Privacy Policy

In accordance with the General Data Protection Regulation (GDPR) which comes into effect on 25th May 2018, this document explains how Cotgrave Service Station Ltd manages personal data relating to its clients.

For the purposes of GDPR and UK data protection laws the Data Controller is Cotgrave Service Station Ltd, Main Road, Cotgrave, Nottingham, NG12 3HQ. Any enquiries may be addressed to

There are six lawful bases for processing personal data, and the relevant basis for Cotgrave Service Station Ltd and their customers are “Contract” and “Legitimate interest” 

At Cotgrave Service Station we treat data privacy very seriously. As part of our commitment to privacy we have updated our privacy policy to reflect the new changes in relation to GDPR. 

We use your data to work for you – primarily providing the professional services you have requested.  

The information we use and where we get it from:

  • Customer contact information: We use names, company names, email, address(es), telephone number(s) and postal address(es). This is normally supplied by you over the telephone or face to face but can be through email or website enquiry.

How is data stored and shared?

  • Information is entered into Autowork Online, our hosted business management system, and Sage, our financial accounting software.
  • Access to personal data held on our systems is granted to employees of Cotgrave Service Station Ltd, to enable them to carry out their work duties. Access to AW Online and Sage is username / password protected.

How is data used?

  • To process individual jobs within Cotgrave Service Station Ltd, as requested by our Customers.
  • We SEND letters, emails and SMS messages to remind you of MOT and Service anniversaries.
  • We SEND emails and SMS messages to let you know your vehicle is ready to collect or to quote work that you’ve asked us to.
  • We DO NOT do any form of mass mailings or mass marketing.
  • We promise we WILL NEVER sell your data.
  • We only share your personal data with third parties when necessary to fulfil our contract with you (eg Finance company for credit).

 How long is data kept?

  • We enjoy long-term relationships with the majority of our Customers, and keep their contact information securely stored on our computer systems to facilitate repeat business and future new jobs.
  • Printed matter such as Job cards, Invoices and other printed sensitive information are securely stored and then securely disposed of after 7 years.

Your rights:
Under certain circumstances, by law you have the right to:

  • Request a copy of the personal data we hold about you and to check we are lawfully processing it.
  • Request correction of the personal data we hold about you.
  • Request erasure of the personal data we hold about you where there is no good reason for us to continue to process it.
  • Object to processing of your personal data if you disagree that what we are doing is in legitimate interest.
  • Request the restriction of processing of your personal data, for example if it is inaccurate or if you wish to amend your preferences or withdraw consent.
  • Request the transfer of your data to another party.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply. 
Contact, queries and complaints
If you have any queries about this privacy policy, or the personal data we hold and process, or you wish to exercise any of your legal rights please contact us at: