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Privacy Policy

Production Picture Vehicles Ltd

Last updated: May 2026

1. Introduction

Production Picture Vehicles Ltd ('PPV', 'we', 'us', 'our') is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you use our website at propicvehicles.co.uk, contact us, or submit a vehicle through our Vehicle Submission form.

Please read this policy carefully. By using our website or submitting information to us, you acknowledge that you have read and understood this policy.

Production Picture Vehicles Ltd is registered in England and Wales. Company registration number: 17013531. Registered office: 1 St. Monance Way, Colchester, England, CO4 0PN. 

2. Information We Collect

We may collect and process the following personal data:

  • Contact information: your name, email address and telephone number when you contact us or complete a form on our website
  • Vehicle submission data: vehicle details, photographs and supporting information submitted through the Vehicle Submission form
  • Enquiry information: details of your production requirement, sourcing request or general enquiry
  • Technical data: IP address, browser type and version, time zone, browser plug-in types, operating system and platform, and other technology on the devices you use to access our website
  • Usage data: information about how you use our website, including pages visited, time spent on pages and links clicked
  • Communications: records of any correspondence between you and PPV

3. How We Use Your Information

We use the personal data we collect for the following purposes:

  • To respond to your enquiry or sourcing request
  • To assess vehicle submissions and manage our internal vehicle sourcing database
  • To contact you if your vehicle is considered suitable for a production requirement
  • To manage our business relationship with you
  • To comply with our legal obligations
  • To improve our website and the services we offer
  • To protect the security and integrity of our website and business

4. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

  • Legitimate interests: where processing is necessary for our legitimate business interests, such as responding to enquiries, managing our vehicle database and operating our sourcing service — provided these interests are not overridden by your rights
  • Contractual necessity: where processing is necessary to take steps at your request prior to entering into a contract, or to perform a contract with you
  • Legal obligation: where we are required to process your data to comply with a legal obligation
  • Consent: where you have given specific consent to processing, such as subscribing to communications, where applicable

5. How We Share Your Information

PPV does not sell, rent or trade your personal data to third parties. We may share your information in the following limited circumstances:

  • Service providers: we use third-party services to operate our website and manage data, including Airtable for database management and Google Workspace for email and administration. These providers process data on our behalf and are subject to appropriate data processing agreements
  • Legal requirements: where we are required to disclose information by law, court order or regulatory authority
  • Business transfers: in the event of a sale, merger or transfer of our business, personal data may be transferred as part of that transaction

Where we share data with third-party service providers, we ensure appropriate contractual protections are in place.

6. International Data Transfers

Some of our third-party service providers may be based outside the United Kingdom or European Economic Area. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions, in accordance with UK GDPR requirements.

7. Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Specific retention periods are as follows:

  • General enquiries: retained for 2 years from the date of last contact, unless an ongoing relationship is established
  • Vehicle submission data: retained indefinitely as part of our internal vehicle sourcing database, unless you request deletion
  • Website usage data: retained in line with our analytics provider's standard retention settings

You may request deletion of your personal data at any time. See Section 9 for details of your rights.

8. Cookies

Our website uses cookies to improve your browsing experience and to collect analytical data about how the site is used. Cookies are small text files stored on your device when you visit a website.

We use the following types of cookies:

  • Essential cookies: necessary for the website to function correctly. These cannot be disabled
  • Analytics cookies: used to understand how visitors interact with the website, allowing us to improve its content and performance. These are only set with your consent
  • Preference cookies: used to remember your settings and preferences

You can control cookie settings through your browser. Disabling certain cookies may affect the functionality of the website. A cookie consent banner is displayed on your first visit to the website.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right of access: to request a copy of the personal data we hold about you
  • Right to rectification: to request correction of inaccurate or incomplete personal data
  • Right to erasure: to request deletion of your personal data, subject to certain legal exceptions
  • Right to restriction: to request that we restrict the processing of your personal data in certain circumstances
  • Right to data portability: to receive your personal data in a structured, machine-readable format
  • Right to object: to object to processing based on legitimate interests or for direct marketing purposes
  • Rights related to automated decision-making: to not be subject to decisions made solely by automated processing that significantly affect you

To exercise any of these rights, please contact us at info@propicvehicles.co.uk. We will respond within one calendar month of receiving your request.

10. Data Security

PPV takes the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction or alteration. These measures include secure hosting, access controls and encrypted data transmission, including HTTPS.

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

11. Children's Data

Our website and services are not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at info@propicvehicles.co.uk and we will take steps to delete it.

12. Links to Other Websites

Our website may contain links to third-party websites. PPV is not responsible for the privacy practices or content of those websites. We encourage you to read the privacy policy of any website you visit.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the 'last updated' date at the top of this page. We encourage you to review this policy periodically. Continued use of our website following any changes constitutes acceptance of the updated policy.

14. Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance at info@propicvehicles.co.uk. If you remain unhappy with our response, you have the right to lodge a complaint with the Information Commissioner's Office:

15. Contact Us

For any questions about this Privacy Policy or how we handle your data:

Production Picture Vehicles Ltd
Email: info@propicvehicles.co.uk
Telephone: 07973 876 109‬‬
Registered in England and Wales — Company No: 17013531
Registered office: 1 St. Monance Way, Colchester, England, CO4 0PN.