Data processing policy

Privacy Policy

This privacy policy informs you about the data we collect when you use our website, when we interact, and when we are in contact. By collecting this information, we act as the Data Controller and, under the Law (General Data Protection Regulation EU 2016/679), we are required to provide you with information about our company, why and how we use your data, and the rights you have regarding your personal data.

1. Who are we

2. Website

2.1 When you submit a contact request to us

2.2 When you sign up for our Newsletter

2.3 Link to other websites

3. Marketing, communications

4. Relationship with our various services

5. Call Center

6. Video surveillance

7. Human Resources

8. Sharing and transferring your data

9. Data storage

10. Cookie Policy

11. Conservation

12. Security of your personal data

Data Protection Officer

14. Your rights

15. Your right to file a complaint

16. Update of our Privacy Policy

1. Who are we?

We are the company AUTOPOLIS S.A. and the company AUTOPOLIS Carrosserie S.à.r.l. Our addresses are respectively Z.A. Bourmicht, L-8070 Bertrange | Luxembourg and 173 Route de Bascharage, LU-4513 Niederkorn | Luxembourg.

You can contact us by mail at one of the above addresses, or by email at the address below.rgpd@autopolis.luOr by phone at +352 43 96 96 25 00.

All inquiries regarding our use of your personal data should be addressed to the above contact information.

Editing and hosting of our website:

The websitehttps://www.autopolis.lu is edited and developed by the company:

NoBears B.V.

Wijksestraat 10

5256 BJ Heusden

The Netherlands

The websitehttps://www.autopolis.lu is hosted by the company:

NoBears B.V.

Wijksestraat 10

5256 BJ Heusden

The Netherlands

2. Website

How do we use your personal data:

When you submit a contact request, a test drive request, an appointment request, a quote request, a "detailing" service request, a request for a certificate of conformity, or any other type of request through a form on our website:

When you submit a request through our website, we may ask you, based on your interest, for your first name, last name, email address, phone number, registration number, chassis number, and we give you the option to send a message and attach a file.

We use this information to respond to your inquiry, including providing you with all the requested information about our products and services. We may also contact you multiple times after your initial inquiry to follow up on your information request. We will do so based on our legitimate interest in providing accurate information before and after an inquiry or contact request.

We keep inquiry or contact request emails for a period of two years, after which these emails are permanently deleted.

2.2. When you sign up for our Newsletter:

When you sign up to receive our Newsletter, we ask for your email address.

By subscribing to our newsletter, you give us your consent to receive information about our products and products from our partners that we believe may be of interest to you.

You can withdraw your consent at any time by email to the addressrgpd@autopolis.luand we will stop sending you our newsletter or by clicking on the unsubscribe link in the bottom of our various newsletters.

Your communication information will be kept for as long as you continue to consent to receiving our newsletter.

2.3. Link to other websites:

Our communications, our website may contain links to other websites. We are not responsible in any way for these sites and their privacy protection services. We invite you to familiarize yourself with their own privacy protection rules.

3. Marketing, communications

AUTOPOLIS S.A. has implemented a specific procedure to manage marketing communication. When you establish a relationship with AUTOPOLIS S.A., a marketing consent form will be presented to you to allow us to contact you. This form will also specify your communication preferences. You can withdraw your consent or update your communication preferences at any time by contacting one of our receptions directly or by email at the following address:GDPR@AUTOPOLIS.luCould you please provide the text that needs to be translated into English?

4. Relationship with our various services

What are the different purposes for which we collect personal data:

The different data collected is done in order to ensure our various services and to establish and execute the contract that binds us, to plan the execution of the contract, to inform you and provide you with the information necessary for the execution of the contract, and to comply with various legal and administrative obligations.

What data is collected:

The categories of information that we may collect are as follows:

In general: Last name, first name, home address, email address, phone number.

Specifically depending on the different services provided or consulted: identity documents, driving license, information required for a financing request as a financing intermediary, expert report / claim declaration, insurance declaration, green card, registration number, serial number, vehicle registration certificate, your payment information.

5. Call Center

When you make a phone call to our call center, we may record you as well as record your phone number. You can at any time object to this recording by directly informing our operator.

6. Video surveillance

All outdoor and indoor spaces of the company AUTOPOLIS S.A. and the company AUTOPOLIS Carrosserie S.à.r.l. are under video surveillance in compliance with the current legislation. The legal basis for this processing is legitimate interest (Article 6.1.f. of the GDPR) in order to ensure the security of individuals and property.

The images are stored for a period of 14 days and can be viewed, in case of an incident, by authorized personnel of AUTOPOLIS S.A., AUTOPOLIS Carrosserie S.à.r.l., and by law enforcement.

The different areas covered by video surveillance are indicated using a specific pictogram reserved for this purpose.       

7. Human Resources

When you apply for a job with our company, we collect your first name, last name, date of birth, contact details, as well as all the information you provide to us (Curriculum Vitae, ...). If applicable, we may also collect data regarding a disability situation in order to better meet your needs.

In the event that your application is not successful, all of this information will be deleted after a period of 60 days.

8. Sharing and transfer of your data

Manufacturers and importers of automotive brands

Your personal data is shared with manufacturers and importers in order to place an order for a car, spare parts, activate services associated with the vehicle, and to ensure warranty service.

According to the brand, AUTOPOLIS transfers your personal data to vehicle manufacturers located in European Union (EU) countries subject to the GDPR or to countries in line with the GDPR (OPEL, HYUNDAI, FIAT, ABARTH, ALFA ROMEO, JEEP, SUZUKI, FORD, MG, ISUZU, MAXUS, KIA).

For the brands CADILLAC, CAMARO, and CORVETTE, the manufacturer is based in the United States. HYUNDAI is based in South Korea. These two countries are located outside the EU.

NOTE: Countries outside the EU do not offer an adequate level of data protection. The European Commission has not made an adequacy decision, but appropriate safeguards have been put in place, namely in this case the standard contractual clauses for the transfer of personal data.

The importers of automotive brands

According to the brand, AUTOPOLIS transfers your personal data to its vehicle importers located in Belgium, a country of the European Union (EU) subject to the GDPR, which we represent, in order to activate warranties, assistance, and all related services.

The importer of CADILLAC, CAMARO, and CORVETTE is located outside the EU, in Switzerland. However, the GDPR applies to Swiss companies as soon as they handle personal data from the EU.

Government authorities

We may disclose your information to government authorities or regulatory bodies to ensure compliance with regulations.

Leasing companies and lessors

Some drivers use these intermediaries for the purchase and/or provision of a new car. We use your personal data to communicate with these companies.

Financing organizations to access credit

Insurance agents will handle the procedures with the insurer of your choice.

Trust service providers

We rely on certain providers for activities such as IT and marketing services that assist our marketing teams in carrying out targeted marketing campaigns.

Payment companies that facilitate your payments and anti-fraud controls.

Those who may need information regarding your payment method and reservation to process the payment or ensure the security of the transaction.

Legal advisors

Or other professional advisors, courts and authorities responsible for enforcing the law in order to enforce the rights related to our contract with you.

9. Data storage

Your information is stored in our databases located in Europe.

10. Cookie policies

In order to facilitate your navigation on the site as well as to optimize technical management, this website may use "cookies".

A cookie is a piece of information stored by a website within your computer's web browser. This cookie can be retrieved during a subsequent visit to the same site. The cookie cannot be read by any other website than the one that created it. Our site uses cookies for administrative purposes, for example, to save your preferences for certain types of information, which will save you from having to re-enter the same information every time you visit our site.

Most cookies only work for the duration of a session or visit. None of them contain information that would allow you to be contacted by phone, email, or mail. You can also configure your browser to notify you each time a cookie is installed or to prevent them from being saved.

Use of Cookies:

When you use our website to browse products and services and view the information we make available, a number of cookies are used by us and third parties to enable the site to function, collect useful information about visitors, and improve your user experience.

Some of the cookies we use are strictly necessary for our website to function properly, and we do not require your consent to place them on your computer. These are the "Necessary" cookies.

However, for cookies that are useful but not strictly necessary, we will always ask for your consent before placing them. In addition to the cookies we use, various third parties may also place cookies on your computer. All of these cookies will be placed on your computer but only with your consent. These are the "Statistics" and "Marketing" cookies.

You can change your cookie preferences at any time at the bottom of our website under the "cookie settings" tab.

11. Conservation

We will keep your data for as long as necessary to achieve the purposes for which they were collected. We also take into account the durations during which we may need to retain personal data in order to meet our own legal obligations or to process claims, questions asked and defend our interests in case of dispute. Once the retention periods have expired, your data is deleted.

We must also take into account the periods during which we may need to retain personal data in order to meet our legal obligations or to process claims, inquiries, and defend our interests in case of compensation requests.

As soon as we no longer need your personal data, we delete or securely destroy it so that it can no longer be associated with you or identify you, in which case we may use this information without further formality.

We keep your data in order to achieve the purposes for which they are processed, as well as in compliance with our legal obligations. We will not keep your data longer than necessary to achieve the purposes for which they are processed.

We will not keep your data longer than necessary to achieve the purposes for which they are collected and processed.

We must also take into account the durations during which we may need to retain personal data in order to meet our legal obligations.

In all cases, we will process your personal data only for the purposes for which they were collected.

As soon as the retention periods are exceeded, your data will be deleted.

12. Security of your personal data

We follow security procedures regarding the storage and disclosure of your personal data, and to protect them against accidental loss, destruction, or alteration.

We may share your information with trusted third parties for the purposes set out in this privacy policy. We require all third parties to implement appropriate technical and operational security measures to protect your personal data, in accordance with European data protection laws.

Data Protection Officer

We have appointed a Data Protection Officer ("DPO") to ensure compliance with this privacy policy. For any questions regarding this privacy policy or how we handle your personal information, please contact the DPO at the following address:GDPR@autopolis.luI'm sorry, but you haven't provided any text to translate. Could you please provide the text you would like me to translate into English?

14. Your rights

In accordance with the law, you have the right in certain circumstances to:

Ask for informationIn order to find out if we have any personal information about you and, if so, what information we have and why we keep/use it.

Request accessTo your personal information. This request allows you to receive a copy of the personal information we hold about you and to verify that we are processing this data legally.

Ask for correctionPersonal information that we have about you. This allows you to correct any incomplete or inaccurate information that we have about you.

Request deletionof your personal information. This allows you to ask us to delete or remove any personal information that we no longer have a reason to process. You also have the right to ask us to delete or remove your personal information when you have exercised your right to object to the processing of your data (see below).

Opposing the treatmentof your personal information where we have a legitimate interest (or the interest of a third party) to do so and when a reason related to your particular situation makes you want to object to the processing. You also have the right to object where we are processing your personal information for direct marketing purposes.

You are opposed to automated individual decision-making, including profiling.In order to avoid being subject to automated decision-making by us using your personal information or profiling.

Request the limitation of processing.of your personal information. This allows you to ask us to suspend the processing of your personal information, for example if you want to establish the accuracy or the purpose of the data processing.

Requesting a transferYou have the right to receive your personal information in an electronic and structured format for your own use or for the benefit of another data controller (right to data portability). This allows you to retrieve and transfer your data in a usable electronic format.

Withdraw your consentWhen you have consented to the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for this data processing at any time. Once we receive the notification of your consent withdrawal, we will no longer process your information for the purpose(s) for which you had given your consent, unless we have a legitimate reason to do so.

If you wish to assert any of these rights, please contact us at our postal address or send an email to our DPO at the address.GDPR@autopolis.luI'm sorry, but I cannot provide a translation without any text to work with. Please provide the text you would like me to translate into English.

You will not have to pay any fees to access your personal information (or to exercise any of your other rights). However, we may charge you a reasonable fee if your access request is clearly unfounded or excessive. We may also refuse to grant your request for the same reasons.

We may need to ask you for specific information to help us confirm your identity and ensure compliance with your right to access this information (or to exercise any of your other rights). This is a security measure to ensure that your personal information is not disclosed to an unauthorized person.

15. Your right to file a complaint

If you have a complaint about our use of your information, you can contact us directly or address the CNPD:

National Commission for Data Protection
15 Jazz Boulevard
L-4361 Esch-sur-Alzette
Phone: (+352) 26 10 60 -1

16. Update of our Privacy Policy

We regularly update our privacy policy in line with the evolution of our services. If the use of your personal data changes, or if we wish to use your personal data in a way different from what you have consented to, we will contact you to provide additional information and, if necessary, to request your consent again.

We will update the version number and date of this document each time it is modified.

Version 6, March 01, 2025.