Privacy Notice and Statement
The EU's General Data Protection Regulation (GDPR) requires that all organizations holding personal information data on European citizens provide a Privacy Notice. The notice includes advising our users as to who we are, what personal data we collect, how we use it and the legal basis under we collect the data. In addition, we advise you of your rights under GDPR as well as how you can contact us to exercise these rights.
Who we are and FAQ's
Legal Basis for Processing your Personal Data
Your Rights under GDPR
Contact Information
Forms:
Withdrawal of Consent Form
Access Request Form
FAQ's
Who are we?
First Choice Auto Repair Systems, Inc. (FC) operates a web-based automotive parts trading system, trademarked as "EZ Part Order" (EZPO). The system facilitates parts trading, tracking and transacting activity between automotive repairers (garages) and automotive parts suppliers.
The FC/EZPO system interacts with other stakeholders in the automotive parts trading market, including (Parts) Supplier Networks, individual Parts Suppliers (quotations, availability and alternate part availability), MSOs (Multi-Store Operations - repairers), Automotive Insurers - Claims management (through a third party), Estimation systems and (Automotive) Shop Management systems.
As Data Controller, First Choice/EZPO collects and processes personal information (PII) only for the purpose of enabling communication, on a commercial basis, between various users in various roles, allowing these users to communicate and transact on the system.
What is Personal Data?
Under the EU's General Data Protection Regulation (GDPR) personal data is defined as "any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person".
What personal information (personal data) do we collect about you?
We collect business contact information about you which will allow other users of the EZ Part Order system to communicate with you. The information we collect about you is limited to your name, business telephone number and business email address. We refer to this information (GDPR: personal data) as "business contact information".
How will we use the information about you?
This privacy notice tells you how we, First Choice Auto Repair Systems, will collect and use your personal data. The personal data we collect and store is used to enable communication, on a commercial basis, between various types of users on the FC/EZPO system via email or telephone. For example, if you are a Parts Supplier, your business contact information can be made available to buyers i.e. automotive repairers (body shops or garages).
Why does First Choice Auto Repair Systems need to collect & store personal data?
We collect and store your business contact information to provide you with the ability to utilize the system and to commercially transact with other users of the FC/EZPO parts procurement system. The contact information is required in order for other users of the system to contact you. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. Note that your contact information will be made available to all users of the FC/EZPO parts procurement system.
In terms of being contacted for marketing purposes, First Choice Auto Repair Systems currently has no marketing programme for that purpose. In the event that this changes, First Choice would contact you for additional consent.
Will First Choice Auto Repair Systems share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to First Choice Auto Repair Systems in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only for commercial purposes. When they no longer need your data to fulfil this service, they will dispose of the details in line with First Choice Auto Repair Systems' procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
How will First Choice Auto Repair Systems use personal data it collects about me?
First Choice Auto Repair Systems will process (collect, store and use) the information you provide in a manner compatible with the EU's General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. First Choice Auto Repair Systems is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
Under what circumstances will First Choice Auto Repair Systems contact me?
Our aim is not to be intrusive and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
Can I find out the personal data that First Choice holds about me?
First Choice Auto Repair Systems, at your request, can confirm what information we hold about you and how it is processed. If First Choice Auto Repair Systems does hold personal data about you, you can request the following information:
• Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of First Choice Auto Repair Systems or a third party, information about those interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn't collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID will I need to provide in order to access this?
First Choice Auto Repair Systems accepts the following forms of ID when information on your personal data is requested:
One of the following: passport, driving licence or birth certificate.
Legal Basis for Processing your Personal Data
The personal data we collect will be used to enable communication, on a commercial basis, between various types of users on the FC/EZPO system, via email or telephone.
You must be at least 18 years of age to use the FC/EZPO system and have your personal information stored on the system.
FC/EZPO does not capture nor store any "Special"(definition from GDPR) categories of data. Examples of "Special"data are: racial or ethnic origin, any type of belief, medical or health data, sexual orientation, etc.
Legal Basis and Consent
The legal basis (Consent) for processing and storing your personal data is either:
1) You entered (processed) your personal data yourself in to the EZPO system and at that time you had provided explicit consent for EZPO to process your personal data.
2) A third party entered your personal data on your behalf and
a. You explicitly provided consent to do so to the third party, or
b. A third party was lawfully empowered to enter (process) your personal data for the performance of a contract (an employment or service contract). The contract must explicitly obtain consent from you to provide personal data in performance of your work function.
Consent Withdrawal
You may withdraw consent at any time by:
1) Contacting your Third Party that entered your personal data on your behalf (typically, your employer or party with which you have a services contract).
2) Contacting First Choice Auto Repair Systems by navigating to the EZPO web site to obtain the "Data Subject Consent Withdrawal Form"and following the instructions provided on the web page. (Procedure outlined in the Withdrawal of Consent Procedure GDPR DOC 2.7A).
Disclosure
First Choice Auto Repair Systems will pass on your personal data (business contact information) to users of the EZPO parts trading system without first obtaining your consent, for the purposes of commercial communication and transacting on the FC/EZPO system. The following categories of third parties may receive your personal data for the purpose of commercial automotive parts trading, as part of the processing activities: Parts Suppliers, Supplier Networks, Automotive Repairers (garages), MSOs (Multi-Store Operations - repairers), as well as other commercial enterprises related to automotive parts trading.
Retention Period
First Choice Auto Repair Systems will process your personal data for as long as your commercial enterprise with which you are associated is a user of the EZPO application AND as long as you remain contractually employed or have a services contract with the commercial enterprise that entered your personal data.
Your Rights under GDPR
Your Rights
The GDPR legislation provides the rights (listed below) to you as an individual person (referred to in GDPR as a Data Subject). At any point while we are in possession of or processing your personal data, you may exercise the following rights:
• Right of access - you have the right to request a copy of the information that we hold about you.
• Right of rectification - you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten - in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing - where certain conditions apply to have a right to restrict the processing.
• Right of portability - you have the right to have the data we hold about you transferred to another organisation.
• Right to object - you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling - you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review: in the event that First Choice Auto Repair Systems refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.
All of the above requests to exercise your rights that are received by First Choice will be forwarded on should there be a third party involved in the processing of your personal data. See the section on "Legal Basis for Processing your Personal Data"on the definition of a third party.
We would suggest initially contacting the third party that entered your personal data on your behalf (typically, your employer or party with which you have a services contract) in order to exercise any of your rights.
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by First Choice Auto Repair Systems (or by associated third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and First Choice Auto Repair Systems' data protection officer. See Contact Information for contact information detail.
Contact Information
First Choice Auto Repair Systems, Inc.
Data Protection Officer:
Jean Germain
Address:
1300 ¨C 55th Avenue, Suite 300
Lachine, Quebec, H8T 3J8
Canada
Email, Telephone:
jean.germain@fcarsystems.com
(00) 1 514-633-0197
Supervisory Authority for the United Kingdom:
The Information Commissioner's Office
Address:
Wycliffe House, Water Lane
Wilmslow - Cheshire SK9 5AF
Email, Telephone:
international.team@ico.org.uk
+44 1625 545 745
0303 123 1113
Web Site:
https://ico.org.uk