Chambers Fleet Services Privacy Notice

 Last updated: 22 July 2026

1. Who we are

Chambers Fleet Services is operated by Ben Chambers as a sole trader.

For UK data protection purposes, Ben Chambers trading as Chambers Fleet Services is the data controller responsible for the personal information described in this notice.

Business: Chambers Fleet Services
Email: info@chambersfleetservices.co.uk
Telephone: 07519 624 886
Website: chambersfleetservices.co.uk

This Privacy Notice applies to customers, prospective customers, suppliers, contractors, business contacts, vehicle drivers and visitors to our website.

2. Personal information we collect

Depending on your relationship with Chambers Fleet Services, we may collect and use:

• Your name, job title and company name. 
• Your telephone number, email address and business address. 
• Vehicle registration numbers, fleet numbers, make, model and vehicle details. 
• Vehicle defects, diagnostic information, repair history and inspection findings. 
• Vehicle or job-location information. 
• Details provided through our website contact form, telephone, email, WhatsApp or social media. 
• Quotations, authorisations, job sheets, diagnostic reports, inspection records and invoices. 
• Photographs relating to vehicles, defects, components or completed work. 
• Payment information and records of payments made or outstanding. 
• Information about suppliers, contractors and other business contacts. 
• Technical website information, such as IP address, browser type, device information and cookie preferences. 
• Any other information reasonably required to respond to an enquiry or provide an agreed service. 

We do not normally require sensitive personal information. Please do not send health information, payment-card details or other sensitive personal information through the website contact form.

3. How we obtain personal information

We normally receive information directly from you when you:

• Contact us for a quotation or technical advice. 
• Request diagnostics, inspections, maintenance or repair work. 
• Complete our website contact form. 
• Contact us by telephone, email, WhatsApp or social media. 
• Approve work or provide vehicle information. 
• Pay an invoice or open a customer or supplier account. 

We may also receive information from:

• Your employer, fleet operator or another authorised company representative. 
• Vehicle owners, drivers, maintenance providers or transport managers. 
• Insurers, brokers, suppliers or subcontractors. 
• Publicly available business directories and company websites. 
• Referrals from existing customers or business contacts. 

4. How we use your information

We use personal information to:

• Respond to enquiries and provide quotations. 
• Confirm availability, arrange attendance and manage bookings. 
• Identify vehicles and understand the reported fault or work required. 
• Carry out diagnostics, inspections, maintenance and repairs. 
• Prepare job sheets, reports, inspection records and invoices. 
• Obtain customer authorisation before carrying out additional work. 
• Order parts, arrange specialist services or coordinate authorised subcontractors. 
• Communicate findings, recommendations and outstanding defects. 
• Maintain accurate maintenance and commercial records. 
• Manage payments, accounts and overdue invoices. 
• Handle complaints, disputes, insurance matters or legal claims. 
• Meet tax, accounting, insurance, health and safety and other legal obligations. 
• Protect our systems, website and business from fraud or misuse. 
• Improve our services and website. 
• Maintain appropriate contact with customers, suppliers and other business contacts. 

5. Our lawful bases

We only use personal information where we have a lawful basis.

Contract

We use information where it is necessary to:

• Provide a quotation you have requested. 
• Take steps before entering into an agreement. 
• Arrange and complete authorised work. 
• Communicate with you about the service. 
• Issue reports and invoices. 
• Manage payment and contractual obligations. 

Legal obligation

We use and retain information where required for:

• Tax and accounting records. 
• Compliance with lawful requests from authorities. 
• Health and safety responsibilities. 
• Insurance, regulatory or legal obligations. 

Legitimate interests

We may use information where it is reasonably necessary for our legitimate business interests, including:

• Managing customer and supplier relationships. 
• Keeping accurate job and vehicle-maintenance records. 
• Responding to business enquiries. 
• Protecting our business and systems. 
• Recovering unpaid amounts. 
• Managing complaints, insurance matters and legal claims. 
• Improving our services. 
• Keeping relevant business customers informed about services that may be useful to them. 

We consider the effect on your privacy before relying on legitimate interests.

Consent

We may rely on consent for:

• Optional email or electronic marketing where consent is required. 
• Non-essential website cookies or tracking technologies. 

You may withdraw consent at any time.

6. When information is required

Certain information is needed so that we can identify the vehicle, assess the work, attend the correct location, provide a quotation or complete an agreed service.

Where required information is not provided, we may be unable to respond fully, provide an accurate quotation or accept the work.

7. Who we share information with

We do not sell personal information.

Where reasonably necessary, we may share information with:

• Employees or authorised representatives of the customer or vehicle operator. 
• Parts suppliers and specialist service providers. 
• Approved subcontractors assisting with authorised work. 
• Insurance companies, insurance brokers and claims handlers. 
• Our accountant, bookkeeping provider and professional advisers. 
• Website-hosting, contact-form, email, cloud-storage and business-software providers. 
• Payment-service providers and banks. 
• Debt-recovery providers or legal advisers. 
• HM Revenue and Customs, law-enforcement agencies, courts, regulators or other authorities where required by law. 
• A purchaser or adviser if the business is sold, transferred or reorganised. 

Only the information reasonably necessary for the relevant purpose will be shared.

Current service providers may include GoDaddy for the website and contact forms, Microsoft 365 for business email and cloud services, and Crunch Accounts for accounting and bookkeeping.

8. International transfers

Some technology and service providers may process or store information outside the United Kingdom.

For example, GoDaddy states that customer information collected through Websites + Marketing may be stored in the United States. 

Where information is transferred outside the UK, we take reasonable steps to ensure that the provider uses protections required under UK data protection law.

9. How long we keep information

We only retain personal information for as long as reasonably necessary for the purpose for which it was collected.

Our normal retention periods are:

• General enquiries that do not lead to work: up to 12 months after the last meaningful contact. 
• Quotations and declined work: normally up to two years. 
• Customer, job, vehicle, inspection and repair records: normally six years after completion of the work or the end of the customer relationship. 
• Invoices, payment and accounting records: normally six years, or longer where required by tax law. 
• Supplier and subcontractor records: normally six years after the last transaction. 
• Complaints, disputes, insurance matters and legal claims: normally six years after closure, or longer where a matter remains active. 
• Marketing records: until you opt out or the information is no longer relevant. We may retain a minimal suppression record so that we do not contact you again. 
• Website and cookie information: for the period stated within the relevant cookie or service settings. 

Self-employed businesses must retain relevant tax records for at least five years after the 31 January submission deadline for the relevant tax year. 

Information may be retained for longer where required by law, an insurer, an ongoing dispute or a legal claim. It will be securely deleted or anonymised when no longer required.

10. How we protect information

We use reasonable technical and organisational measures to protect personal information, including:

• Password protection and access controls. 
• Multi-factor authentication where available. 
• Secure business email, cloud and accounting providers. 
• Device security and software updates. 
• Restricted access to customer and job information. 
• Secure disposal of paper and electronic records. 
• Appropriate backups and security procedures. 

No electronic system can be guaranteed completely secure, but we take proportionate steps to reduce the risk of unauthorised access, loss or misuse.

11. Marketing

We may occasionally contact existing or prospective business customers about services that are relevant to their fleet or commercial operation where the law permits us to do so.

You may ask us to stop marketing communications at any time by:

• Using an unsubscribe option where provided. 
• Emailing info@chambersfleetservices.co.uk. 
• Calling 07519 624 886. 

Service messages concerning an enquiry, booking, authorised work, defect, report, account or invoice are not marketing messages.

12. Cookies and website tracking

Our website may use:

• Strictly necessary cookies required for the website to function. 
• Preference cookies used to remember visitor choices. 
• Analytics or tracking technologies, where enabled and accepted. 

Non-essential cookies or tracking tools will only be used where permitted and after the visitor has been given an appropriate choice.

Visitors can accept or reject optional tracking through the website cookie banner. Further information may also be provided through the cookie settings displayed by GoDaddy.

13. Automated decisions

Chambers Fleet Services does not use personal information to make decisions solely by automated means that have a legal or similarly significant effect on individuals.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

• Ask for a copy of the personal information we hold about you. 
• Ask us to correct inaccurate or incomplete information. 
• Ask us to delete information where there is no lawful reason to retain it. 
• Ask us to restrict how information is used. 
• Object to processing based on legitimate interests. 
• Object to direct marketing. 
• Request transfer of information in an appropriate electronic format. 
• Withdraw consent where processing is based on consent. 

These rights do not apply in every circumstance. For example, we may need to retain invoices and transaction records to meet legal or tax obligations.

To make a request, contact:

Email: info@chambersfleetservices.co.uk

Telephone: 07519 624 886

We may need to confirm your identity before responding.

15. Complaints

Please contact Chambers Fleet Services first if you have concerns about how your information has been handled. We will aim to investigate and resolve the matter.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113 

16. Changes to this notice

We may update this Privacy Notice where our services, systems, suppliers or legal responsibilities change.

The latest version will be published on our website with the date it was last updated.