Data Protection Policy

1. Data protection principles

Electric Vehicle Contracts is a trading name of Yorkshire Vehicle Finance Limited, we are committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

a. processed lawfully, fairly and in a transparent manner in relation to individuals.

b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.

c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

d. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.

e. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals.

f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

2. General

a. This policy applies to all personal data processed by Yorkshire Vehicle Finance Limited.

b. Paul Thomas shall take responsibility for Yorkshire Vehicle Finance Limited’s ongoing compliance with this policy.

c. This policy shall be reviewed at least annually.

d. Yorkshire Vehicle Finance Limited shall register with the Information Commissioner’s Office as an organisation that processes personal data.

3. Lawful, fair and transparent processing

a. To ensure its processing of data is lawful, fair and transparent, Yorkshire Vehicle Finance shall maintain a register of all data collected, for clients this information regarding how we collect data and what is done with it is shown in the privacy notice. For data about staff and any other internal data collected i.e. any data not collected from clients. They will be notified when the data is collected about the means and storage of this data.

b. The privacy notice shall be reviewed at least annually.

c. Individuals have the right to access their personal data and any such requests made to Yorkshire Vehicle Finance Limited shall be dealt with in a timely manner.

4. Lawful purposes

a. All data processed by the Yorkshire Vehicle Finance must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing).

b. Yorkshire Vehicle Finance shall note the appropriate lawful basis in wherever data is collected from its clients.

c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.

d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in Yorkshire Vehicle Finance Limited’s systems.

5. Data minimisation

a. Yorkshire Vehicle Finance Limited shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

a. Yorkshire Vehicle Finance shall take reasonable steps to ensure personal data is accurate.

b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. Archiving / removal

a. To ensure that personal data is kept for no longer than necessary, Yorkshire Vehicle Finance Limited shall put in place an archiving policy for each area in which personal data is processed and review this process annually.

b. The archiving policy shall consider what data should/must be retained, for how long, and why.

8. Security

a. Yorkshire Vehicle Finance Limited shall ensure that personal data is stored securely using modern software that is kept-up-to-date.

b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.

c. When personal data is deleted this should be done safely such that the data is irrecoverable.

d. Appropriate back-up and disaster recovery solutions have been considered, these will be reviewed annually in the business continuity plan.

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, Yorkshire Vehicle Finance Limited shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/personal-data-breaches).

10. Our systems

a. Yorkshire Vehicle Finance Limited shall ensure that personal data is stored securely using modern software that is kept-up-to-date.

b. Generally, there our 3 systems we will use to collect data for our business. Our website, our CRM and our local IT network (our office). Where we use other systems, we will ensure that our customers are made aware of this at the point of use and that these systems comply with this data protection policy.

How we will use your data - Finance Applications

Your information by will be used by Yorkshire Vehicle Finance Limited, credit reference and fraud prevention agencies. When you apply for finance from a credit provider you must provide us with certain personal information which we will share with Credit Reference and Fraud Prevention Agencies as this is necessary to help us decide whether to offer you finance. If you do not provide it to us we may not be able to offer you finance. Your information will be used by us and these agencies as follows: 


We will check records about you and others held by us and by Credit Reference and Fraud Prevention agencies, for e.g. to assess your application for credit and verify identities to prevent and detect crime and money laundering. The Credit Reference Agencies will place a search footprint on your credit file that may be seen by other lenders. They will supply public information (e.g. information held on the electoral register) as well as shared credit and fraud prevention information. The Fraud Prevention Agencies will use your personal information to prevent fraud and moneylaundering and to verify your identity. If you advise us of a director, a spouse or a financial associate, we will link your records together. You must ensure that you have their agreement to disclose their information. Credit Reference Agencies also link your records together. The links will remain on your and their files until such a time as you or they successfully file for a disassociation with the Credit Reference Agencies to break the link. If you give us false or inaccurate information or we suspect or identify fraud, we will record this and may also pass on the information to Fraud Prevention Agencies and other organisations involved in crime prevention. Law enforcement agencies may also access and use this information. If fraud is detected, you could be refused certain services, finance or employment. We and other organisations may access and use from other countries the information recorded by Fraud Prevention Agencies, which may be publicly available sources. Your data may also be used for other purposes for which you give your permission or, in limited circumstances, when required by law or where permitted by relevant data protection and privacy law. 

When we use your personal information, we may be doing so to comply with our legal obligations or for our legitimate interests for e.g. to ensure that we provide the most appropriate offers of finance to you, to ensure that our services function correctly, to prevent fraud and money laundering and to ensure that our records are accurate and up to date. You have certain rights where we use automated decision-making tools to help us decide whether to offer you finance. You can find out more about this and your rights by accessing the privacy notice on our website (www.yvf.co.uk) or by asking the person assisting with your application for a copy. 

This is a summary of how your data will be used when you apply for finance from us. If you would like full details about how your information will be used by us, Credit Reference Agencies and Fraud Prevention Agencies, including details of your rights in relation to your information, or contact details of the Credit Reference and Fraud Prevention Agencies, please: 

• Visit www.experian.co.uk/crain www.equifax.co.uk/crain or www.callcreditco.uk/crain or 

• Visit Electric Vehicle Contracts website at evcuk.co.uk or 

• Write to Electric Vehicle Contracts, 90 Baslow Road, Sheffield, S17 4DQ 

• Contact our Data Protection Officer at paul@evcuk.co.uk or phone 0333 009 1068