Privacy Policy
Each time you access this website you agree to be bound by these Terms and Conditions and you are deemed to have read and understood these Terms and Conditions of use.
This privacy notice sets out how Pinewood Technologies PLC collects, uses and protects your personal data when using our website https://pinewood.ai/ or when you otherwise get in touch with Pinewood.
Maintaining the security of your personal data and ensuring that you are in control of how your personal data is handled is a priority at Pinewood Technologies PLC. We are dedicated to ensuring that we are transparent about the personal data that we collect about you, how we use it and the conditions whereby we may disclose your personal data to others. We will ensure that your data is kept secure and that you are aware of the steps we have taken to ensure the security of your personal data.
If you have any questions about this notice, including any requests to exercise your legal rights, please contact us using the information set out in the ‘Contact Details’ section below.
Please note that if you are applying for one of our job vacancies, our job applicant privacy notice will also apply which you can view here.
The Pinewood.AI website contains links to other sites, however we are not responsible for the privacy practices or the content of such websites.
Contents:
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WHO WE ARE
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TYPES OF DATA WE COLLECT ABOUT YOU
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HOW IS YOUR PERSONAL DATA COLLECTED
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HOW WE USE YOUR PERSONAL DATA
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DISCLOSURES OF YOUR PERSONAL DATA
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INTERNATIONAL TRANSFERS
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DATA SECURITY
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DATA RETENTION
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COOKIES
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YOUR LEGAL RIGHTS
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CONTACT DETAILS
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COMPLAINTS
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CHANGES TO THIS PRIVACY NOTICE OR YOUR PERSONAL DATA
WHO WE ARE
Pinewood Technologies PLC, a public limited company with the company number 03542925 having its registered office at 2960 Trident Court Solihull Parkway, Birmingham Business Park, Birmingham, England, B37 7YN is the controller and responsible for your personal data (referred to as “Pinewood”, “we” or “us” in this notice).
TYPES OF DATA WE COLLECT ABOUT YOU
Personal data means any information about an individual from which that person can be identified. We may collect, use and store different kinds of personal data about you which we have grouped together as follows:
- Identity Data including first name, last name, any previous names.
- Contact Data includes address, email address and telephone numbers;
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us;
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website;
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses;
- Usage Data includes information about how you interact with and use our website, products and services;
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering. This information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. The aggregate data of the server log files are stored separately from all personal data provided by individuals.
HOW IS YOUR PERSONAL DATA COLLECTED
We use different methods to collect data from and about you including through:
- Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- use or engage with us to use our products or services;
- subscribe to our service or publications;
- request marketing to be sent to you; or
- give us feedback or contact us.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our ‘COOKIE’ section for further details.
- When you interact with our customer support team via live chat, phone, email, or third-party applications, we may collect personal data necessary to address your inquiries or resolve issues.
- When you create an account or log in to our platform, we collect identity and contact details to manage your profile and provide you with relevant services.
- If you register for an event, webinar, or training session, we collect personal data to facilitate your participation and provide follow-up information.
- We may receive personal data from third-party integrations, such as industry partners, to enhance our services or fulfil contractual obligations.
- We may collect publicly available data, such as business contact details from corporate directories or LinkedIn, to establish professional relationships.
- If you are referred to us through a partner, affiliate, or referral program, we may collect information such as your name, contact details, and business affiliation from those sources.
HOW WE USE YOUR PERSONAL DATA
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you or in order to take steps at your request before entering into a contract with you including for the following purposes;
- to exchange information for warranty/ aftersales to the relevant manufacturer of your vehicle; or
- the purchase of a vehicle.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). Our legitimate interests include:
- allowing us to promote or deliver our services to you and communicate with you regarding products and services that we offer
- to keep our records updated of the personal data we hold on you;
- to allow us to conduct market research;
- to improve our products and services;
- to provide aggregate information and statistics for the purposes of monitoring website usage in order to help Pinewood develop its website and services
- recording calls for quality and training purposes;
- to correspond and communicate with you (including responding to any of your enquiries);
- enabling us to customize elements of our websites for you to provide you with relevant content and offers based on your previous browsing history;
- allowing us to recognise how many users are accessing our website so that we can ensure we have enough capacity and that our pages load within an acceptable time for visitors and ensure the best user experience (including measuring and understanding the effectiveness of the content we provide to you);
- to manage our relationship with you which will include notifying you about changes to our Terms and Conditions or Privacy Policy, and/or asking you to leave a review or take a survey. We like to hear your views to help us improve our service. From time to time we may contact you by post, e-mail, telephone or fax to ask your opinions. If you do not want to be contacted for this purpose, please write to Data Protection Officer, Pinewood Technologies PLC, 2960 Trident Court Solihull Parkway, Birmingham Business Park, Birmingham, England, B37 7YN; and
- helps us to identify errors with the website and resolve them effectively, and administer and protect our business and the website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter. Pinewood uses your personal data for electronic marketing purposes and we may contact you to update you in accordance with your selected marketing preferences. You have the right to opt out of receiving promotional communication at any time by;
- changing your marketing preference by selecting the ‘amend my preferences’ link located at the bottom of each of our emails;
- texting STOP in response to a text message; or
- contacting Pinewood via the ‘CONTACT DETAILS’ section below.
We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
DISCLOSURES OF YOUR PERSONAL DATA
We may share your personal data where necessary with the following parties for the purposes above:
| Group Entities | Companies which form part of our corporate structure, including Pinewood Technologies PLC and its 100% subsidiaries |
| External Third Parties | Service providers acting as processors who provide service providers acting as processors who provide website hosting, CRM, payment processing, analytics, and marketing services, including for example, Cloudflare, Inc. (hosting), Google Analytics (data insights).
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services. Regulatory authorities located in The United Kingdom, such as the Information Commissioners’ Office (ICO), Financial Conduct Authority (FCA), HM Revenue & Customers (HMRC). Advertising partners such as Google and Meta for targeted marketing. Automotive industry partners for integrations. And automotive media partners for partnership marketing. |
We may also share personal data with third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this policy.
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 and only permit them to process your personal data for specified purposes and in accordance with our instructions. However, in some cases, the external third party may be acting as a controller of your personal data and therefore we advise you to read their privacy notice and/or data protection policy.
INTERNATIONAL TRANSFERS
We may transfer your personal data outside of the UK, for example where our external third-party suppliers are located. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by:
- ensuring we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data; or
- putting in place specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
DATA RETENTION
We review our retention periods regularly and will only hold your data for as long as it is necessary for the original purpose it was collected for, as required by law (including any legal, regulatory, tax, accounting or reporting requirements) or as set out in any relevant contract we have with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Information about how long we retain such personal data is set out in the table below:
| Personal Data Type | Retention Period | Reason |
| Customer Account Data (name, email, contact details, company details) | As long as the account is active + 6 years | To maintain service records and comply with contract/legal obligations. |
| Contractual Data (agreements, signed contracts) | 6 years from contract termination | Legal and regulatory requirements (e.g., UK statute of limitations for contractual claims). |
| Billing & Payment Information (transaction history, invoices) | 7 years | Required for tax and financial reporting (aligns with HMRC guidance). |
| Marketing Data (email subscriptions, preferences) | Until opt-out + 2 years | Allows for re-engagement unless the user unsubscribes. |
| Support & Service Requests (chat logs, support tickets) | 5 years from last interaction | Useful for dispute resolution and service improvement. |
| Website Analytics & Cookies | Up to 2 years | Based on typical expiration periods for analytics cookies (e.g., Google Analytics). |
| Job Applicant Data (CVs, applications, interview notes) | 6 months – 2 years | 6 months if unsuccessful (UK GDPR), up to 2 years with consent for future opportunities. |
| Employee Data (HR records, payroll, performance reviews) | 7 years post-employment | Compliance with tax and employment laws. |
| Regulatory & Compliance Data (audit logs, compliance reports) | 5 years | Varies based on industry regulations and GDPR compliance. |
| Anonymised Data (statistical or research data) | Indefinitely | Since it’s no longer linked to an individual, it can be used indefinitely. |
| LicenceLink Driver Mandates | 7 years | Required by DVLA |
| DMS Implementation Data (data conversion files, checklists) | 2 years | Useful for dispute resolution and service improvement. |
| DMS System Data | As long as the system is active + 1 year | Allows for re-engagement with customer. |
In some circumstances you can ask us to delete your data: see ‘Your Legal Rights’ section.
In some circumstances we will anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
YOUR LEGAL RIGHTS
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
- request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- you also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see the “consent” paragraph in the “HOW WE USE YOUR PERSONAL DATA” section above for details of how to object to receiving direct marketing communications).
- request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- withdraw consent at any time where we are relying on consent to process your personal data (see “HOW WE USE YOUR PERSONAL DATA” section above for some details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
- if you want us to establish the data’s accuracy;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us via the details set out in the “CONTACT DETAILS” section below.
CONTACT DETAILS
Please contact us if you have any questions about our privacy notice or information we hold about you:
By email: enquiries@pinewood.co.uk
Or write to us at: Pinewood Technologies PLC, 2960 Trident Court, Solihull Parkway, Birmingham Business Park, Birmingham, West Midlands, B37 7YN.
COMPLAINTS
You have the right to complain to the Information Commissioners Officer (ICO) if you are concerned about the way we have processed your personal information (https://ico.org.uk/make-a-complaint/). Please visit the ICO website for further details.
We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
CHANGES TO THIS PRIVACY NOTICE OR YOUR PERSONAL DATA
Any changes we make to our privacy notice in the future will be published on this page and, where appropriate, notified to you by email. This privacy notice was last updated on 10/04/2025.