OFFERUPBID – Privacy Policy

Basic Contact Information You Provide to Us

If you choose to obtain a valuation for your vehicle (even if you do not proceed with a sale through our platform), we will gather your name, postal code, email address, telephone number, and details about your vehicle (see also ‘General Vehicle Information’ below). This data will also be used to generate an account for you, allowing you to revisit your valuation at any time and monitor it via our ‘Car Value Tracker’ tool. Additionally, the location of your vehicle helps us and our Car Buying Partners estimate collection costs.

Should you decide to take part in Offerupbid’s refer-a-friend program, we will collect your name and email address.

Your Account Details

Once your account is created, you may choose to provide further details, such as information about additional vehicles you own and services that may interest you.

General Vehicle Information

Regardless of whether you intend to sell your car through our platform or merely track its valuation, we will request specific information about your vehicle. This may encompass, but is not limited to, images or videos of the vehicle, its make, model, year, mileage, technical specifications, service history, vehicle registration number, and/or vehicle identification number (typically found on the driver’s side door).

Sale Documentation

If you opt to sell your car via the Offerupbid platform, we will utilize our document capture feature to collect relevant details, including photographs or scans of the following:

• V5C logbook form
• Driving license
• Proof of purchase invoice
• Finance settlement letters

For fraud prevention purposes, we may also request additional documents, such as:

• Death certificate (if selling on behalf of a deceased registered keeper)
• Signed letter of authority or consent from the registered keeper or owner
• Driving license of the registered keeper or owner
• Proof of address (e.g., utility bill)

These documents may contain personal data such as name, address, date of birth, signature, photograph, and banking or credit card details.

Your Bank Account Details

Upon completion of a sale, either we or the Car Buying Partner will process the payment using your name, account number, sort code, and bank account type (business or personal).

Records of Your Service Usage

We collect details of how you interact with our Website (including via cookies and similar tracking technologies), data on your vehicle’s make, model, and mileage, its historical valuations, and, if you finalize a sale through our platform, a record of that transaction.

Information Obtained from Public Sources

We retrieve vehicle-related data from the DVLA, such as MOT history and ownership records.

Information Obtained from Third Parties

We collaborate with third parties (including business partners, service providers, advertising networks, analytics and profiling providers, automotive data firms, search information providers, and social media platforms) and may receive information about you to enhance the effectiveness of our Services.

Records of Communication with Us

If you contact us for inquiries, feedback, or assistance, we will maintain records of our interactions, including emails, text messages, and call recordings.

Voluntary Information You Provide

This includes details you submit when participating in surveys, competitions, prize draws, or focus groups. We will typically seek your consent before involving you in such activities.

Technical Information About Your Device and Website Usage

When you access our Website, we collect technical data, such as:

• Device details (e.g., IP address, device type, operating system, and browser)
• Website interaction data, including pages visited and elements engaged with

This information is obtained via cookies and similar technologies. For further details, please refer to our Cookie Policy.

Use of Your Personal Information

Below, we provide further details on how we utilize your personal data, the corresponding collection methods, and the legal bases underpinning its use.

Purpose: Facilitating Your Access to Our Services and Account Management

To deliver the requested Services, we collect your information and, where you express interest in selling your vehicle, we share it with our Car Buying Partners to:

• Verify the identity of the registered owner;
• Confirm ownership and details related to your vehicle;
• Provide real-time vehicle valuations based on our most recent data;
• Share valuations from various Car Buying Partners interested in purchasing your vehicle;
• Connect you with Car Buying Partners, either selected by us as the most relevant or chosen by you;
• Create and maintain your account for easy valuation tracking.

Method of Collection: Collected directly from you when you (i) complete a valuation request, (ii) subscribe to our valuation tracker tool, (iii) create an account, and (iv) use our Services. Some data is gathered via our valuation app and document capture feature.

Legal Basis: This information is necessary to fulfill the Services you have requested. Otherwise, it is within our legitimate business interest to verify vehicle details and provide efficient Services.

Purpose: Confirming Your Authority to Sell and Preventing Fraud

We may use submitted photographs or scanned documents to validate your authority to sell a vehicle and to mitigate fraudulent activity.

Method of Collection: Data is gathered through our document capture feature.

Legal Basis: It is in our legitimate business interest to ensure sellers are authorized to sell their vehicles and to prevent fraudulent use of our platform.

Purpose: Facilitating Payment Transactions

We collect and share your banking details with the relevant Car Buying Partner or a third-party payment processor to ensure transaction completion.

Method of Collection: Collected via our document capture feature upon acceptance of an offer for your vehicle.

Legal Basis: This data processing is required to fulfill our contractual obligations when you sell your vehicle through our platform.

Purpose: Communication with You

We use your information to:

• Notify you of offers received for your vehicle via email and text;
• Remind you of available offers from Car Buying Partners within a set timeframe;
• Provide valuation updates and inform you of optimal times to sell;
• Offer customer support and respond to inquiries;
• Assist with technical issues;
• Collect feedback and reviews to enhance our Services;
• Inform you of changes to our policies and terms.

Method of Collection: Data is collected when you interact with us or when we communicate with you.

Legal Basis: It is in our legitimate business interest to provide relevant updates, respond to inquiries, and enhance our Services.

Purpose: Internal Management and Administrative Operations

We utilize personal data for:

• Website management and technical issue resolution;
• Efficient administration of our business, including accounting and billing;
• Managing relationships with service providers;
• Protecting our business interests and legal rights;
• Compliance with legal obligations.

Method of Collection: Data is collected directly and indirectly from your use of our Services.

Legal Basis: It is in our legitimate business interest to maintain and manage our platform effectively and to comply with legal requirements.

Purpose: Information Sharing with Service Providers

For further details on how we share your data, refer to the section ‘Who Do We Share Your Information With, and For What Purposes?’

Method of Collection: Includes data collected through direct and indirect means.

Legal Basis: We rely on third-party service providers to deliver the Services requested by you.

Purpose: Improving and Developing Our Services and Website

We conduct data analytics and benchmarking to:

• Identify the best-performing Car Buying Partners and optimize connections with potential buyers;
• Understand user interactions with our platform to improve functionality;
• Analyze vehicle trends and valuations to inform public reports on market changes.

Method of Collection: Data is gathered from interactions with our platform and usage of our Services.

Legal Basis: It is in our legitimate business interest to refine and enhance our Services, platform, and overall business operations.

Purpose: Providing Relevant Advertising and Marketing

We analyze data and apply profiling techniques to deliver targeted advertising and marketing campaigns. We may collaborate with third parties, such as Sky, to gain insights into your preferences.

Method of Collection: Data is gathered from interactions with our platform and usage of our Services.

Legal Basis: It is in our legitimate business interest to understand user preferences and provide relevant promotional content.

Purpose: Managing Our Refer-a-Friend Program

We collect your name and email address to facilitate participation in our refer-a-friend program, which allows you to receive rewards when a referred friend successfully sells their vehicle through Offerupbid.

Method of Collection: Data is collected directly from you upon voluntary participation in the referral program.

Legal Basis: It is in our legitimate business interest to encourage customer engagement through incentives like the refer-a-friend program.

Car Buying Partners

When you request a vehicle valuation, we share specific details such as registration number, make, model, and mileage, along with your postal code, to facilitate an accurate estimate. If you accept an offer from a Car Buying Partner, we may also share your name, email, and phone number to enable direct communication regarding the transaction.

For Dealer Partners, additional information collected via our document capture feature (e.g., sales documentation and banking details) may also be shared to assist in completing the sale. If the selected Car Buying Partner is an Online Car Buyer, they will provide guidance on any further documentation required.

Furthermore, we share transaction-related data with Car Buying Partners for reporting, billing, and analytical purposes. This includes the date of sale and the final transaction price. Each Car Buying Partner is responsible for managing the personal data we share with them, and we recommend reviewing their respective privacy policies for more details.

To obtain a current list of our Car Buying Partners, you can contact us via the details provided in the ‘Contact Information’ section.

Service Providers

We engage carefully selected service providers to process personal data on our behalf, including:

• Data Storage Providers: Manage the Website’s infrastructure, store user data, and ensure backup, debugging, and security measures.
• Analytics and Technical Support Providers: Utilize data insights to enhance our Services, personalize customer experiences, and optimize marketing strategies.
• Content and Data Verification Providers: Confirm the accuracy of email addresses, phone numbers, and location data; retrieve MOT history and geocode approximate locations.
• Customer Management and Support Providers: Assist with the sales process, provide customer service over the phone, send reminders related to vehicle valuations, and gather customer reviews.
• Transport Providers: Organize the collection and delivery of your vehicle, requiring details such as your address, contact information, vehicle appraisal reports, images, and related documents.
• Payment Processors: Facilitate payments and ensure you receive proceeds from your vehicle sale.

Law Enforcement Agencies and Regulatory Authorities

We may be required to disclose personal data to law enforcement agencies or regulatory bodies to comply with legal or regulatory obligations. This may include instances where we suspect fraudulent transactions involving stolen vehicles or other unlawful activities.

Professional Advisers and Investors

If necessary, we may share your personal data with legal, financial, and advisory professionals to seek guidance on claims, compliance matters, or business transactions. Additionally, investor-related obligations may require us to disclose certain data.

If our business undergoes a merger, sale, or acquisition, your personal data may be shared with potential buyers or investors, subject to confidentiality agreements.

To receive a full list of third-party providers with whom we share data, please refer to the ‘Contact Information’ section.

Storage and International Transfers of Your Personal Data

Your information may be transferred outside the UK to territories or international organizations that do not maintain the same data protection standards. In such cases, we ensure adequate safeguards are in place, including:

• Assessing the legal framework of the receiving country.
• Implementing technical and organizational measures to maintain data security.
• Establishing binding contractual obligations with third-party service providers to enforce compliance with data protection standards.

For more details on data transfer safeguards, you can contact us using the information provided in this privacy policy.

How Do We Protect Your Personal Data?

We implement appropriate technical and organizational security measures to prevent unauthorized access, disclosure, modification, or destruction of personal data. This includes encryption and other security technologies. Additionally, our service providers must adhere to stringent data protection requirements.

How Long Do We Retain Your Personal Data?

The retention period for your personal data depends on:

• The purpose for which it was collected.
• Your request for deletion.
• Legal or regulatory obligations requiring us to maintain records (e.g., for compliance with tax or regulatory authorities).

We will not retain your data longer than necessary to fulfill its intended purpose.

Right to Information

You have the right to know who we are, how we use your personal information, and the categories of personal data we process. This information is included in this privacy policy.

Right to Access

Upon request, we will provide you with a copy of the personal data we process about you. If our records contain personal details of others or confidential information, we may redact parts of the response in compliance with legal protections.

Right to Rectification

If any information we hold about you is inaccurate or incomplete, you may request that we update or correct it.

Right to Erasure (Right to be Forgotten)

You can request the deletion of your personal data in the following circumstances:

• The data is no longer necessary for its original purpose.
• We rely on your consent to process the data, and you withdraw consent.
• You object to processing, and we lack an overriding legitimate interest.
• The data was obtained or processed unlawfully.
• We are required to erase it to comply with legal obligations.

However, this right is not absolute. We may need to retain your information due to legal requirements or other valid reasons, such as compliance with regulatory obligations or legal claims.

Right to Restrict Processing

You can request that we limit our processing of your data in the following cases:

• You contest the accuracy of the data, and we need time to verify it.
• You have objected to processing, and we are assessing whether we have a legitimate overriding interest.
• Our use is unlawful, but you oppose erasure.
• We no longer need the data, but you require it to establish a legal claim.

If you exercise this right, we will inform you before resuming processing.

Right to Object

• If we use your data for direct marketing, you can opt out at any time without providing a justification.
• If we process your data based on legitimate interests, you can object, explaining your particular situation, and we will evaluate your request.

Right to Withdraw Consent

Where we process your personal data based on consent, you can withdraw this consent at any time.

Right to Data Portability

You can request that we transfer your data to another service provider if:

• The data was provided by you.
• We process it based on your consent or contractual necessity.

If these conditions are met, we will provide the data in a commonly used format (e.g., CSV, PDF, or Word).

Right to Lodge a Complaint

The Information Commissioner’s Office (ICO) oversees data protection compliance in the UK. You can file a complaint with the ICO or seek legal remedies in a UK court if you believe your rights have been violated.

For further details or to exercise your rights, please refer to the ‘Contact Information’ section.