Automate Advisors Ltd ("we", "us", "our") is the data controller for the personal information described in this policy.
Automate Advisors Ltd acts solely as a consultant and introducer. We are not credit brokers, insurance brokers, or lenders. Where we introduce you to a lender, insurer or finance provider, that organisation will be a separate data controller for the information you provide to them, and their own privacy policy will apply.
What we collect depends on which service you use.
Card and direct debit details entered on our secure payment page are encrypted in your browser before they are transmitted to us. Payments for our fees are processed by Stripe; we do not receive or store your full card details when you pay through Stripe.
Special category data. We do not routinely ask for health, biometric or other special category data. If an insurer requires such information (for example, a medical condition relevant to a policy), we will tell you why and obtain your explicit consent first.
| What we do | Lawful basis (UK GDPR) |
|---|---|
| Respond to your enquiry and provide quotations | Steps taken at your request prior to entering a contract (Art. 6(1)(b)) |
| Introduce you to lenders, insurers and finance providers | Performance of our contract with you (Art. 6(1)(b)) |
| Market, list and facilitate the sale of your vehicle | Performance of our contract with you (Art. 6(1)(b)) |
| Source a vehicle on your behalf | Performance of our contract with you (Art. 6(1)(b)) |
| Take payment of our fees | Performance of our contract with you (Art. 6(1)(b)) |
| Verify vehicle details against DVLA-derived data | Our legitimate interests in preventing fraud and giving accurate advice (Art. 6(1)(f)) |
| Summarise and assess applications using automated tools | Our legitimate interests in handling enquiries efficiently (Art. 6(1)(f)) |
| Keep records for accounting, tax and dispute resolution | Legal obligation (Art. 6(1)(c)) and our legitimate interests |
| Analytics cookies to improve the website | Your consent (Art. 6(1)(a)) — see section 8 |
| Marketing messages, where you have opted in | Your consent (Art. 6(1)(a)) |
We use an automated tool to summarise applications and highlight relevant rating factors for our advisors. This assists our team; it does not make decisions about you on its own. All decisions about which providers to introduce you to are made by a person. Lenders and insurers you are introduced to may carry out their own automated decision-making and credit searches — they will tell you about this separately.
We share information with the organisations below. Those marked "processor" act only on our instructions.
| Recipient | Purpose | Role |
|---|---|---|
| Lenders, insurers, finance providers, dealers and buyers | To obtain quotations and complete introductions or sales | Separate controller |
| Airtable | Stores our client records and applications | Processor |
| Vercel | Hosts our websites and application portal | Processor |
| Cloudinary | Stores documents and vehicle photographs you upload | Processor |
| EmailJS and Google (Gmail) | Sends notification and confirmation emails | Processor |
| Anthropic | Summarises application details for our advisors | Processor |
| Stripe | Processes payments of our fees | Separate controller |
| checkcardetails.co.uk | Looks up vehicle details from a registration | Processor |
| WhatsApp (Meta) | Messaging, where you choose to contact us that way | Separate controller |
| Google (Tag Manager, Analytics, Fonts) | Website analytics and typefaces | Processor / separate controller |
| Trustpilot | Displays and collects customer reviews | Separate controller |
| Our accountants, auditors, insurers and legal advisers | Professional advice and compliance | Separate controller |
We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.
Several of the providers above are based in, or store data in, the United States. Where personal information is transferred outside the UK, we rely on the UK Government's adequacy regulations, the UK International Data Transfer Addendum, or Standard Contractual Clauses, together with appropriate safeguards. You can ask us for details of the safeguards that apply to a particular transfer.
| Record | Retention period |
|---|---|
| Enquiries that do not proceed | 24 months from last contact |
| Completed applications and introductions | 6 years from the end of our relationship |
| Vehicle sale and sourcing case files | 6 years from completion |
| Financial and accounting records | 6 years from the end of the relevant tax year (HMRC requirement) |
| Uploaded identity and bank documents | Deleted within 12 months of case closure |
| Website analytics data | 2 months (set in Google Analytics) |
When a retention period ends we delete the information or anonymise it so you can no longer be identified.
Under UK data protection law you have the right to:
To exercise any of these rights, email contact@automateadvisors.co.uk. We will respond within one month. We may ask you to verify your identity first.
Cookies are small files stored on your device. We set essential cookies and browser storage that are necessary for the site to work — these do not require consent. We only set analytics cookies if you accept them in our cookie banner. Nothing non-essential is set before you choose.
| Name | Type | Purpose | Duration |
|---|---|---|---|
| aa_consent | Essential | Remembers your cookie choice | 180 days |
| aa_form_* | Essential | Saves a draft of a part-completed application so you do not lose your work | Until submitted or cleared |
| crm_token / sellCase | Essential | Keeps you signed in to your dashboard | Until you close the browser tab |
| _ga, _ga_* | Analytics (consent) | Google Analytics — counts visitors and shows how the site is used | Up to 2 years |
| Trustpilot | Third party | Displays our review widget | See Trustpilot's policy |
You can change your choice at any time using the Cookie settings link in our footer, or by clearing cookies in your browser. Blocking essential cookies may stop parts of the site working.
Access to our client records is password-protected and limited to authorised staff. Payment details submitted through our secure payment page are encrypted in your browser before transmission. Our sites are served over HTTPS. No system can be guaranteed completely secure, but we take appropriate technical and organisational measures to protect your information, and we will notify you and the ICO of a personal data breach where the law requires it.
If you are unhappy with how we have handled your personal information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office:
We may update this policy from time to time. The date at the top shows when it was last changed. Where changes are significant, we will tell you directly.
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