Privacy and Legal Information
Jordans Cars has made every effort to ensure the accuracy of the information contained in this site.
Whilst every effort is made to produce up to date products and specifications, this site should not be regarded as an infallible guide to our vehicles products and services, nor does it constitute an offer for the sale of any particular vehicle.
Our Privacy Promise
- To keep your data safe and private
- Not to sell your data
- To give you ways to manage and review your marketing choices at any time
Who We Are
This section gives you the legal name of the company who holds your personal information – known as the ‘legal entity’ – and tells you how you can get in touch with us. Rix Petroleum is made up of a number of companies involved in the sale and distribution of petroleum fuels and associated products and services and it is part of J R Rix & Sons Limited who are a private limited liability company with a diverse portfolio of activities.
Rix Petroleum refers to the following companies:
- Rix Petroleum (Hull) Limited
- Rix Petroleum (Scotland) Limited
- Rix Petroleum (East Anglia) Limited
- Rix Petroleum (Midlands) Limited
- Rix Petroleum (Mercia) Limited
- Rix Petroleum (Spalding) Limited
- Rix Heating Services Limited
- Fuelmate Limited
In addition to the Rix Petroleum companies J R Rix & Sons Limited is also made up of the following companies:
- Victory Leisure Homes Limited
- Rix Sea Shuttle Limited
- Maritime Bunkering Limited
- Rix Shipping Co Limited
- Rix Shipping (Scotland) Limited
- Rix Transport Ltd
- Seaway Logistics Ltd
- Jordan & Co (Hull) Limited
- BostonRix Wind Ltd*
- Journeytrack Ltd*
(* denotes a joint venture company where J R Rix & Sons Limited are not the exclusive shareholder)
How to Contact Us
We will be happy to deal with any queries or requests regarding the data we hold about you.
You can contact us by:
- Email: email@example.com
- Telephone: 01482 224422. Calls may be monitored or recorded.
- Letter: Data Information Officer, c/o J R Rix & Sons Ltd, Witham House, 45 Spyvee Street, Hull, HU8 7JR
Information that we may collect from you
- Your name, place of work, job title
- Contact information including e-mail address and telephone numbers
- Other relevant personal information e.g. date of birth
- Postal address
- Your bank and/or building society details
- Your interests in relation to Rix products and services
- Electronic identifiers such as your computer IP address
- The method by which you found our website
- Demographic information such as postcode, preferences and interests
- Other information relevant to customer offers and/or surveys
- In the case of job applicants CVs and references relevant to the role that you are applying for
- In the case of employees details of your spouse/partner/ next of kin
- Qualifications and records relevant to your employment such as driving licence details and professional qualifications.
- Information that we acquire during the course of your employment such as sickness record, attendance, performance, training records, disciplinary, conduct and grievances
We also gather general information about the use of our websites, such as which pages users visit most often, and which products or services are of most interest. We may also track which pages users visit when they click on links in emails sent out by Rix. This information is collected using Google Analytics software and email software such as MailChimp. We may use this information to personalise the way our websites are presented when users visit them, to make improvements to our websites and to ensure we provide the best service for users. Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our websites. Please see information on Cookies below.
We will never sell or rent our customer data to other organisations for marketing purposes. We will not sell, distribute or lease your personal information to third parties for their control unless we have your permission, or we need to do so in order to fulfil a contractual obligation to you or are required by law to do so. Where we do seek your permission, we will name the relevant third party at the time we seek such permission from you and any such permission shall be limited to that third party. Please note that we may provide information for processing to certain third parties as outlined in the section entitled ‘How we use your information’.
Ordinarily, we will be the party collecting your information directly from you. However, there may be situations where this information is obtained by us from third parties. Examples of this would include:
- Directly from a third party e.g. credit reference agencies, agencies/companies that check qualifications and driving licences
- From a third party with your consent e.g. your bank or building society, your doctor, other medical practitioner, professional body, pension provider
- From a third party data profiling company, where you have given your consent for that company to pass such information on to us
- In the case of job applicants, from a third party recruitment agency
- From publically available sources, e.g. the Electoral Roll, Companies House, HM Land Registry
Sharing data with third parties including our service providers and suppliers
In order to make certain services available to you, we may need to share your personal data with some of our service partners. These include IT, training and website and marketing service providers.
Rix only allows its service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls. We also impose contractual obligations on service providers relating to data protection and security, which mean they can only use your data to provide services to Rix and to you, and for no other purposes. In order to utilise your personal information, as set out above, we may allow third parties to process your personal information on our behalf. This is likely to be the case where, for example, we:
- Contract with a third party haulage company or engineer to make delivery or provide our services to you
- Request a third party data profiling company to establish trends and other buying/profile information
- In the case of our Cold Weather Priority (CWP) customers, if you consent we may share your personal information with your local fire service for the purpose of them arranging and carrying out risk assessments
Where we share personal information for these purposes, we put in place controls to ensure that your personal information is only used for the purpose for which we’re sharing it (e.g. to deliver fuel to you). Where we want to allow third parties to process or control your personal information for reasons other than those set out above, we will inform you of this and, if necessary, seek your consent to share such information with them.
Where we have asked for your consent to use your personal information for a particular purpose, this consent may be withdrawn by you at any time. Similarly, where we are using your personal information to fulfil a legitimate interest of ours, you may have a right to object to your personal information being used for a particular purpose (e.g. for direct marketing). Please see the section entitled ‘Controlling your personal information’ below.
Other third parties
We may share your data with:
- Credit reference agencies where necessary
- Agencies/Companies that check driving licences and other qualifications
- Government bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are required to do so
- To comply with our legal obligations
- To exercise our legal rights (for example in court cases)
- For the prevention, detection, investigation of crime or prosecution of offenders
- For the protection of our employees and customers
- Customers who require the identity and qualifications of employees who will be visiting sites of a sensitive nature e.g. an airport, or providing qualified employees where there is a requirement to check those qualifications e.g. workboat contracts.
Legal basis and purpose for processing your personal data
As well as our privacy promise to process your data we must have a lawful basis to do so. The lawful basis will depend on the type of personal information you provide and includes the following:
- It is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract
- It is necessary for compliance with a legal obligation
- It is necessary in order to protect your vital interests
- It is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us
- It is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data
- You have given consent to the processing of your personal data for one or more specific purposes
How we use your information
- To manage our relationship with you or your business, internal record keeping and account management
- To deliver the products and services you have requested from us
- To undertake a credit or other financial checks on you where appropriate
- To enable us to check and verify your identity
- To collect and recover money that is owed to us
- To improve our products and services and to grow our business
- To provide personalised communications
- To develop and carry out marketing activities
- To communicate with you about our products and services
- To obey laws and regulations that apply to us
- To respond to your enquiries
- To respond to complaints and seek to resolve them
- In Response to legal and regulatory requirements
- For the purpose of internal training, audit and compliance checking
- To facilitate any interest in career matters at Rix and for employment matters
- To carry out driving licence checks and to check other qualifications
Where we collect personal information from
This section lists the places where we get the data that counts as part of your personal information.
Data you give to us:
- When you order goods or services from us
- When you talk to us on the phone, or to one of our sale representatives, including recorded calls
- When you use our websites, mobile device apps, or web chat
- E-mails and letters
- In customer surveys
- If you take part in competitions or promotions
- Payment and transaction data
- Comparison websites
- Social networks
- Legal or insurance claims or other documents
- Job applications and CVs
- Documents and forms that you are required to complete as part of your employment with us
- Documents that you are required to complete as part of providing a service to us
- Documents and reports that are completed in relation to the work that you do for us e.g. reviews, discipline and grievance procedures, risk assessments etc.
If you choose not to give us personal information
We may need to collect personal information by law, or to enter into or fulfil a contract we have with you.
If you choose not to give us this personal information, it may delay or prevent us from fulfilling our contract or obligation with you or doing what we must do by law. It could mean that we cancel a product or service you have with us, or that we cannot employ you.
We sometimes ask for information that is useful but not required by law or a contract. We will make this clear when we ask for it. You do not have to give us these extra details and it won't affect the products or services you have with us.
We use programs such as Google Analytics to help us find out:
- How many people visit our websites
- Which pages and parts of pages are most popular
- How long people spend in each area of the website
- What information people are looking for
These insights help us understand what customers want from our website and, consequently, how we can improve the website in the future.
- Browser types
- Operating systems
- Third party sites that direct you to us
- The time and date of a visit
Cookies are an essential tool in the development and maintenance of a website. By collecting small amounts of information it gives us great feedback, insight and understanding into our customers’ site visits. By tracking our websites performance in this way we can successfully deliver the products and services you are looking for, improve navigation and usability ultimately creating a safe, secure environment for you to browse in.
If you don’t allow cookies to be used, then you will have restricted access to some of the features on our website. It will also mean your user journey won’t be tracked so any opportunity to improve your online experience with us will be lost.
A cookie is a small file which asks permission to be placed on your device’s storage. Once you agree, the file is added and the cookie helps analyse web traffic when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your device or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
If you want to read more on Cookies visit www.allaboutcookies.org.
Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
If you contact us or we contact you, we may ask for certain information from you to confirm your identity, check our records and deal with your account efficiently and correctly.
We aim to protect all of our customers from fraud. As part of this, we may use your personal information to verify your identity to help prevent or detect fraud. These checks may involve your information being disclosed to credit reference agencies, who may keep a record of that information. This is not a credit check and your credit rating will be unaffected.
The security of your information is very important to us. As part of our commitment to keeping your data safe, our technical experts maintain physical, electronic and managerial procedures to keep safe the information we collect online.
We use a secure server when you contact us via our websites. We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate, and up to date. We will ensure that your personal information is kept only for so long as is necessary for the purposes for which it was collected and is securely destroyed in accordance with our data retention and disposal policy.
Only authorised employees and carefully checked agents, contractors and sub-contractors, who provide a particular data processing service for us, are permitted access to your data.
Where a third party is processing your data on our behalf, we will take steps to ensure that such third party gives us commitments that it will process your data in line with EU law. If a third party is located in a non-EU country that does not have data protection laws equivalent to those in the EU, we will always take appropriate additional steps to ensure that your personal information is kept safe and secure. This will generally involve ensuring that such third party agrees to sign up to a formal legal agreement committing them to comply with standards equivalent to those in the EU.
Sometimes, you might wish to disclose sensitive information to us, for example, if you need a priority delivery because you are receiving medical treatment. We will only use sensitive data for the specific reason you disclosed it to us and we will take extra care to keep it secure. From time to time, we will check with you that we may continue to use that sensitive data for the specified purpose. Similarly, should you sign up to our Cold Weather Priority scheme, you will be asked to provide a specific consent to us holding sensitive information for the purpose of this scheme.
How long do we hold your information for?
The time period for which we keep information varies according to what we use the information for. Unless there is a specific legal requirement for us to keep information, we will keep your information for as long as it is relevant and useful for the purpose for which it was collected.
Where we are using your personal information to send you marketing information we will generally retain that information for marketing purposes for two years from the point of the last order or quote that you requested from us. We understand that even if you do not buy from us on every occasion, often we see repeat purchases from customers within this time period. We will retain relevant account information for eight years in line with legal tax and contract requirements. In the case of commercial customers, we may retain personal information for a longer period of time depending on the order and contracting cycles of the customer (e.g. if a customer commonly enters into five year deals, we would retain their information for a short period beyond when we would expect such agreement to be renewed). In the case of Jordan & Co (Hull) Ltd, the customer cycle for buying cars is typically 3-4 years and we will, therefore, retain your personal information for marketing purposes for up to 5 years. For Victory Leisure Homes Ltd, we will also retain your information for marketing purposes for up to 5 years.
In the case of unsuccessful job applicants and unsolicited CVs, we will generally hold your CV and supporting documentation for a period of twelve months from the date of application or receipt.
If you are an employee and leave our employment the period that we retain your information for, after you have left, will vary depending upon the nature of the information e.g. we only need retain information such as next of kin and bank details for up to six months but information to do with pensions will need to be kept for your lifetime. Information relating to any future personal injury claims that you might make will be kept for up to 50 years. We will not retain your information for longer than necessary for the purposes set out in this policy.
For the purpose of our Cold Weather Priority Scheme, we will retain your information for an initial period of five years from when you gave your consent to be included within the scheme at which point we will seek to reconfirm such consent.
You are entitled to request that we erase your personal information at any time, for example where you cease to be an active customer of ours. Whilst we will generally seek to comply with your request, there will be circumstances where we are entitled to retain such personal information (e.g. in respect of legal claims or to ensure that any activity on your account (e.g. monies owing) may be resolved).
Controlling your personal information
You may choose to restrict or control the collection or use of your personal information in the following ways:
- Whenever you are asked to fill in a form on the website or elsewhere, ensure that you do not tick any box requesting permission to use your personal information for specific purposes (e.g. marketing) or, in the case of ‘opt-out’ consents relating to electronic communications, ensure that you un-tick the relevant box
- If you have previously agreed to us using your personal information for direct marketing or other specific purposes and wish to change your mind
- If you believe that we are holding personal information which is incorrect, out of date or incomplete and wish for that to be corrected
- If you wish for your personal information to be erased from our systems (however there may be a specific legal requirement or other legitimate reason for us to continue to keep your information)
- If you wish for us to transfer your personal information to a third party (e.g. another service provider), we may provide you with your personal information which is held by us for you to pass to that third party (or, in certain circumstances, we may be able to transfer that personal data to such third party directly if you wish for us to do so)
Where you are an active customer of ours, we may direct market to you by post or telephone on the basis that we consider we have a legitimate interest in marketing to you in this way and that it does not substantially impact on your privacy. You have a right to object to this at any time, and may request that we cease to contact you for direct marketing in this manner at any point. We will comply with any such request.
If you want to remove a consent, request that we cease contacting you for direct marketing purposes or request erasure or transfer of your personal information, you may do so at any time by writing to us at Data Information Officer, c/o J R Rix & Sons Limited, Witham House, 45 Spyvee Street, Hull, HU8 7JR, or emailing us at firstname.lastname@example.org or by telephone 01482 224422.
If you believe that any information we are holding on you is incorrect, out of date or incomplete, please write, email or call us as soon as possible, using the details set out above. We will promptly correct any information found to be incorrect. To protect your privacy and security, we will take reasonable steps to verify your identity before granting access or making corrections.
How to complain
You also have the right to complain to the regulator, and to lodge an appeal if you are not happy with the outcome of a complaint.
In the UK this is the Information Commissioner’s Office. Find out on their website how to report a concern.
Our Complaints procedure:
Jordans is committed to listening to the view of our customers and welcomes feedback whether positive or negative.
This complaints procedure sets out what you can expect to happen when you make a complaint to Jordans.
A complaint is any expression of dissatisfaction by you or your representative. You can complain to us verbally (informally) or in writing (formally).
Our aim is to ensure that your concern is taken seriously and that you receive a satisfactory answer.
Jordans responsibility is to:
Give you an effective way of raising your complaint
Acknowledge the formal complaint in writing
Where possible, resolve complaints quickly, sensitively and effectively
Deal with complaints fairly and consistently
Deal with your complaint within a fair, specified period of time
If the nature of your complaint is for damage, it may well be dealt with by our Insurance company
Complainants responsibility is to:
Bring their complaint, verbally or in writing, to Jordans attention normally within 2 days of the issue arising
Raise concerns promptly and directly with a member of Jordans staff
Explain the problem as clearly and as fully as possible, including any action taken to date
Allow Jordans a reasonable time to deal with the matter
Recognise that some circumstances may beyond Jordans control.
If you feel your complaint is of a serious nature, please raise it with our head office in the first instance (Details of how to contact head office can be found on the last page of this document).
How we handle complaints:
If you contact us with a complaint we’ll do our best to resolve it immediately
If this isn’t possible, we’ll write to you within 5 working days
And, if we need more time to investigate, we’ll send you an update within 4 weeks.
Formal Complaints Procedure
In the first instance, if you are unable to resolve the issue informally, you should write or email to our Administration Manager at our head office. In your letter you should set out the details of your complaint, the consequences for you as a result, and the remedy you are seeking. Please address your correspondence to "Administration Manager".
You can expect your complaint to be acknowledge within 5 working days of receipt. You should get a response and an explanation within 15 working days. The addresses and contact details for our Head Office can be found below.
Jordans aim is to resolve all matters as quickly as possible. However, inevitably some issues will be more complex and therefore may require longer to be fully investigated. We believe it is important that all complaints are investigated properly and all facts be taken into account. This may involve interviewing staff, retrieving information from our computer systems, visiting a site or location or involving third parties. Consequently timescales given for handling and responding to complaints are indicative. If a matter requires more detailed investigation, you will receive an interim response describing what is being done to deal with the matter, and when a full reply can be expected and from whom.
If you are not satisfied with the initial response to the complaint then you can write or email to Jordans Managing Director and ask for your complaint and the response to be reviewed. You can expect the Managing Director to acknowledge your request within 5 working days of receipt and a response within 15 working days.
You can write to our Managing Director at: Jordan & Co (Hull) Ltd, 45 – 52 Witham, Hull HU9 1BS.
Tel 01482 222500. Email email@example.com
If you are not satisfied with the subsequent reply from Jordans Managing Director, then you have the option of contacting The Motor Ombudsman.
You can register your complaint online using their web form. This allows them to get all the information they need from you in one go, please be prepared with the details of your complaint and any evidence you’d like to send them, such as the final response. You can find the form at:
However, if you’re not able to access their website, you will need to send a paper copy of their form. You can request a copy by writing to:
The Motor Ombudsman
71 Great Peter Street
Or, you can call them on 0345 241 3008.
All rights, including copyright and database right, in the website and its contents, are owned by or licensed to Jordans Cars, or otherwise used by Jordans Cars as permitted by applicable law or the copyright holder. You may not copy, reproduce, republish, download, post, broadcast or transmit any text, images, graphic, logo, button, icon, image and their selection and arrangement thereof, and any underlying source code and software, for any commercial or public purpose without prior written permission from Jordans Cars or the copyright holder.
You may not adapt, alter or create any of the material or information in this site or use it for any other purpose other than for your personal non-commercial use. You agree to use this site only for lawful purposes.
Jordans Cars reserves the right to use for its own purposes any material submitted to the site, including text and images, either on the site or in any other form, including for publicity purposes. Jordans Cars reserves the right to monitor submissions to the site and to edit or reject any submissions.
We try to ensure that information on our site is accurate, complete and up-to-date. In using this site, however, you agree to be bound by the Terms & Conditions, which take effect on the date when you first use the site.
Without prejudice to your statutory rights, the site and all information, text, names, images, pictures, logos, links and icons and other materials (without limitation) are provided 'AS IS' and on an 'IS AVAILABLE' basis without representation warranty or endorsement, express or implied. In particular, we do not warrant or represent the accuracy or completeness of information provided on this site nor do we guarantee that use of this site will be uninterrupted or error-free, or that the site and its servers are free of computer viruses or bugs.
In no event will Jordans Cars be liable to any person for any damage or loss that may arise from the use of any information contained in our site or products displayed on our site, including, without limitation, indirect or consequential damages, or any damages whatsoever arising from use or loss of use, data, or profits, whether in action of contract, negligence or other tortious action, arising out of or in connection with the use of the site.
Notwithstanding anything else in these Terms & Conditions, we will not be liable for claims relating to the functionality or availability of this site.
Distance selling terms
Distance Selling Terms and Notice of Right to Cancel under the Consumer Contract (Information, Cancellation and Additional Charges) Regulations 2013 (the "Consumer Contract Regulations 2013").
If you buy your vehicle through Jordans’ website and your contract is not concluded at our premises your agreement with us will be a distance contract under the Consumer Contract Regulations 2013. This means you have the right to cancel the contract within 14 days without reason.
The cancellation period will expire after 14 days from the day on which we deliver your vehicle to you.
Once your vehicle has been delivered to you, and prior to signing to accept it, you must fully inspect it and satisfy yourself as to its condition. Once you have signed the delivery note for the vehicle we will not accept liability for any damage which was not noted at the time.
If you wish to cancel your contract within the 14 day cancellation period, please send notice in writing to us at Jordan & Co (Hull) Limited, 45- 52 Witham, Hull HU9 1BS.
If you cancel your contract with us you must return the vehicle to us without delay, and in any event not later than 14 days after informing us of cancellation.
If you cancel the contract, we will reimburse to you all payments made by you but we may make a deduction from the reimbursement for the loss in value of the vehicle, if the loss is the result of unnecessary or excessive use or handling of the vehicle by you or any third party acting on behalf or with you. The reimbursement will reflect the basic price of the vehicle and will not include any of the additional items which you may choose to purchase and which will be shown in your invoice.
We may withhold reimbursement until we have received the vehicle back or you have supplied evidence of having sent the vehicle back, whichever is the earlier.
We will make the reimbursement without undue delay, and not later than:
a) 14 days after we receive the vehicle back from you, or
b) If earlier, 14 days after the day you provide evidence that you have returned the vehicle.
We will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.
The vehicle must be returned to our premises at 45-52 Witham, Hull HU9 1BS. Until the vehicle is returned to us it remains at your risk and you will be responsible for any damage caused to it until it is returned to our premises.
When we reimburse you, we will refund any delivery cost charged to you as part of your order (as detailed in the Order Form for the vehicle). However you are liable for any costs we might incur in collecting the vehicle from you and this amount will be deducted from the sum to be reimbursed to you. We will advise you of any such collection costs in advance and will not make any arrangements without your prior consent.
Should you decide to make your own arrangements to return the vehicle to us, you remain liable for the vehicle until it is returned to our premises. We are entitled to deduct from the sum to be reimbursed to you any costs of remedying damage to the vehicle during transit.
You will not be reimbursed for the vehicle until it has been inspected and verified by Jordans so as to establish whether any deduction is required for loss in value.
These terms do not affect your statutory rights.
All names, images, logos identifying Jordans Cars are proprietary marks of Jordans Cars. All third party brand, product, service and company names contained on this site are the trademarks, service marks and trade names of their respective holders. Jordans Cars does not give permission for their use by any person other than the holders. Any such use may constitute an infringement of the holders' rights.
The software downloads from this site have been thoroughly scanned and tested at all stages of production, but - as with all new software - we still recommend that you run a virus checker before use. We also recommend that you have an up-to-date backup of your hard disk before using the software. Jordans Cars cannot accept responsibility for any disruption, damage and/or loss of data on your data or computer system that may occur while using the software. Consult your network administrator before installing any software on a networked computer.
These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales. Disputes arising here shall be exclusively subject to the jurisdiction of the courts of England and Wales.
Jordans Cars reserves the right to change any of its terms and conditions at any time by posting changes online.
If you do not accept these Terms in full, you must stop using this website immediately.