depending on the lawful basis and circumstances, you may request access to your personal information, correction of inaccurate information, erasure, restriction of processing or transfer of information in a portable format. These rights are not absolute; for example, some records may need to be kept to meet legal obligations or handle claims.

You have the right to object to processing based on legitimate interests. You also have the right to object to direct marketing. Where we rely on consent, you may withdraw it at any time. For requests about your information, email info@vw-retrofit.co.uk. We may need to verify your identity before responding.

If you are unhappy with how your information is handled, please contact us. You can also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or telephone 0303 123 1113.

Changes to this policy

We may update this policy when our services, website or data-processing practices change. The date above identifies the latest version. This privacy policy explains data use; it does not replace our separate service, booking or refund conditions.