Executive Airport Transfer Services (the “Company”, “we” or “us”) is committed to respecting and protecting your privacy. This Privacy Policy explains what personal data we collect, how and why we use it, how long we retain it, and your rights in relation to your information. It applies to our executive private hire services (such as airport transfers, theatre trips, and business travel), including when you request a quote or make a booking via our website, through WhatsApp, or by other communication channels. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Personal Data We Collect
We collect personal information directly from you in order to provide our services. This includes:
- Identity & Contact Details: Your name, telephone number, email address, and (if needed) your home or business address – for example, when you fill in a quote request form or book a service.
- Travel Details: Information about your journey requirements, such as pickup and drop-off locations, dates and times of travel, airline flight number (for airport pickups), number of passengers, and any special requests or instructions you provide
- Communication Records: Copies of your correspondence with us through various channels. For instance, if you contact us via our website form, by email, or through a messaging app like WhatsApp, we will retain the information you share (and associated contact details) to process your enquiry and respond appropriately.
- Payment Information: Details necessary to process payments for your bookings. Note: We do not store full credit card numbers or bank details ourselves. If we take card payment information, it is processed securely by our payment provider and not retained by us, apart from minimal details (like a transaction reference or receipt) needed for record-keeping.
How We Use Your Information
We only use your personal data for legitimate business purposes in connection with our services. These purposes include:
- Providing Quotes and Services: To respond to your enquiries and provide price quotes, and to schedule and deliver the transport services you request (arranging your chauffeur and vehicle for pickups/drop-offs).
- Managing Bookings & Communication: To communicate with you about your booking and itinerary. This includes sending booking confirmations and updates, notifying you of any changes or delays, and providing driver or vehicle details as needed. We may contact you via phone, email, or WhatsApp (depending on your chosen communication method) to ensure your journey goes smoothly.
- Payment Processing & Administration: To process payments for your rides and to maintain proper business records. For example, we use your information to charge your card (through our secure payment processor) and to issue receipts or invoices. We also keep records of transactions for accounting purposes.
- Legal Obligations: To fulfil our legal and regulatory duties. For instance, we retain certain data to comply with tax laws, financial reporting requirements, or local private hire regulations that require logging of trip details. (For example, licensed operators in London are required to keep journey records for at least 6 months)
- Marketing (Opt-in Only): We do not send out mass marketing, but if you have explicitly consented to receive updates or offers, we may occasionally use your contact details to inform you about our services (such as special promotions or new services). You have the choice to opt in, and you can withdraw your consent at any time to stop receiving such communications. We will not send you marketing messages without your consent.
Data Sharing and Disclosure
We treat your personal data with confidentiality. We do not sell your information to anyone
We do not share it with third parties for their own independent marketing or purposes without your consent. We only share your data in a limited manner, as necessary to run our business or as required by law, for example:
- Service Providers: We may share your details with trusted third-party service providers who help us deliver our services (only to the extent necessary for their function). For example, our payment processing partner will receive the relevant payment information to process your transaction and we might use a secure dispatch or booking software that hosts your booking details. These providers act on our instructions and are contractually required to keep your information secure and confidential.
- Chauffeurs/Drivers and Partners: In order to carry out your journey, we share necessary details with the chauffeur or driver assigned to your booking (or an affiliate transport partner, if your trip is subcontracted). They will receive only the information needed to complete the service – typically your name, pickup and drop-off location, scheduled time, and a contact telephone number.
- Legal or Regulatory Requirements: We may disclose personal data when we are obliged to do so by law or valid government request. For instance, if law enforcement or a transport regulator legally requires information about a booking, or if we need to share data to enforce our terms or protect our rights, we will comply with those legal requirements.
Aside from the situations above, we will not share your personal data with any third party unless you have given further consent for us to do so
Data Retention
We only keep your personal data for as long as necessary to fulfil the purposes described in this policy, including for any legal, accounting, or reporting requirements
In practice, this means we will retain your booking information and correspondence for a period of time that enables us to provide our services, handle any inquiries or complaints, and meet record-keeping obligations. For example, we generally retain basic records of transactions and bookings for several years to comply with tax law and insurance requirements
When your personal data is no longer needed for our business purposes or legal obligations, we will delete it or anonymise it so you can no longer be identified. If you request that we erase your data, we will also do so provided we do not have a legal requirement to keep it (we will inform you if that is the case).
Data Security
We take appropriate measures to secure your personal information. All data you provide to us is stored on secure systems, and we use organisational and technical safeguards to prevent unauthorised access or disclosure. For example, we restrict access to your data to authorised personnel only, and we use password protection and encryption where applicable.
However, please note that no method of transmitting data over the internet or electronic storage is completely secure. If you send information via our website forms, email, or messaging apps, the transmission of data is at your own risk
We use encryption where we can and the website has an SSL certificate. While we cannot guarantee the security of data during transmission, we will always do our best to protect your information and will promptly address any data security incident if one were to occur.
Your Rights
Under UK data protection law, you have rights regarding the personal data we hold about you. These include
- Right of Access: You can request a copy of the personal data we hold about you, as well as information on how we use it (commonly known as a Subject Access Request).
- Right to Rectification: If any personal data we hold about you is inaccurate or incomplete, you have the right to have it corrected or updated
- Right to Erasure: You have the right to request that we delete your personal data when it is no longer necessary for us to retain it, or if you believe we have processed it unlawfully (this is sometimes called the “right to be forgotten”)
- Right to Restrict Processing: You can ask us to suspend or limit the processing of your data, for example if you contest its accuracy or have objected to our use of it (while we consider your objection).
- Right to Data Portability: Where applicable, you can request to receive certain personal data that you have provided to us in a structured, commonly used and machine-readable format, and have that data transmitted to another data controller.
- Right to Object: You may object to our processing of your personal data in certain circumstances. In particular, you have the absolute right to stop your data being used for direct marketing, or to object if processing is based on our legitimate interests and you feel it impacts your rights unfairly.
- Right to Complain: If you have any concerns or are unhappy about how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection issues. The ICO’s website (ico.org.uk) provides details on how to report a concern.
To exercise any of these rights, you can contact us using the contact details below. We will respond to legitimate requests as soon as possible and within one month at the latest, as required by law
Please note that for certain requests (e.g. access or deletion), we may ask you to verify your identity to ensure we are protecting your data from unauthorised access.
Contacting Us
If you have any questions about this Privacy Policy or wish to exercise your data rights, please do not hesitate to contact us:
- Email: info@execpickup.com
- Telephone: +44 7427 473055
We are here to help and will address any privacy-related requests or concerns promptly and courteously.
