Effective Date: November 1, 2025

This Privacy and Cookies Policy Statement ("Policy") describes how www.vehiclesreportsservices.co.uk ("we," "us," or "our") collects, uses, processes, and protects your personal data and information when you visit our website or use our services. We are committed to protecting your privacy and handling your data in an open and transparent manner, in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By accessing or using our website and services, you acknowledge that you have read, understood, and agree to be bound by this Policy. If you do not agree with this Policy, you should not use our website or services.

1. Who We Are

www.vehiclesreportsservices.co.uk is an independent, private service provider offering VR/5 Vehicle History Reports and a Vehicle Search Subscription service. We are not the Driver and Vehicle Licensing Agency (DVLA) or any other government agency, nor are we affiliated with them.

Our contact details are:

Email: info@vehiclesreportsservices.co.uk

2. Information We Collect About You

We collect various types of information from and about users of our website and services, including:

a) Personal Data You Provide Directly to Us:

• Contact Information: Such as your name, email address, and phone number when you make a purchase, create an account, or contact us.
• Vehicle Registration Mark (VRM): The vehicle registration number you provide to generate VR/5 Vehicle History Reports.
• Payment Information: Details required to process payments, which may include partial credit/debit card information (though full details are not stored by us, but by secure third-party payment processors) and billing address.
• Correspondence: Records of your communications with us, including emails sent to info@vehiclesreportsservices.co.uk.

b) Information Collected Automatically (via Cookies and Tracking Technologies):

• Usage Data: Details of your visits to our website, including traffic data, location data, logs, and other communication data and the resources that you access and use on the website.
• Device Information: Information about your computer and internet connection, including your IP address, operating system, browser type, and referrer URLs.
• Cookies: Small data files placed on your device, as detailed in Section 7.

3. How We Use Your Information

We use the information we collect for the following purposes, based on the specified legal bases:

• To Provide Our Services (Contractual Necessity):
  • To generate and deliver the initial VR/5 Vehicle History Report.
  • To manage and provide access to your Vehicle Search Subscription and allow you to execute monthly additional VR5 reports.
  • To process your payments for the advance payment and monthly subscription fees.
  • To fulfill our obligations and enforce our rights arising from any contracts entered into between you and us (e.g., our Terms and Conditions).
• For Communication (Legitimate Interest/Contractual Necessity):
  • To send you service-related communications, including confirmations, updates, and information about your reports or subscription.
  • To respond to your inquiries, support requests, or cancellation requests sent to info@vehiclesreportsservices.co.uk.
  • To notify you about changes to our services or any terms and conditions.
• For Website Improvement and Analytics (Legitimate Interest):
  • To understand how users interact with our website and services, enabling us to improve functionality, user experience, and content.
  • To monitor and analyze trends, usage, and activities in connection with our services.
• For Security and Fraud Prevention (Legitimate Interest/Legal Obligation):
  • To maintain the security and integrity of our website and services.
  • To detect, prevent, and investigate fraudulent or unauthorized activities.
• For Legal Compliance (Legal Obligation):
  • To comply with applicable laws, regulations, and legal processes.
  • To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.

4. How We Share Your Information

We do not sell your personal data. We may share your information with the following categories of third parties:

• Service Providers: We engage trusted third-party service providers who perform functions on our behalf, such as:
  • Payment Processors: To securely handle your advance payment and recurring monthly subscription fees (e.g., Stripe, PayPal). Please note that your bank statement descriptor will be vehicledebit.co.uk.
  • Data Providers: To source the underlying vehicle history data for our VR/5 Reports.
  • Email Communication Services: To send emails related to your services and inquiries.
  • Website Analytics Providers: To help us understand website usage (e.g., Google Analytics).
• Legal and Regulatory Authorities: When required by law or to protect our rights, property, or safety, or that of others.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred to the acquiring entity.

5. How We Store and Protect Your Information

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, accidental loss, destruction, or damage. These measures include:

• Encryption: Using SSL/TLS encryption for data in transit on our website.
• Access Controls: Restricting access to personal data to authorized personnel only.
• Data Minimisation: Collecting only the data necessary for the specified purposes.
• Secure Third-Party Processors: Ensuring our third-party service providers also maintain high standards of data security.

While we strive to protect your personal data, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

6. International Data Transfers

Our website is hosted in the UK. However, some of our third-party service providers may process data outside the UK or European Economic Area (EEA). When such transfers occur, we ensure appropriate safeguards are in place, such as standard contractual clauses or ensuring the recipient country has been deemed to provide an adequate level of protection, to ensure your data is treated securely and in accordance with this Policy.

7. Cookies and Similar Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and for analytics.

a) What are Cookies?

Cookies are small text files that are placed on your computer or mobile device when you visit a website. They are widely used to make websites work more efficiently and to provide information to the website owners.

b) How We Use Cookies:

We use cookies for the following purposes:

• Strictly Necessary Cookies: Essential for the operation of our website, enabling core functionalities like secure log-in, service delivery, and payment processing.
• Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works.
• Functionality Cookies: Used to recognize you when you return to our website, enabling us to personalize content for you and remember your preferences.

c) Third-Party Cookies:

We may also use third-party cookies, such as those from Google Analytics, to help us understand website traffic and usage patterns.

d) Your Cookie Choices:

You have the right to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website. You can also delete cookies that have already been placed on your device. For more information on how to manage cookies, please refer to your browser's help section.

8. Data Retention

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. This typically includes:

• For the duration of your contractual relationship with us (e.g., your 12-month subscription period and any subsequent rolling monthly periods).
• For a period after your contract ends, to comply with legal obligations (e.g., tax and consumer protection laws), resolve disputes, and enforce our agreements.

9. Your Data Protection Rights

Under UK GDPR, you have the following rights concerning your personal data:

• Right to be informed: To be informed about how your personal data is processed.
• Right of access: To request a copy of the personal data we hold about you.
• Right to rectification: To request that we correct any inaccurate or incomplete personal data.
• Right to erasure ('right to be forgotten'): To request that we delete your personal data in certain circumstances.
• Right to restrict processing: To request that we limit the way we use your personal data.
• Right to data portability: To request to receive your personal data in a structured, commonly used, and machine-readable format.
• Right to object: To object to our processing of your personal data in certain circumstances, particularly where we are processing it based on our legitimate interests.
• Rights in relation to automated decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. We do not currently use automated decision-making.

To exercise any of these rights, please contact us at info@vehiclesreportsservices.co.uk. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).

10. Complaints

If you have concerns about how we handle your personal data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. You can find their contact details on the ICO website: www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

11. Changes to This Policy

We may update this Privacy and Cookies Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Policy on our website with a new effective date. We encourage you to review this Policy periodically.

12. Contact Us

If you have any questions about this Privacy and Cookies Policy, our data practices, or your rights, please contact us at:

Email: info@vehiclesreportsservices.co.uk