UK GDPR & Data Protection Act 2018 • Last updated 23 September 2026

Privacy Notice

This notice explains how Dealers Portal UK ("we", "us", "our") collects, uses, shares and protects your personal data when you use our website, search for vehicles, contact dealers, list a vehicle for sale, request a valuation or book a test drive. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (both as amended by the Data (Use and Access) Act 2025) and the Privacy and Electronic Communications Regulations 2003 (PECR).

1. Who we are

Dealers Portal UK is the data controller responsible for the personal data described in this notice.

• Address: 344-348 High Road, Ilford, Essex IG1 1QP, United Kingdom
• Email: info@dealersportaluk.co.uk
• Telephone: 07951 603449

We have not appointed a Data Protection Officer because we are not required to. Any questions about this notice or your personal data can be sent to us using the details above.

2. The personal data we collect

• Identity and contact data: name, email address, telephone number, postal address and postcode.
• Account data: username, password (stored in encrypted, hashed form), account preferences, saved searches, favourites and comparison lists.
• Enquiry and booking data: the vehicles you enquire about, messages you send to dealers or sellers, test-drive and showroom appointment requests, and booking details.
• Vehicle data: registration number (VRM), make, model, mileage, condition, photographs, service and MOT history, and asking price when you value or list a vehicle.
• Transaction data: details of payments you make to us, such as for listings or dealer subscriptions. Card details are handled directly by our payment provider and are not stored by us.
• Dealer and business data: for dealers and private sellers, business name, trading address, opening hours and details of authorised staff.
• Technical and usage data: IP address, browser and device type, pages viewed, search terms, referral source and cookie identifiers.
• Marketing data: your preferences for receiving newsletters and offers from us.

We do not intentionally collect special category data (such as health information) or criminal offence data. Please do not include such information in messages or listings.

3. Where we get your personal data

• Directly from you, when you register, complete a form, send an enquiry, list a vehicle or contact us.
• Automatically, through cookies and similar technologies when you use our website (see section 10).
• From dealers and sellers, when they reply to your enquiry or update the status of your appointment.
• From public and official sources, such as the DVLA Vehicle Enquiry Service and DVSA MOT history records, when a vehicle registration is looked up. These sources return data about the vehicle, not about its keeper.

4. How we use your data and our lawful bases

We only use personal data where UK GDPR gives us a lawful basis to do so:

Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms. You can ask us for more information about this balancing test.

5. Who we share your data with

• Dealers and private sellers: when you send an enquiry or request a test drive or appointment, we share your name, contact details, message and the vehicle concerned with the dealer or seller you contacted. They use it to respond to you and become an independent controller of that data, responsible for their own use of it under their own privacy notice.
• Service providers (processors): website hosting (IONOS), email delivery, payment processing, map and vehicle-data services, and analytics providers. They act only on our instructions under written contracts.
• Professional advisers: such as accountants, auditors, insurers and lawyers.
• Authorities: the police, HMRC, regulators or courts where we are required or permitted by law, for example to prevent fraud or vehicle crime.
• Business transfers: a buyer or successor if all or part of our business is sold or reorganised.

We do not sell your personal data.

6. International transfers

We aim to store your data in the UK or the European Economic Area. Some service providers may process data outside the UK. When they do, we make sure the transfer is protected: either the destination is covered by UK adequacy regulations (a "data bridge"), or we use the ICO's International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can contact us for more details.

7. How long we keep your data

• Accounts: for as long as your account is active. If an account is inactive for 24 months we will contact you before closing it and deleting or anonymising its data.
• Enquiries and appointment requests: up to 24 months after your last contact, so we can deal with follow-up questions and complaints.
• Vehicle listings: while the listing is live and for up to 12 months after it ends.
• Payment and accounting records: 6 years after the end of the financial year they relate to, as required by UK tax law.
• Marketing preferences: until you unsubscribe. We then keep a suppression record so we do not contact you again.
• Server and security logs: up to 12 months.

We may keep data for longer if the law requires it or if it is needed to establish, exercise or defend legal claims.

8. Your rights

Under UK data protection law you have the right to:

• Access: ask for a copy of the personal data we hold about you (a subject access request).
• Rectification: ask us to correct inaccurate or incomplete data.
• Erasure: ask us to delete your data in certain circumstances.
• Restriction: ask us to limit how we use your data.
• Data portability: receive data you gave us in a structured, machine-readable format, or have it sent to another organisation.
• Objection: object to processing based on legitimate interests, and object at any time to direct marketing.
• Withdraw consent: where we rely on consent, you can withdraw it at any time. This does not affect processing already carried out.
• Automated decisions: not to be subject to decisions based solely on automated processing that have legal or similarly significant effects. We do not make such decisions. Online valuations are estimates only and do not bind you or any dealer.

To exercise any of these rights, email info@dealersportaluk.co.uk or write to us at the address in section 1. We may need to confirm your identity. We will respond within one month, which may be extended by up to two further months for complex requests. Exercising your rights is normally free of charge.

9. Marketing

We will only send you marketing emails or texts if you have agreed to receive them, or if you are an existing customer and we are telling you about similar services (with a clear chance to opt out each time). Every marketing message includes an unsubscribe link. You can also opt out by contacting us. We never pass your details to third parties for their own marketing without your explicit consent.

10. Cookies

We use cookies and similar technologies:

• Strictly necessary cookies: needed for the website to work, for example to keep you signed in, remember your cookie choices and protect forms against misuse. These do not require consent.
• Functional cookies: remember preferences such as saved searches, recently viewed vehicles and currency.
• Analytics cookies: help us understand how visitors use the website so we can improve it.
• Marketing cookies: used, if enabled, to measure advertising and show relevant adverts.

Except for strictly necessary cookies, we only set cookies with your consent, which you give or refuse through our cookie banner. You can change your choice at any time by clearing cookies in your browser and revisiting the site, or through your browser settings.

11. How we protect your data

We use appropriate technical and organisational measures to protect personal data. These include encrypted HTTPS connections, hashed passwords, role-based access controls so dealers can only see enquiries about their own stock, and regular software updates. No method of transmission over the internet is completely secure. If a personal data breach is likely to put your rights and freedoms at risk, we will notify you and the ICO as the law requires.

12. Children

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has given us their data, please contact us and we will delete it.

13. Third-party websites

Our website may link to dealer websites, finance providers and other third-party sites. We are not responsible for their privacy practices, so please read their privacy notices before giving them your data.

14. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at info@dealersportaluk.co.uk so we can try to put things right. We will acknowledge your complaint and respond without undue delay.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Telephone 0303 123 1113. Website ico.org.uk/make-a-complaint.

15. Changes to this notice

We may update this notice from time to time, for example if our services or the law change. The latest version will always be on this page, with the date it was last updated at the top. If we make significant changes, we will tell you by email or through a notice on the website.