Private by design. Clear by duty.

Who is responsible for your information

Shakir Sourcing is the name used for this private vehicle sourcing service and is responsible for the personal information described in this notice. The formal legal operator name and postal service address will be stated in the individual service agreement before any paid instruction is accepted.

Until those details are issued, privacy requests and questions can be sent to admin@shakirsourcing.com.

Information we collect

• Identity and contact details, including your name, email address, phone number, home address and delivery address.
• Vehicle requirements, budget, funding preferences, optional extras, colour preferences and any other information included in your brief.
• Account, sign-in and security information, including password hashes, invitation records, session records and audit history. Staff cannot read your password.
• Acquisition records, including shortlisted vehicles, registration numbers, dealer discussions, feedback, approvals, documents, delivery details and previous purchases.
• Commercial and accounting records, including agreed fees, verified savings, invoices and payment status. Vehicle deposits and balances are paid directly to the supplying dealer.
• Messages, complaints, cancellation requests and any consent you give for future resale contact or public use of a transaction.
• Technical information needed to operate and protect the site, such as device, browser, IP address and security logs. Optional analytics are collected only after consent.

Where information comes from

Most information comes directly from you. We may also receive vehicle and transaction information from supplying dealers, vehicle data providers, the Driver and Vehicle Standards Agency, address lookup providers, finance or insurance professionals you ask us to work with, and members of your household or advisers acting with your authority.

Why we use it and our lawful bases

• To assess an enquiry and discuss a possible instruction: steps requested before entering a contract and our legitimate interest in deciding whether we can accept the brief.
• To create and secure an approved account, source vehicles, contact dealers, negotiate, record approvals, coordinate handover and provide support: performance of the service agreement.
• To issue invoices, keep accounting records, respond to lawful requests and meet tax or regulatory duties: legal obligation.
• To prevent fraud, secure the private area, keep an audit trail, improve operations and defend legal claims: our legitimate interests, balanced against your rights.
• To use optional analytics, publish a transaction example, retain a resale-contact preference or send non-service marketing: consent, which can be withdrawn at any time.

Who receives information

We share only what is reasonably needed. Recipients may include supplying dealers and approved third-party providers you ask us to coordinate; OpenAI Sites and Cloudflare for hosting, storage, security and database services; Resend for transactional email; HomeData for postcode and address lookup; the Driver and Vehicle Standards Agency for registration and MOT data; professional advisers; and public authorities where disclosure is legally required.

A vehicle data lookup normally uses the registration number and does not require your identity. A dealer may need your identity and contact details once you authorise an introduction or purchase step.

We do not sell personal information. We do not make client records or vehicle shortlists public. A completed deal is used publicly only with specific permission and without unnecessary personal information.

International transfers

Some technology providers may process information outside the United Kingdom. Where this happens, we require an approved legal transfer mechanism, such as UK adequacy regulations or the UK International Data Transfer Agreement, together with appropriate security measures.

How long information is kept

• Unsuccessful or withdrawn enquiries: normally 12 months after closure, unless a longer period is needed for a complaint, legal claim or safeguarding concern.
• Client accounts, acquisition records, approvals, messages and supporting documents: while the relationship is active and normally seven years after the last completed service or invoice.
• Invoices and accounting records: the period required by UK tax and accounting law, normally six years after the relevant financial year.
• Security and audit logs: normally 24 months, or longer when needed to investigate misuse or protect a legal claim.
• Consent records: while the consent is relied on, plus a minimal suppression record where needed to respect a withdrawal.

Security

The service uses invitation-only access, role-based permissions, password hashing, private client separation, encrypted connections and durable audit records. Access is limited to authorised people who need it. No online service can promise absolute security, so suspected incidents are investigated and reported where the law requires.

Your rights

Send a request to admin@shakirsourcing.com. We may need to confirm your identity. We normally respond within one month and will explain if a lawful exception or retention duty applies.

• Ask for a copy of your personal information and information about how it is used.
• Correct inaccurate or incomplete information. Approved clients can update their own details, and authorised staff can correct records where needed.
• Ask for deletion or restriction where the law permits.
• Object to processing based on legitimate interests or to direct marketing.
• Receive information you provided in a portable format where the right applies.
• Withdraw consent at any time without affecting earlier lawful use.
• Complain to the Information Commissioner’s Office.

Cookies and analytics

Strictly necessary storage is used to keep the site secure, remember sign-in state and retain your theme or consent choice. Optional analytics remain off unless a valid measurement ID is configured and you choose Allow analytics. Refusing analytics does not affect the service. You can clear or change the choice through your browser storage settings.

Automated decisions and children

No enquiry is accepted or declined solely by an automated decision. A member of the Shakir Sourcing team reviews each enquiry and vehicle recommendation. The service is intended for adults and is not directed at children.

Complaints and updates

Contact admin@shakirsourcing.com first so the issue can be investigated. You may also complain to the Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113. We will identify material changes to this notice and keep the previous version with the relevant client record where necessary.