Privacy Policy

Last updated: November 2025

Introduction

Scooby Clinic ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our website (scoobyclinic.co.uk) or our services.

This policy (together with our Terms of Use and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

For the purpose of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is Scooby Clinic.

Information We May Collect From You

We may collect and process the following data about you:

Information You Give Us

Contact details: Name, email address, telephone number, and postal address
Vehicle information: Make, model, registration number, mileage, and service history
Enquiry details: Information you provide when requesting quotes, booking appointments, or making enquiries
Payment information: Billing address and payment card details (processed securely through our payment provider)
Communication records: Records of correspondence if you contact us by phone, email, or through our website
Service records: Details of work carried out on your vehicle, parts used, and service history

Information We Collect About You

Technical information: IP address, browser type and version, time zone setting, operating system and platform
Usage information: Information about your visit to our website, including the full URL, clickstream data, page response times, download errors, and page interaction information
Location data: Information about your location derived from your IP address

Information We Receive From Other Sources

We may receive information about you from third parties such as:

Credit reference agencies (for business accounts)
Our business partners and sub-contractors
Publicly available sources

How We Use Your Information

We use information held about you in the following ways:

To Provide Our Services

Processing and fulfilling service bookings and appointments
Carrying out work on your vehicle
Managing your account and maintaining service records
Processing payments and managing invoices
Communicating with you about your vehicle and services

For Business Operations

Improving our website, services, and customer experience
Responding to enquiries and providing customer support
Sending you service reminders and MOT notifications (if you've opted in)
Managing and improving our business operations
Training our staff

For Marketing (With Your Consent)

Sending you promotional emails about new services, special offers, or events that may interest you
Keeping you informed about developments at Scooby Clinic

You can opt out of marketing communications at any time by:

Clicking the "unsubscribe" link in any marketing email
Contacting us directly using the details below
Updating your preferences in your account (if applicable)

Legal Obligations

Complying with legal and regulatory requirements
Establishing, exercising, or defending legal claims
Preventing fraud and other criminal activity

Legal Basis for Processing

We process your personal data under the following legal bases:

Contract performance: Processing necessary to fulfil our contract with you for vehicle services
Legitimate interests: For business operations, fraud prevention, and improving our services
Legal obligation: Where required by law (e.g., tax records, health and safety)
Consent: For marketing communications (which you can withdraw at any time)

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Typical retention periods include:

Service records: 7 years for warranty and legal purposes
Financial records: 7 years for tax and accounting purposes
Marketing data: Until you withdraw consent or request deletion
CCTV footage: 30 days unless required for investigation

Disclosure of Your Information

We may share your personal information with:

Service Providers

Payment processors (e.g., Stripe, PayPal)
IT and website hosting providers
Email marketing platforms (if used)
Accounting and business software providers

Professional Advisers

Lawyers, accountants, auditors, and insurers

Parts Suppliers and Manufacturers

To source parts, check warranty claims, or verify vehicle specifications

Legal Requirements

If required by law, court order, or regulatory authority
To enforce our terms and conditions
To protect our rights, property, or safety, or that of our customers or others

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

International Transfers

Some of our service providers may be based outside the UK or European Economic Area (EEA). Where we transfer your data internationally, we ensure appropriate safeguards are in place, such as:

Standard contractual clauses approved by the ICO
Transfers to countries with adequacy decisions
Privacy Shield certification (where applicable)

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed, altered, or disclosed in an unauthorised way. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

We have procedures in place to deal with any suspected personal data breach and will notify you and the Information Commissioner's Office (ICO) where we are legally required to do so.

Your Rights

Under the UK GDPR, you have the following rights:

Right to Access

You have the right to request a copy of the personal data we hold about you (subject access request).

Right to Rectification

You can ask us to correct any inaccurate or incomplete personal data.

Right to Erasure ("Right to be Forgotten")

You can request that we delete your personal data in certain circumstances, such as:

The data is no longer necessary for the purposes it was collected
You withdraw consent (where consent was the legal basis)
You object to processing and there are no overriding legitimate grounds
The data has been unlawfully processed

Note: We may need to retain certain information for legal or regulatory purposes.

Right to Restrict Processing

You can ask us to restrict processing of your personal data in certain circumstances.

Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.

Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

Where we rely on consent to process your data, you can withdraw consent at any time.

Right to Lodge a Complaint

You have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk
Helpline: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

To exercise any of these rights, please contact us using the details below.

Cookies

Our website uses cookies to distinguish you from other users and to provide you with a good experience when you browse our website. Cookies are small text files that are placed on your computer or mobile device when you visit a website.

Types of Cookies We Use

Strictly Necessary Cookies

These cookies are essential for the operation of our website. They include, for example, cookies that enable you to log into secure areas.

Analytical/Performance Cookies

These allow us to recognise and count the number of visitors and to see how visitors move around our website. This helps us improve the way our website works, for example, by ensuring that users can find what they are looking for easily.

Functionality Cookies

These are used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences.

Targeting Cookies

These cookies record your visit to our website, the pages you have visited, and the links you have followed. We will use this information to make our website and any advertising displayed on it more relevant to your interests.

Managing Cookies

Most web browsers allow you to control cookies through their settings preferences. However, if you disable cookies, you may find that certain sections of our website will not work properly.

For more information about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Third-Party Links

Our website may contain links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes we make will be posted on this page, and where appropriate, notified to you by email. Please check back frequently to see any updates or changes.

Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact us:

Scooby Clinic
Nether Farm, Stubbing Court, Wingerworth, Chesterfield, S42 6QX
Email: info@scoobyclinic.com
Phone: 01246 590807

For data protection enquiries specifically, please mark your communication "Data Protection Enquiry" or email [data protection email if you have one].