Privacy notice

What we collect

When you send a request through this website we collect the details you provide: your name, the email address and/or telephone number you give us, your preferred contact method, vehicle details (year, make, model and optionally trim, mileage, existing modifications), a description of the work or concern, any preferred timing, and any photos you choose to attach. VIN and licence plate are optional and are normally collected later, in person or by phone.

Why we collect it

To reply to your enquiry, confirm whether we can carry out the work, prepare an estimate, schedule an appointment, and keep a service history for your vehicle.

Where it is stored

Enquiries and customer records are stored in the shop's own management system, hosted on managed cloud infrastructure. Photos you upload are stored privately and are only accessible to authorised staff through short-lived links. Uploaded photos are never placed in a public folder, and we do not send them to analytics services.

Publishing photos

We do not publish photos of your vehicle unless you give us separate, explicit permission to do so. That permission is recorded separately from your service enquiry and can be withdrawn for future publication.

Marketing

Contacting you about your enquiry, estimate or appointment is not marketing. We do not add you to a marketing list from a service request.

Who can see your information

Access to your enquiry, vehicle details and uploaded photographs is limited to:

• the business owner and authorised Adams Off Road Shop staff who need the information to respond to your enquiry, prepare an estimate, schedule work, carry out the requested work or maintain the related customer record; and
• the hosting, database, file storage and email service providers we use to operate the system, only where that is necessary, and subject to their own service and privacy terms.

Your enquiry details and uploaded photographs are not public. Sign in to the shop system is required to view them, and uploaded photographs are held in private storage that is opened only through short-lived links.

How long we keep it

If an enquiry does not become a work order, we keep the contact details, vehicle information, notes and uploaded photographs for up to 12 months after our final reply or the last activity on it. After that we securely delete or anonymise them, unless they are still reasonably required for a legal or documented business purpose.

If an enquiry becomes an estimate, an appointment or completed work, the relevant information becomes part of the customer, estimate, service, warranty or accounting record, and is kept according to the shop's record retention schedule for those records.

Uploaded photographs are not kept indefinitely by default. They are kept beyond that first 12 month period only where they are reasonably needed as part of a service, warranty, estimate or dispute record.

The shop system does not delete this information automatically. Deletion and anonymisation are carried out manually by the business owner, who is responsible for a recurring review of enquiries that have passed the 12 month point.

Asking about your information

To ask what information we hold, or to request a correction or deletion, contact us at sales@adamsoffroadshop.com or 604-533-0417.

Estimate links

An estimate we email you opens through a private link that is specific to that estimate, expires, and can be revoked. It does not give access to any other customer record and does not create a customer account.