1. Who we are
Nigel Birrell Fleet Management Ltd ("we", "us", "our") is a company registered in England and Wales under company number 06136632. Our registered office is at Gascoyne House, Moseleys Farm Business Centre, Fornham All Saints, Bury St Edmunds, Suffolk, IP28 6JY.
All references to "Nigel Birrell" or "Nigel Birrell Fleet Management" on this website refer to Nigel Birrell Fleet Management Ltd.
We are committed to protecting your personal data and handling it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What data we collect
We may collect and process the following personal data:
- Name, job title, and company name
- Contact details including telephone number and email address
- Information about your fleet (size, type, vehicle preferences)
- Communications you send to us via our contact form or by telephone
- Technical data such as IP address and browser type if you visit our website
3. How we collect your data
We collect data in the following ways:
- Directly from you when you complete our contact form or call us
- From existing clients in the course of providing fleet management services
- From drivers whose fleets we manage, where provided by their employer
- Automatically via website cookies and analytics tools (see Section 8)
4. How we use your data
We use your personal data to:
- Respond to enquiries and provide fleet management services
- Manage our client relationships and fulfil contractual obligations
- Communicate with drivers about their vehicles, compliance, and BIK matters
- Send relevant business updates where you have consented or we have a legitimate interest
- Comply with legal and regulatory obligations
5. Legal basis for processing
We process your personal data on the following legal bases:
- Contract: where processing is necessary to perform a contract with you or take steps prior to entering one
- Legitimate interests: where we have a genuine business reason to process your data that does not override your rights
- Legal obligation: where we must process data to comply with the law
- Consent: where you have explicitly agreed to our use of your data
6. How long we keep your data
We retain personal data only for as long as necessary for the purposes for which it was collected:
- Client and driver data is retained for the duration of the contract and for up to 7 years thereafter to comply with legal and financial record-keeping obligations
- Enquiry data from non-clients is retained for up to 12 months
- Website analytics data is retained in accordance with the relevant tool's data retention settings
7. Who we share your data with
We do not sell your personal data. We may share it with:
- Vehicle manufacturers, leasing companies, and insurers where necessary to deliver fleet services on your behalf
- DVLA and other statutory bodies where required by law
- IT and software service providers who process data on our behalf under appropriate data processing agreements
All third parties are required to handle your data securely and in accordance with applicable data protection law.
8. Cookies
Our website may use cookies to improve your experience and help us understand how the site is used. Essential cookies are required for the site to function. You may disable non-essential cookies through your browser settings. By continuing to use our website, you consent to our use of essential cookies.
9. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data in certain circumstances
- Object to or restrict our processing of your data
- Request portability of your data
- Withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact us at 01284 763 000 or in writing to our registered office address.
10. Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. Access to personal data is restricted to those who need it to carry out their role.
11. Changes to this policy
We may update this Privacy Policy from time to time. The most current version will always be available on this page. We encourage you to review it periodically.
12. Contact & complaints
If you have any questions about this policy or how we handle your data, please contact us:
- Post: Nigel Birrell Fleet Management Ltd, Gascoyne House, Moseleys Farm Business Centre, Fornham All Saints, Bury St Edmunds, Suffolk, IP28 6JY
- Phone: 01284 763 000
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.