Privacy Policy

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Last updated: November 2025

This Privacy Policy explains how Dealer Management Services Ltd (“DMS”, “we”, “us”) collects, uses and protects your personal information.
We are committed to safeguarding your privacy and handling your data responsibly and transparently.

1. Who We Are

Dealer Management Services Ltd (trading as DMS Navigator)
12 O’Clock Court, Sheffield, S4 7WW, United Kingdom
Company number: 03394726
Email: support@dmsnavigator.com

DMS is the data controller for personal information collected through our websites, marketing activities, and customer communications.
For data processed through our Navigator SaaS platform, DMS acts as a data processor on behalf of customers — as detailed in our Data Processing Agreement (DPA).

2. Information We Collect

We collect and process the following types of personal information:

a. Information you provide directly

  • Name, email address, job title and contact details
  • Company name and billing information
  • Enquiry or support request details
  • Marketing preferences

b. Information collected automatically

  • IP address, browser type, and device information
  • Website usage analytics (using tools like Google Analytics)
  • Log data from emails, support tickets, and form submissions

c. Information processed through Navigator

For dealership customers using our Navigator software, we may process:

  • User login details and activity logs
  • End-customer or transaction data uploaded by the dealership
    Such data is processed only under the dealership’s instructions and is governed by our DPA.

3. How We Use Your Information

We use personal data for the following purposes:

  • To provide and support the Navigator service
  • To manage billing, renewals and customer accounts
  • To respond to enquiries and provide technical support
  • To improve our products, services and website
  • To send relevant service or product updates (you can opt out at any time)
  • To comply with legal and regulatory obligations

We do not sell or rent your data to third parties.

4. Legal Bases for Processing

We process personal data under the following legal bases:

  • Contract: To perform our obligations under customer agreements.
  • Legitimate interests: To manage our business and communicate with customers.
  • Legal obligation: Where processing is required by law.
  • Consent: For optional marketing communications or cookie-based analytics.

5. Sharing Your Information

We may share personal data with:

  • Trusted service providers (e.g. hosting, payment and analytics partners) who act under our instructions
  • Professional advisers such as accountants and auditors
  • Legal or regulatory authorities where required by law

All third-party processors are bound by confidentiality and data protection obligations consistent with UK GDPR.

6. International Data Transfers

We primarily store and process personal data in the UK or EEA.
Where data is transferred outside these regions, we ensure adequate safeguards (such as Standard Contractual Clauses or UK Addendum) are in place.

7. Data Retention

We keep personal data only as long as necessary for the purposes for which it was collected, or as required by law.
For data processed within the Navigator platform, retention and deletion are governed by our DPA.

8. Your Rights

You have the following rights under UK GDPR:

  • Access – request a copy of your personal data.
  • Rectification – correct inaccurate or incomplete data.
  • Erasure – request deletion of your personal data (“right to be forgotten”).
  • Restriction – limit how your data is processed.
  • Portability – request transfer of your data to another controller.
  • Objection – object to processing based on legitimate interests.

To exercise any of these rights, please contact us at [insert contact email].

If you believe we have not handled your data correctly, you may lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.

9. Cookies

We use cookies and similar technologies to improve website performance and user experience.
You can adjust your browser settings to refuse cookies, but some parts of our site may not function properly as a result.
Full details are provided in our Cookie Policy (if published separately).

10. Data Security

We use appropriate technical and organisational measures to protect your information, including:

  • Encrypted connections (SSL/TLS)
  • Secure data centres and access controls
  • Regular backups and security audits

We also train staff in data protection best practices.

11. Updates to This Policy

We may update this Privacy Policy periodically.
The latest version will always be available at https://www.dmsnavigator.com/terms/privacy-policy, and significant changes will be communicated to customers directly.

12. Contact Us

For any questions about this Privacy Policy or our data protection practices, please contact:

Data Protection Officer
Dealer Management Services Ltd
12 O’Clock Court, Sheffield, S4 7WW, UK
📧 support@dmsnavigator.com

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