HCVA Privacy Policy
Last updated 17th January 2024
This privacy policy sets out how Historic & Classic Vehicles Alliance Limited (“HCVA”, “us”, “we”, “our”) respect your privacy and are fully committed to keeping safe any personal information that you choose to give us.
We are operating an ‘opt in’ system of collecting personal information where you can specify exactly how you would like us to contact you, or not, in the future. This policy explains how we collect, store and use this personal information, how we will keep it safe and how long we will keep it.
This privacy policy should be read in conjunction with our Data Protection (GDPR) Policy.
If you have any questions or concerns about data privacy, you can get in touch with us in the following ways:
By Post:
Historic & Classic Vehicles Alliance Ltd, Bicester Heritage, Buckingham Road, Bicester, Oxfordshire, OX27 8AL
By Email:
team@hcva.co.uk
By Telephone:
01869 934525
If you choose to subscribe to our newsletter, we will send you details of special offers, new products and promotions by email, usually once a month. We won’t bombard you with messages and you can unsubscribe at any time by clicking on the link at the bottom of the email or contacting shan@hcva.co.uk. We pay a company called Mailchimp to manage our email list, distribute emails and keep our toes on the line with all current email marketing legislation.
The HCVA is a not-for-profit organisation registered in England and Wales our company number is 13267010 and exists to represent the collective voice of the hundreds of SME’s who provide services across the historic and classic vehicle sector, supported by the individuals and enthusiasts who rely on them.
The HCVA relies on membership fees to fund its work and therefore collects data to process membership applications and payments to support its work.
Lawful basis for collecting and storing personal data
In accordance with European General Data Protection Regulation (GDPR) the lawful basis by which we collect and store personal data is;
1. Consent – you have given us your information and permission to record it.
2. Contract – you have purchased a membership and we have collected your data in order to supply it.
3. Legitimate interests – processing of your data is necessary for your legitimate interests in classic vehicles and/or the classic vehicle sector.
The following table provides examples of the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
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Purpose
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Data (key elements)
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Basis
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Purpose
Enquiring about our organisation and its work.
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Data (key elements)
Name, email, address, phone, message
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Basis
Legitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect.
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Purpose
Subscribing to newsletter updates about our work
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Data (key elements)
Name, email
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Basis
Consent - you have given your active consent.
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Purpose
Purchasing membership
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Data (key elements)
Name, email, address, phone, payment information, date of birth (under 21’s only)
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Basis
Legitimate interests - this information is necessary for us to fulfil your intention of joining the HCVA and your expectation of receiving a confirmation message
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Purpose
Surveys
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Data (key elements)
Name, email, address, phone, payment information
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Basis
Legitimate interests - this information is necessary for us to generate anonymised summaries of responses to inform our reporting and lobbying efforts and to understand the priorities and needs of our Members
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Purpose
Making a donation
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Data (key elements)
Name, email
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Basis
Legitimate interests - this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message
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Purpose
Website functionality
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Data (key elements)
Website activity collected through cookies
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Basis
Legitimate interests - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect
How we collect your data
We collect your data directly. You may give us your data to enquire about our work, sign up for our newsletter, become a member or share information with us. This may be by phone, by email or by completing a form on our website.
What information do we collect and how do we use it?
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the 'lawful basis’ section above.
For example, we may use your personal information to:
reply to enquiries you send to us;
handle donations or other transactions that you initiate;
where you have specifically agreed to this, send you marketing communications
by email relating to our work which we think may be of interest to you.
All of our forms have clear preferences for contacting you. If you don’t want to hear from us then please let us know when you provide your data or contact us at 01869 934525 or email us at team@hcva.co.uk
Updates about our work
If you want to receive updates from us, we will collect:
Your name
E-mail address
We will use your data to:
Send promotional material about our activities, services, ways you can support the HCVA or other information which we think you may find interesting, using the contact details which you have provided.
Keep a record of your relationship with us.
All of our marketing/promotional information will have clear information on how to opt out. If you no longer wish to hear from us, then just let us know by following the options on the material you have received or email us at team@hcva.co.uk
The lawful basis for processing this data is ‘Legitimate Interests’.
Purchasing Membership
If you wish to become a member of the HCVA we will collect:
Your Name
Address
Phone Number
Email Address
Date of Birth – if applying for under 21’s membership only
Payment details – we do not hold these details; they are processed on our behalf by our trusted payment processors.
We will use your data to:
Process your membership application.
Send you exclusive membership offers and opportunities.
Send promotional material about our activities, services, ways you can support the HCVA or other information which we think you may find interesting, using the contact details which you have provided.
Keep a record of your relationship with us.
Understand how we can improve our services, products, or information.
The lawful basis for processing this data is ‘Legitimate Interests’.
Surveys
From time-to-time, we may invite members and / or non-members to submit information to be used in our campaigns. We may need to collect:
Your Name
Address
Phone Number
Email Address
Vehicle information
We will use this data to:
Generate anonymised summaries of responses
Inform our reporting and lobbying efforts
Understand the priorities and needs of our Members
The lawful basis for processing this data is ‘Legitimate Interests’.
Donations
If you wish to donate to the HCVA we will collect:
Your Name
Address
Phone Number
Email Address
Payment details – we do not hold these details; they are processed on our behalf by our trusted payment processors
We will use your data to:
Process your donation.
Send promotional material about our activities, services, ways you can support the HCVA or other information which we think you may find interesting, using the contact details which you have provided.
Keep a record of your relationship with us.
Understand how we can improve our services, products, or information.
The lawful basis for processing this data is ‘Legitimate Interests’:
Website analytic data
We also gather information on how our website is used, such as which pages are visited most. In this respect, we use aggregated information which is anonymous and does not identify individual visitors to our websites.
We may also track which pages users visit when they click on links in HCVA emails. We use this website information to personalise and improve the way our website is presented, and the information provided to ensure we provide the best service for users.
Third-party disclosure
We do not sell, trade or otherwise transfer to outside parties your Personally Identifiable Information.
How long we keep your information
We take all reasonable steps to retain your personal information only for as long as reasonably necessary. In some cases, the retention periods are governed by law, and in other cases by best practice recommendations.
Personal information that we no longer need is securely disposed of and/or anonymised.
We will take all reasonable steps to ensure that your information is treated securely and in accordance with this Privacy Policy.
Security
The HCVA take the security of your personal information extremely seriously and we've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Online - When our registration form asks users to enter information, that information is encrypted and protected with the best encryption software in the industry – SSL.
Offline/paper - your personal information is kept securely in our database and offices.
When you make a purchase from our website, and choose to pay by credit or debit card we use a reputable third-party payment provider - Stripe. Your payment details will be entered directly and securely on Stripe, which will use those details to verify and authorise your payment. Stripe is obliged under PCI-DSS legislation to keep your personal information private and secure. Stripe has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1.
When you make a purchase from our website and choose to pay direct debit either monthly or annually we use a reputable third-party payment provider - GoCardless. Your details will be entered directly and securely on GoCardless, which will use those details to set up and verify your direct debit instruction. GoCardless is obliged under GDPR legislation to keep your personal information private and secure. GoCardless is registered with the UK Information Commissioner’s Office under registration number ZA024862 and has been ISO 27001 certified and is routinely audited by an independent third party to ensure continued compliance with the certification.
Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, or the privacy practices employed by other sites. Please be aware that websites that have links from our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites.
Use of “cookies”
Cookies and how they benefit you.
Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us:
Make our website work as you’d expect
Improve the speed/security of the site
Continuously improve our website for you
Make our marketing more efficient (ultimately helping us to offer the service we do at the price we do)
We do not use cookies to:
Collect any personally identifiable information (without your express permission)
Collect any sensitive information (without your express permission)
Pass data to advertising networks
Pass personally identifiable data to third parties
You can learn more about all the cookies we use below
Granting us permission to use cookies
If the settings on the software that you use to view our website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove cookies from our site you can, however doing so will likely mean that our site will not work as you would expect.
More about our Cookies
Anonymous Visitor Statistics Cookies
We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology they are using (e.g. Mac or Windows which helps to identify when our site isn’t working as it should for particular technologies), how long they spend on the site, what page they look at etc. This helps us to continuously improve our website. These so-called “analytics” programs also tell us, on an anonymous basis, how people reached this site (e.g. from a search engine) and whether they have been here before helping us to put more money into developing our services for you instead of marketing spend.
Google Analytics
This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the HCVA website analyse how Users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.
Google will use this information to evaluate your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.
Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however, please note that if you do this you may not be able to use the full functionality of our website.
Your Rights
Under the Data Protection Act 2018 you have the following rights:
Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data.
Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.
Personal Data Erasure Right – Known as the right to be forgotten. In certain circumstances, you may request that we erase your personal data held by us.
Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example, if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest.
Data Portability Right – You have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances.
Right to Withdraw Consent at any time
Where we use your personal information based on your prior consent, such as where you have given us permission to send you marketing communications by email, mobile messaging and by direct message on social media, you can withdraw your consent at any time by contacting us.