Capital Accident Solutions (“we”, “us” or “our”) is totally committed to keeping your personal data safe. This Privacy Policy will help you understand how we collect, use and protect your personal data when you visit www.capitalaccidentsolutions.com or engage our services. By providing your personal data to us, you consent to its processing as described below. If you provide personal data about others, you confirm that you have their consent to do so.

1. Who We Are

Capital Accident Solutions
49 West Bowling Green Street
Edinburgh, EH6 5NX
Email: capitalaccidentsolutions@gmail.com

We are a UK-based vehicle recovery, repair and accident-claims handling business.

2. Data We Collect

2.1 Personal Data

Identity & Contact: name, title, date of birth, email address, telephone number, postal address, address history.
Government IDs: National Insurance number, driving-licence number and expiry, passport number (if provided).
Vehicle & Accident: vehicle make/model/registration, accident date, location and description.
Insurance Details: insurer name, policy number, claim reference.

2.2 Telematics & Tracking Data

Vehicle Telematics: if you use our courtesy or hire vehicles fitted with tracking units, we collect date, time, latitude, longitude, speed, distance, acceleration, braking and cornering information. Used for vehicle-recovery support, theft tracking and service optimisation, only with your explicit consent.

2.3 Communications Monitoring

We may monitor or record calls, emails, SMS messages or online-chat communications for quality assurance, staff training, fraud-prevention, legal compliance and dispute resolution.

3. When and How We Collect Your Data

We collect data when you:

Submit a “Get a Quote” or service enquiry
Book or attend vehicle recovery, repair or insurance-claim handling
Use a courtesy/PHV vehicle fitted with telematics
Contact us by phone, email or online chat
Provide feedback or complete surveys

4. How We Use Your Data

Service Delivery: to provide quotes, recover your vehicle, perform repairs, provision of courtesy vehicles and liaise with insurers.
Communications: to send appointment reminders, updates and (with your consent) marketing emails.
Improvement & Analytics: to analyse and improve our website and services (via Google Analytics).
Legal Compliance: to comply with accident-reporting, insurance-claim and other legal obligations.
Fraud Prevention & Detection: to detect, investigate and prevent fraudulent claims; we may share information with fraud-prevention agencies and panel associates.
Staff Training & Quality Control: through monitoring and recording of communications.

5. Legal Basis for Processing

Contractual Necessity: processing is necessary to perform our contract when you request recovery, repair, hire or quotation services.
Legitimate Interests: to operate and improve our business and website, prevent fraud, conduct quality control and staff training.
Consent: for optional marketing communications, telematics tracking, communications monitoring and handling special-category data.

6. Sharing Your Data

We will only share your personal data with:

Insurers & Legal Advisors: to process claims or personal-injury referrals (with your consent).
Repair, Recovery & Hire Partners: garages, parts suppliers, roadside agents and vehicle hire providers.
Group Companies & Panel Associates: any group entities or approved panel solicitors, engineers or investigators.
IT, Hosting & Analytics Providers: to maintain our website and analyse usage (e.g. Google Analytics).
Fraud-Prevention Agencies: and insurance panels, to detect and prevent fraud.
Authorities: when required by law (e.g. police during accident investigations).

All recipients are bound by confidentiality obligations and may process data only for the purposes we specify.

7. Data Retention

Service Records: Up to 6 years after the conclusion of a claim or repair, in line with legal requirements.
Marketing Data: Deleted or anonymised after 2 years of inactivity or on withdrawal of consent.
Telematics Data: Retained for 12 months unless required longer for theft-recovery or legal purposes.
Communications Recordings: Retained for 12 months for training and dispute-resolution purposes.

After these periods, we securely delete or anonymise your data.

8. Your Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your data (“right to be forgotten”) in certain circumstances.
Restrict or object to our processing of your data.
Port your data to another controller.
Withdraw consent at any time (for marketing, telematics or special-category processing).

To exercise these rights, please contact us at capitalaccidentsolutions@gmail.com.

9. Subject Access Requests (SAR)

To make a SAR, email capitalaccidentsolutions@gmail.com with:

Your name, address and (if relevant) claim or quote reference
A copy of an ID document showing your name and signature (e.g. passport or driving licence)

We will respond within one month. If your request is complex, we may extend by up to two further months and will notify you.

10. Information Security & User Advice

We implement industry-standard measures (SSL/TLS encryption, firewalls, access controls) to protect your data. However, no system is completely secure; you transmit data at your own risk.
Please note: Email is not inherently secure. We recommend you avoid sending highly sensitive personal data via unencrypted email and ensure your own devices have up-to-date antivirus software and security patches.

11. International Transfers

If we transfer your data outside the UK/EU (e.g. to cloud hosting providers), we will ensure appropriate safeguards such as Standard Contractual Clauses are in place.

12. Changes to This Policy

We may update this policy to reflect changes in our practices or the law. The “Last updated” date will be revised.
For material changes, we will notify you by email or a prominent notice on the website and provide a 60-day period to review and object. Continued use after that period constitutes acceptance.

13. Contact & Regulator

If you have any questions or complaints about this policy or our processing of your data, please contact us at:

Capital Accident Solutions
49 West Bowling Green Street
Edinburgh, EH6 5NX
Email: capitalaccidentsolutions@gmail.com

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: https://ico.org.uk

Thank you for trusting Capital Accident Solutions with your personal data.