Privacy Policy

Privacy policy

Last updated: 4 April 2026

This privacy policy explains how A–Z Motor Spares (S‑O‑T) Ltd (“we”, “us”, “our”) collects, uses, and protects your personal data when you visit our website https://www.a2zmotorspares.co.uk/ or contact us by phone, email, WhatsApp, or other channels.

By using our website or providing your information, you acknowledge this policy.

1. Who we are and how to contact us

Controller:
A – Z Motor Spares (S‑O‑T) Ltd
Unit 1, King St, Fenton, Stoke-on-Trent ST4 3QT
Company Registration Number: 05068581
Company VAT Number: 592583405

Telephone: 01782 593400 (all calls are recorded for training and quality purposes)
Email: sales@a2zmotorspares.co.uk
Website: https://www.a2zmotorspares.co.uk/

If you have any questions about this policy or your data, you can contact us using the details above.

2. Personal data we collect

We may collect and process the following types of personal data:

• Identity and contact details:
  Name, phone number, email address, postal/delivery address, vehicle registration number, and any other details you provide.
• Order and service information:
  Details of car parts requested or purchased, quotes provided, delivery information, payment status (we do not store full card details if you pay by card via a third-party provider).
• Communications data:
  Messages and information you send via WhatsApp, email, contact forms, or phone, including call recordings for training and quality purposes.
• Technical and usage data:
  IP address, browser type and version, device information, pages visited, time and date of visits, and other standard analytics data collected via cookies and similar technologies.
• Marketing preferences:
  Your preferences for receiving marketing communications from us (where applicable).

We do not intentionally collect special category data (such as health or religious information). Please do not include such information in your communications with us.

3. How we collect your data

We collect personal data in the following ways:

• Directly from you:
  
  • When you contact us by phone, WhatsApp, email, or via our website.
  • When you request a quote or place an order.
  • When you sign up for updates or marketing (if offered).
• Automatically when you use our website:
  
  • Through cookies and similar technologies that help us understand how our website is used and improve performance.
• From third parties:
  
  • Payment providers (for confirmation of payment).
  • Delivery partners (for tracking and delivery information).
  • Analytics providers (for website usage statistics, in aggregated form).

4. How we use your personal data and legal bases

We process your personal data only where we have a lawful basis under UK data protection law (UK GDPR and Data Protection Act 2018). Typical uses include:

• To provide quotes and fulfil orders
  
  • Processing your requests, checking part availability, arranging delivery, and managing payments.
  • Legal basis: Performance of a contract or steps taken at your request before entering into a contract.
• To respond to your enquiries and provide customer support
  
  • Handling queries via phone, WhatsApp, email, or contact forms.
  • Legal basis: Legitimate interests (to run our business and respond to customers) and/or performance of a contract.
• To record calls for training and quality purposes
  
  • Improving our service and resolving disputes.
  • Legal basis: Legitimate interests (improving our service and ensuring quality).
• To manage our relationship with you
  
  • Notifying you about changes to our terms, policies, or services.
  • Legal basis: Performance of a contract; legal obligations; legitimate interests.
• To improve our website and services
  
  • Analysing how visitors use our website, troubleshooting, and enhancing user experience.
  • Legal basis: Legitimate interests (to keep our website and services effective and secure); consent where required for non-essential cookies.
• To send marketing communications (if applicable)
  
  • Informing you about products, offers, or services that may be relevant to you.
  • Legal basis: Consent (where required) or legitimate interests (for existing customers, where permitted). You can opt out at any time.
• To comply with legal and regulatory obligations
  
  • Keeping records for tax, accounting, and regulatory purposes; responding to lawful requests from authorities.
  • Legal basis: Legal obligation.

5. Cookies and similar technologies

Our website uses cookies to ensure you get the best experience and to help us understand how the site is used.

• What are cookies?
  Small text files placed on your device when you visit a website.
• Types of cookies we may use:
  
  • Strictly necessary cookies: Required for the website to function (e.g. security, basic functionality).
  • Performance/analytics cookies: Help us understand how visitors use the site so we can improve it.
  • Functionality cookies: Remember your preferences (e.g. language, region).

When you continue to use our site after seeing the cookie notice, we may treat this as consent to non-essential cookies where required by law. You can usually manage or disable cookies through your browser settings, but some parts of the site may not work properly if you do.

If you implement a detailed cookie banner or specific tools (e.g. Google Analytics), you should update this section with the exact cookies and purposes.

6. WhatsApp communications

We offer WhatsApp as a convenient way to request quotes and ask questions.

• Data shared via WhatsApp:
  Your phone number, name (if provided), vehicle registration, and any other information you choose to send.
• How we use it:
  To provide quotes, answer questions, and manage orders.
• Third-party processing:
  WhatsApp is provided by a third party (Meta). Your use of WhatsApp is also subject to WhatsApp’s own terms and privacy policy. We recommend you review those documents to understand how WhatsApp processes your data.

Please avoid sending sensitive personal information via WhatsApp.

7. Who we share your data with

We may share your personal data with:

• Delivery and logistics partners
  To deliver your orders and provide tracking information.
• Payment service providers
  To process payments securely.
• IT and website service providers
  For hosting, maintenance, and security of our website and systems.
• Professional advisers
  Such as accountants, auditors, or legal advisers where necessary.
• Regulators and law enforcement
  Where we are legally required to do so or to protect our rights, property, or safety.

We do not sell your personal data to third parties.

8. International transfers

Our main operations are based in the UK. Some of our service providers or their servers may be located outside the UK or the European Economic Area (EEA).

Where personal data is transferred outside the UK/EEA, we will ensure that appropriate safeguards are in place, such as:

• Adequacy regulations (countries recognised as providing an adequate level of protection), or
• Standard contractual clauses or equivalent safeguards approved under data protection law.

9. How long we keep your data

We keep your personal data only for as long as necessary for the purposes for which it was collected, including:

• Orders and quotes: Typically retained for up to 6 years after the end of the financial year in which the transaction took place, to meet tax and accounting obligations and to handle any disputes.
• Call recordings: Retained for a limited period necessary for training, quality, and dispute resolution, then securely deleted.
• Marketing data: Retained until you opt out or we determine it is no longer needed.

Retention periods may vary depending on legal requirements and our business needs. When data is no longer required, we will delete or anonymise it.

10. How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration, including:

• Secure systems and access controls
• Staff training on data protection and confidentiality
• Regular monitoring and maintenance of our IT systems

However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

11. Your data protection rights

Under UK data protection law, you have the following rights (subject to certain conditions and exemptions):

• Right of access:
  To obtain a copy of the personal data we hold about you.
• Right to rectification:
  To have inaccurate or incomplete data corrected.
• Right to erasure:
  To request deletion of your personal data where there is no good reason for us to continue processing it.
• Right to restrict processing:
  To request that we limit how we use your data in certain circumstances.
• Right to data portability:
  To receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller where technically feasible.
• Right to object:
  To object to processing based on our legitimate interests or for direct marketing.
• Right to withdraw consent:
  Where we rely on consent (for example, certain marketing or cookies), you can withdraw it at any time.

To exercise any of these rights, please contact us using the details in section 1. We may need to verify your identity before responding.

12. Complaints

If you have concerns about how we handle your personal data, we would encourage you to contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
For details on how to contact the ICO, please visit their official website.

13. Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or services.

When we make significant changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify you by a suitable method.