Privacy and Data Protection Policy

Toyota respects your privacy. Whether you deal with Toyota as a customer, a consumer, a member of the general public, etc., you are entitled to the protection of your Personal Data.

This data may relate to your name, telephone number, email address but also to other data, such as your Vehicle Identification Number (VIN), registration number, geo-location, etc.  In addition, we may hold data pertaining to your vehicle during the time of your ownership.   Finally, we will also hold information in relation to contacts made between you and Toyota Ireland.  We may also monitor and record telephone calls made to and from us to assist in improving customer services, to evidence instructions or to prevent or resolve disputes.

In this General Toyota Privacy and Data Protection Policy (“this Policy”) we describe how we collect your Personal Data and why we collect it, what we do with your Personal Data, with whom we share it, how we protect it, and the choices you can make about your Personal Data.

This Policy applies to the processing of your Personal Data in the framework of various services, tools, applications, websites, portals, promotions, marketing actions, social media platforms, etc. that are provided or operated by us or on our behalf.

This Policy contains general rules and explanations. It is complemented with separate specific privacy notices relating to particular services. These privacy notices will be communicated to you whenever your Personal Data is needed in the framework of the activities mentioned above (for example, via websites, portals, individual communication services, newsletters, reminders, surveys, offers, events, etc.).

This Policy applies to all your Personal Data collected by (or on behalf of) Toyota Ireland, referred to in this Policy as “Toyota”, “we”, “us” and ”our”.

If you accept the provisions of this Policy , you are agreeing to us processing your Personal Data in the ways that are set out in this Policy.

At the end of this Policy, you will find some definitions of certain key concepts used in this Policy and which are capitalised (for example, Personal Data, Processing, Data Controller…).

The entity which is responsible for the processing of your Personal Data is: 
Toyota Ireland,  Killeen Road, Dublin,  D12 AW94,  Ireland

We have organised a Data Protection Coordinator who will handle your questions or requests relating to this Policy, any specific privacy notice, your Personal Data (and its Processing).

Whenever we require your Personal Data, we will always clearly inform you which of your Personal Data we collect. This information will be provided to you through a separate privacy notice which may, for example, be included in specific services (including communication services), electronic newsletters, reminders, surveys, offers, invitations for events, etc.

We also collect personal data via our network of Authorised Toyota Dealers and Repairers. As members of the Society of the Irish Motor Industry (SIMI), our network use SIMI documentation and collect personal data in accordance with their recommendations.

We may also collect your personal data where you apply for a job with Toyota Ireland, either directly from you or via a recruitment agency that you have dealt with.

Please note that separate Privacy Policies apply for the Toyota FaceItDown application and the Yuko Toyota Car Club service along with summary privacy policies for our web forms.

We will only process your Personal Data for specified, explicit and legitimate purposes and we will not process your Personal Data further in a way that is incompatible with those purposes.

We also collect personal data via our network of Authorised Toyota Dealers and Repairers. As members of the Society of the Irish Motor Industry (SIMI), our network use SIMI documentation and collect personal data in accordance with their recommendations.

Such purposes include:

• the execution of an order you have placed;
• passing on your sales, trade-in or repair enquiry to a Member of our Authorised Toyota Dealer and/or Authorised Repairer network, which you have indicated as a preferred Authorised Toyota Dealer or Authorised Repairer or which are located near you (based on your postcode/address), so that such Authorised Dealer and/or Authorised Repairer can respond to your sales or repair enquiry;
• passing your financing application on to your preferred Authorised Toyota Dealer and Toyota Financial Services Ireland, to review and consider your financing application, or to verify and administer your finance agreement with Toyota Financial Services);
• the improvement of your visit on one of our websites or portals;
• the improvement of our products and services more generally,
• the offering of services or applications;
• marketing communications and actions, etc.

The purpose of each Processing of your Personal Data will be clearly defined in this document or the specific privacy notice relating to that particular Processing. This privacy notice will be accessible, for example, on a website or portal, on an application, in an electronic newsletter, etc.).

It is important for us to maintain accurate and up-to-date records of your Personal Data. Please inform us of any changes to or errors in your Personal Data as soon as possible by contacting us at the Data Protection Contact Point (see section 3 “Who can you contact in case you have questions or requests?”). We will take all reasonable steps to make sure that any inaccurate or outdated Personal Data is deleted or adjusted accordingly.

You have the right to access your Personal Data which we are processing free of charge and, if your Personal Data is inaccurate or incomplete, to request the rectification or erasure of your Personal Data. If you require further information in relation to your privacy rights or would like to exercise any of these rights, please contact us at the Data Protection Contact Point (see section 3 “Who can you contact in case you have questions or requests?”).

We will endeavour to respond to your request within a month. If we are unable to deal with your request within a month we may extend this period by a further two months and we will explain why.

We will keep your Personal Data in a manner consistent with applicable data protection law for a period of 7 years from the date of completion of a contract with a Toyota Authorised Dealer or Authorised Repairer or an interaction with Toyota Ireland. We will only keep your Personal Data for as long as necessary for the purposes for which we process your Personal Data or to comply with the law.

If you apply for a job in Toyota Ireland, we will retain your personal data in this instance for as long as the recruitment process is underway and will delete it when this process has been completed.

Our retention policy is in line with that recommended by the Society of the Irish Motor Industry (SIMI).

We have a set of technical and organisational security measures in place to protect your Personal Data against unlawful or unauthorised access or use, as well as against accidental loss or damage to their integrity. They have been designed taking into account our IT infrastructure, the potential impact on your privacy and the costs involved and in accordance with current industry standards and practice.

Your Personal Data will only be processed by a third party Data Processor if that Data Processor agrees to comply with those technical and organisational data security measures.

Maintaining data security means protecting the confidentiality, integrity and availability of your Personal Data: 
(a) Confidentiality: we will protect your Personal Data from unwanted disclosure to third parties. 
(b) Integrity: we will protect your Personal Data from being modified by unauthorised third parties. 
(c) Availability: we will ensure that authorized parties are able to access your Personal Data when needed.

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For further information about our use of cookies and on how to avoid them, please consult our cookie policy, available at https://www.toyota.ie/#/ajax/%2Fsys%2Fe-privacy%2Fsettings

Depending on the purposes for which we collect your Personal Data, we may disclose it to the following categories of recipients, which will then process your Personal Data only within the framework of these purposes:

If you purchase a car or another product or service from one of our Authorised Retailers or Authorised Repairers or if you give them your personal information, you will have a separate relationship with this Authorised Retailer or Authorised Repairer. In this case, they become the data controller of your Personal Data, possibly together with us. For all questions or requests about the collection and use of your Personal Data by one of the Authorised Retailers or Authorised Repairers, please contact them directly.

The preferred Authorised Retailer or Authorised Repairer is (1) the Authorised Retailer or Authorised Repairer that you have selected as your preferred one via a sales or service experience survey or (2) in case you did not make such selection, we will identify an Authorised Retailer or Authorised Repairer based on the history of your contacts with our network.

If you use on a Toyota tool (website, portal, App) a specific login from a social media (for example, your Facebook account), Toyota will record your Personal Data available on this social media and your use of such social media means that you have explicitly allowed the communication of your Personal Data recorded by Toyota through its tool.

Toyota sometimes facilitates the publication of (personal) data via social media such as Twitter, Facebook, Instagram, Google+ and YouTube. These social media have their own terms of use which you need to take into account when active on social media. We remind you that publication on social media may have certain consequences, including for your privacy or for the privacy of persons whose Personal Data you share, such as, for example, the impossibility to withdraw a publication within a short term. You are fully responsible for your publications. Toyota will not have any responsibility and liability in this regard.

Your Personal Data may be transferred to recipients which may be outside the EEA, and may be processed by us and these recipients outside the EEA. An example of this would be the sharing of personal data with the Toyota Motor Corporation in Japan. 

In connection with any transfer of your Personal Data to countries outside the EEA that do not generally offer the same level of data protection as in the EEA, Toyota will implement appropriate specific measures to ensure an adequate level of protection of your Personal Data. These measures can for instance consist in agreeing with recipients on binding contractual clauses guaranteeing such adequate level of protection.

We want to be as transparent as possible with you, so that you can make meaningful choices about how you want us to use your Personal Data.

Moreover, you may require us to erase any data concerning you (except in some cases, for example, to prove a transaction or when required by law).

Please note that these rights are in some circumstances limited by data protection legislation. 

Finally, please note that you have the right to file a complaint against the Data Controller with the Data Protection Commissioner.

The requirements of this Policy supplement, and do not replace, any other requirements existing under applicable data protection law. In case of contradiction between what is written in this Policy and requirements in applicable data protection law, applicable data protection law will have priority.

Toyota may amend this Policy at any point in time. Where this happens we will alert you of any changes and we will then ask you to re-read the most recent version of our Policy and to confirm your acceptance thereof. You can also check this Policy periodically on https://www.toyota.ie/privacy to inform yourself of any changes.

Updated as of 8th June 2020