Privacy Policy
Last updated
This notice explains what personal data we hold about passengers, bookers and enquirers, why we hold it, how long we keep it and the rights you can exercise over it.
These policies are published in good faith and describe how Executive Chauffeurs UK works in practice. They are reviewed annually and reissued sooner where our operation or the law changes; the date at the head of each page shows when the current version was issued. If anything here is unclear, or you need a detail that is not published, our client service desk will answer on WhatsApp at +44 7775 554848 or through the contact page.
1. Who we are
Executive Chauffeurs UK is the controller of the personal data described in this notice. We are a chauffeur business registered in the United Kingdom, operating across England, Scotland, Wales and Northern Ireland.
Where registration with the Information Commissioner's Office is required for our processing, we maintain that registration and keep the entry current. Questions about data protection are handled by the director responsible for data protection and reach that role through the WhatsApp client service desk on +44 7775 554848 and the contact page at executive-chauffeurs.uk/contact.
A fuller account of how we meet our obligations under the UK GDPR and the Data Protection Act 2018, including our approach to security and breach handling, is set out in our Data Protection and GDPR Statement.
2. The data we collect
For a booking we collect the passenger name, a contact telephone number and email address, pickup and destination addresses, the date and time of travel, flight or train details where relevant, and the number of passengers and items of luggage. Where an organisation is booking, we also hold the booker's name and a cost reference.
Some journeys require additional detail that you choose to give us: a child seat requirement and the age of the child, wheelchair or mobility needs, an allergy or medical note affecting the vehicle, or a security preference such as a discreet meeting point. Information about health or mobility is special category data and is treated accordingly.
We also collect limited technical data when you use the website, and correspondence you send us through the quote form, the contact page or WhatsApp. Journey records held for accounting purposes include the route travelled, the fare and the payment reference.
3. Why we use it and on what basis
Most processing is necessary to perform the contract for your journey or to take steps at your request before entering into it: quoting, allocating a vehicle and chauffeur, monitoring a flight, and completing and invoicing the journey.
We rely on our legitimate interests to keep records of enquiries that did not become bookings for a short period, to investigate complaints and incidents, to protect our staff, passengers and vehicles, and to improve the accuracy of our route and timing guidance.
We rely on legal obligation for accounting and tax records, for information we must keep or produce under local-authority private hire licensing, and for responding to lawful requests from the police or another competent authority.
Where you have given us health, mobility or similar special category information, we process it with your explicit consent so that we can carry the journey out safely. You can withdraw that consent, though doing so may mean we cannot meet a particular requirement.
5. How long we keep it
Enquiries that do not result in a booking are deleted within twelve months. Completed booking records are retained for the period required by tax and accounting law, currently six years from the end of the financial year in which the journey took place, after which they are deleted or anonymised.
Records relating to an incident, a complaint, an insurance claim or a licensing matter are kept for as long as that matter remains open and for the limitation period that follows. Special category information supplied for a single journey is deleted once the journey and any related query is closed, unless you have asked us to keep it on a standing account.
Marketing consents, and the record of any objection or erasure request, are kept for as long as needed to respect the choice you have made.
6. Where data is held
We aim to hold personal data within the United Kingdom or the European Economic Area. Some of the business tools we use, including messaging and cloud storage, may involve transfers to other countries.
Where a transfer outside the UK takes place, we rely on UK adequacy regulations or on the International Data Transfer Agreement or Addendum, together with any additional safeguards the transfer requires. Details of the safeguards in place for a specific transfer are available on request.
7. Your rights
- Access: ask for a copy of the personal data we hold about you.
- Rectification: have inaccurate or incomplete data corrected.
- Erasure: ask us to delete data where there is no continuing lawful reason to hold it.
- Restriction: ask us to pause processing while an accuracy or objection question is resolved.
- Objection: object to processing carried out on the basis of our legitimate interests, and object to direct marketing at any time.
- Portability: receive the data you gave us in a structured, commonly used and machine-readable form.
- Withdraw consent: withdraw consent for any processing that relies on it, without affecting what was done beforehand.
8. Making a request or a complaint
Requests can be made through the WhatsApp client service desk on +44 7775 554848 and the contact page at executive-chauffeurs.uk/contact, marked for the attention of the director responsible for data protection. We will respond within one calendar month and will tell you if the request is complex enough to need an extension. We may ask for proof of identity before releasing personal data.
If you are not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk or by telephone on 0303 123 1113. We would prefer the chance to put matters right first, and our Complaints Procedure sets out how we handle that.
This notice is reviewed at least annually and whenever our processing changes materially. The date at the head of the page shows the current version.