GDPR Data Protection Policy for Customer and Chauffeur Data
Last Updated: 1 October 2024
Introduction
At Ashbrook Executive Travel, we are committed to protecting the privacy of our customers and chauffeurs. This policy outlines how we collect, use, and protect personal data in accordance with the General Data Protection Regulation (GDPR).
Definitions
• “Customer Data”: Any information that relates to an identified or identifiable individual who has engaged with our services, including but not limited to names, contact details, and booking information.
• “Chauffeur Data”: Any information that relates to an identified or identifiable individual who is employed as a chauffeur or provides driving services on our behalf, including but not limited to personal identification, contact details, licensing information, and employment records.
• “Personal Data”: Information that relates to an identified or identifiable individual.
Types of Data Collected
Customer Data
When you engage with our services, we may collect the following personal information:
• Name
• Email address
• Phone number
• Address
• Booking details, including pickup and drop-off locations, travel dates, and special requests
We will retain booking data, which includes your personal data, for a period of time in accordance with UK laws, licensing laws, and licensing requirements. This data helps us effectively deliver our services and is required by law to be retained on file.
Chauffeur Data
For our chauffeurs, we may collect the following personal information:
• Name
• Contact details
• Driving licence information
• Licensing informaton
• Insurance details
• Employment records and performance feedback
We will retain chauffeur data for a period of time in line with UK laws, licensing laws, and licensing requirements. We may share this information with police, authorities, or licensing enforcement officers if ordered to do so and in compliance with licensing laws.
Purpose of Data Collection
Customer Data
We collect and process customer data for the following purposes:
• To provide and maintain our services
• To manage bookings and provide customer support
• To communicate with you regarding your bookings, including updates and changes
• To send promotional materials and special offers (with your consent)
Chauffeur Data
We collect and process chauffeur data for the following purposes:
• To manage employment and performance evaluations
• To schedule and dispatch chauffeurs for customer bookings
• To ensure compliance with legal and safety regulations
• To ensure compliance with licensing laws
• To communicate important information regarding employment and job duties
Legal Basis for Processing Data
We process personal data based on the following legal grounds:
• Consent: Where you have given explicit consent for us to process your data for specific purposes.
• Contractual necessity: To fulfil a contract we have with you or to take steps at your request before entering into a contract.
• Legal obligations: To comply with applicable laws and regulations.
• Legitimate interests: Where processing is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests.
Data Retention
We will retain your personal data only for as long as is necessary for the purposes set out in this policy. Customer data will typically be retained for the duration of the relationship with Ashbrook Executive Travel and for a period thereafter as required by law. Chauffeur data will be retained as long as necessary for employment purposes or as required by law.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or destruction. This includes secure storage of data and access controls to ensure that only authorised personnel can access personal information.
Your Rights
Under GDPR, you have the following rights regarding your personal data:
• The right to access your personal data
• The right to rectification of inaccurate data
• The right to erasure of your personal data (right to be forgotten)
• The right to restrict processing of your personal data
• The right to data portability
• The right to object to the processing of your personal data
To exercise these rights, please contact us using the contact information provided below.
Changes to This Policy
We may update this Data Protection Policy from time to time. We will notify you of any changes by posting the new policy on our website and updating the “Last Updated” date at the top of this policy.
Contact Us
If you have any questions or concerns about this GDPR Data Protection Policy or our data practices, please contact us:
• By email: info@ashbrookexecutivetravel.co.uk