Last updated: 2 November 2026
About this policy
Southend Motors respects your privacy. This policy explains how we collect, use, hold and disclose personal information when you visit our website, contact us or use our workshops. We handle personal information in accordance with the Privacy Act 2020. The business responsible for your workshop records is the legal company operating the workshop you deal with: Island Bay: Sehra Group Ltd, 163 The Parade, Island Bay 6023 Te Aro: Baani Auto Group, 6 Ebor Street, Te Aro, Wellington 6011 Adelaide Road/Newtown: Dominus Auto Ltd, 120 Adelaide Road, Mount Cook 6021 Privacy enquiries can be directed to our Privacy Officer using the contact details below.
Information we collect
Depending on your interactions with us, we may collect: Your name, telephone number, email address and billing address. Vehicle registration, VIN, make, model, mileage and relevant vehicle history. Booking details, reported symptoms and service preferences. Inspection findings, diagnostic results, repair records and photographs relevant to the work. Quotes, approvals, invoices, payment status and transaction references. Communications, feedback and complaint records. Relevant fleet, employer, insurer or warranty-provider details where you ask us to deal with them. We collect only information reasonably necessary for our business activities and the services we provide.
How we use information
We usually collect information directly from you through website forms, telephone calls, emails, text messages and workshop visits. We also create records when inspecting, diagnosing and working on your vehicle. Where necessary and permitted by law, we may receive relevant information from an authorised representative, fleet manager, insurer, warranty provider, another repairer or a lawful vehicle-information source. When we collect personal information indirectly, we will notify you where required by the Privacy Act, unless an applicable exception permits otherwise.
Why we use information
We use relevant personal information to: Respond to enquiries and manage bookings. Identify your vehicle and assess its service needs. Prepare estimates and quotations and obtain work approvals. Carry out and document inspections, diagnostics, servicing and repairs. Communicate findings, progress updates and safety recommendations. Process payments and maintain accounting records. Manage warranties, feedback, complaints and disputes. Send relevant service or Warrant of Fitness reminders. Maintain security, improve our services and meet legal obligations. We will not use your information for an unrelated purpose unless you authorise it or the law permits it.
Providing information
Providing personal information is generally voluntary. However, if you do not provide information reasonably needed to identify your vehicle, contact you, obtain approval or process payment, we may be unable to provide some services. Please keep your contact details accurate and tell us if they change.
Who we share information with
We may share the minimum information necessary with: Staff and authorised service providers who need it to perform their duties. Another Southend Motors workshop where necessary for a booking, transfer or service you have requested. Specialist repairers, parts suppliers or technical support providers assisting with your vehicle. Booking, workshop-management, IT, communications, accounting and payment providers supporting our operations. Your authorised representative, fleet manager, insurer or warranty provider where authorised or otherwise permitted by law. Professional advisers or authorities where disclosure is necessary and lawful. We do not sell your personal information. A common trading name does not mean all workshop companies have unrestricted access to your information.
Service messages and marketing
We may send operational messages about your booking, work approvals, vehicle status, invoices and relevant service reminders. Where we send promotional emails or text messages, we will do so in accordance with applicable law and provide a way to unsubscribe. You can contact us to update your communication preferences. We may still need to send essential messages about current work, payments or legal obligations.
Website cookies and analytics
You can manage cookies through your browser settings. Blocking some cookies may affect website functions.
Storage and security
We take reasonable steps to protect personal information against loss, unauthorised access, misuse, alteration and disclosure. Access is limited to people who need information for an authorised purpose. We use appropriate safeguards for paper and electronic records. No method of electronic transmission or storage is completely secure. If a privacy breach occurs, we will assess it and notify affected people and the Office of the Privacy Commissioner where required by law.
Overseas service providers
Some technology providers may store or process information outside New Zealand. Where this occurs, we will meet applicable Privacy Act requirements, including those relating to overseas disclosure where relevant, and take reasonable steps to protect your information.
How long we keep information
We retain personal information only for as long as needed for the purposes for which it may lawfully be used, including service records, warranties, accounting obligations and resolving disputes. When information is no longer required, we take reasonable steps to securely delete it or remove identifying details.
Access and correction
You may ask for access to personal information we hold about you and request that it be corrected. We may need to verify your identity before responding. We will respond within the timeframes required by the Privacy Act and explain any lawful reason for refusing a request. If we decline a correction request, you may ask us to attach a statement of the correction you sought.
Vehicle photographs
We may take photographs reasonably necessary to record vehicle condition, faults, repairs or inspection findings. We will obtain permission before using identifiable customer or vehicle images for promotional purposes. Registration plates and other identifying details will be obscured unless their publication has been authorised.
Third-party websites
Our website may link to third-party websites or services. Their handling of personal information is governed by their own privacy policies. Please review those policies before providing information.
Privacy questions and complaints
To ask a question, request access or correction, or raise a privacy concern, contact: Privacy Officer — Southend Motors Email: info@southendmotors.co.nz Telephone: 04 333 2996 Postal address: 6 Ebor Street, TeAro, Wellington 6011 If we cannot resolve your concern, you can contact the New Zealand Office of the Privacy Commissioner at www.privacy.org.nz. 16. Policy updates We may update this policy to reflect changes in our services, systems or legal obligations. The current version will be available on our website with its publication date.