1. Who we are and how to contact us
Mallory Motorcycles Ltd is the controller of the personal information covered by this policy. This means we decide how and why it is used.
Mallory Motorcycles Ltd is authorised and regulated by the Financial Conduct Authority as a credit broker, not a lender (firm reference number 1037062). This policy does not replace the separate information notices, terms or privacy notices supplied by a finance provider, insurer, warranty provider or other third party.
2. Information we collect
We only collect information relevant to the service you ask us to provide. Depending on how you interact with us, this may include:
Identity and contact details
Name, title, address, postcode, email address, telephone number and preferred method of contact.
Motorcycle details
Registration number, make, model, year, colour, mileage, condition, service history, valuation details, part-exchange details and related photographs or notes you provide.
Finance information
Information provided in a finance application, such as date of birth, address history, employment and income information, bank details, licence information and the motorcycle you are considering.
Website and security data
IP address, browser and device information, pages or forms used, timestamps, security information and reCAPTCHA verification information needed to protect our forms and systems.
Information from other sources
When you enter a registration number in our Sell Your Bike service, we may obtain limited vehicle information from Vehicle Data Global, including the make, model, year and colour returned for that registration. We may also receive information from a lender, broker, delivery provider, warranty provider or other service partner where this is necessary to progress a request you have made or where you have authorised the sharing.
Special category information
Some finance-related information may reveal or relate to health, disability or benefit status. We do not need this information for ordinary website enquiries. Where it is relevant to a finance request, we will explain why it is needed and seek the additional permission or other legal condition required before using or sharing it. Please do not include medical or other sensitive personal information in a general website enquiry unless we have specifically asked for it.
3. Why we use your information and our lawful bases
Data-protection law requires us to have a lawful basis for each use of personal information. The table below summarises the main reasons we use it.
| What we do | Information used | Lawful basis |
|---|---|---|
| Respond to an enquiry, valuation, part-exchange or delivery request | Contact and motorcycle details | Taking steps at your request before entering a contract; our legitimate interests in responding to genuine customer requests and running our business. |
| Sell, prepare, deliver or support a motorcycle purchase | Contact, transaction, motorcycle, payment and service information | Performance of a contract; compliance with legal obligations; legitimate interests in customer service, administration and record keeping. |
| Consider an initial finance application and, if you choose to proceed, introduce you to a relevant finance provider or broker | Finance, identity, address, employment, income, bank and licence information | Taking steps at your request before a contract; our regulatory and legal obligations; legitimate interests in providing the finance service. Any special category information requires an additional condition, such as explicit consent, where applicable. |
| Prevent fraud, spam and misuse of our forms | Technical, security and form-submission information | Our legitimate interests in protecting customers, staff, systems and services; and legal obligations where applicable. |
| Send marketing communications | Contact and marketing-preference information | Your consent, or another basis permitted by the Privacy and Electronic Communications Regulations and data-protection law. You can opt out at any time. |
| Meet legal, tax, regulatory, accounting and dispute-management requirements | Relevant transaction, finance, communication and identity information | Compliance with legal obligations; establishment, exercise or defence of legal claims; and our legitimate interests in responsible business administration. |
Where we rely on legitimate interests, we balance those interests against your rights and expectations. You may object to processing based on legitimate interests; see Your rights below.
5. International transfers
Some of our technology providers may process information outside the UK. For example, Google services can involve international processing. Where a transfer is made to a country that is not recognised as providing an adequate level of protection, we will use an appropriate safeguard, such as the UK International Data Transfer Agreement, the UK Addendum to standard contractual clauses, or another transfer mechanism permitted by UK data-protection law. You can ask us for further information about the safeguard relevant to your information.
6. How long we keep information
We keep personal information only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, regulatory and reporting requirements. We may retain it for longer where a complaint, dispute, investigation or legal claim is reasonably anticipated.
| Record type | Usual retention approach |
|---|---|
| General enquiries and valuation requests | Up to 24 months after our last meaningful contact, unless a sale, complaint or other requirement means longer retention is necessary. |
| Sales, part-exchange, delivery and customer-service records | Normally six years after the end of the transaction or relationship, to meet tax, accounting, warranty, contractual and legal requirements. |
| Finance application and related compliance records | Normally up to six years after the application or the end of the relevant relationship, subject to FCA, lender, legal, complaint-handling and limitation requirements. |
| Security and technical logs | Normally up to 12 months, unless needed to investigate a security incident, fraud or misuse. |
| Marketing preferences | For as long as you remain subscribed, plus a limited suppression record so we can respect an opt-out request. |
These are retention guidelines, not a promise that every record will be kept for the same period. We review retention periodically and securely delete or anonymise information when it is no longer needed.
7. Keeping information secure
We use appropriate organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, alteration, disclosure or misuse. Access is limited to people and providers who need it for a legitimate business purpose. Finance applications are handled as confidential information and are not deliberately stored as a website record once submitted; they are sent to the approved mailbox or delivery service used for that process.
No internet transmission or storage system can be guaranteed completely secure. Please take care when using public devices or networks, and contact us promptly if you believe your information or our communications have been compromised.
8. Cookies, similar technologies and reCAPTCHA
We use essential website technologies to make the site work, maintain security and remember certain technical settings. We may also use Google reCAPTCHA v3 to help distinguish genuine users from automated abuse when forms are submitted. reCAPTCHA is subject to Google’s Privacy Policy and Terms of Service.
Our Cookie Policy provides more information about cookies and how to manage them. Where consent is required for non-essential cookies or similar technologies, we will ask for it before setting them.
9. Finance applications and credit decisions
Submitting our website finance application is not a credit decision and does not itself make a credit search. We use the information to review your request and discuss possible next steps. If you choose to proceed to a lender or broker, that organisation will explain its own privacy information, any credit-search activity and the information it requires.
Mallory Motorcycles does not make solely automated decisions about you that have legal or similarly significant effects. A finance provider may use automated tools or profiling as part of its own assessment; its privacy notice should explain that processing and your rights in relation to it.
10. Your data-protection rights
Subject to legal conditions and exemptions, you may have the right to:
- ask for access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information where there is no good reason for us to continue using it;
- ask us to restrict our use of information in certain circumstances;
- object to processing based on legitimate interests, including direct marketing;
- ask for a copy of information you provided to us in a portable format in certain circumstances; and
- withdraw consent at any time where we rely on consent. Withdrawal will not affect processing already carried out before it was withdrawn.
To exercise a right, email sales@mallorymotorcycles.com with “Privacy Request” in the subject line. We may need to verify your identity before acting on a request. We will respond within the time required by law, normally one month.
11. Marketing
We may contact you about motorcycles, services or offers only where permitted by law. You can opt out of email marketing at any time using an unsubscribe link or by contacting us. If you ask not to receive marketing, we may still keep limited information to make sure we honour that request and may still contact you about an existing transaction, safety issue, service, warranty or other non-marketing matter.
12. Third-party links and social media
Our website may link to third-party websites, social-media platforms, Google services, finance providers, comparison services and other partners. Those sites are not controlled by us and have their own privacy policies. Please read those policies before providing information to them.
13. Questions, concerns and complaints
Please contact us first if you have a question or concern about how we use your information. We will work to resolve it promptly.
14. Changes to this policy
We may update this policy when our services, suppliers, legal obligations or data practices change. We will publish the current version on this page and update the “Last updated” date. Please check this page periodically, particularly before providing a finance application or other detailed information.