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CONVOY TRAVEL

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Privacy Policy

This Privacy Policy explains how Convoy Travel Ltd collects, uses and looks after your personal information when you use our private hire vehicle services or visit our website convoytravel.co.uk. It is written to comply with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Convoy Travel Ltd is a licensed private hire vehicle (PHV) operator based in Kilmarnock, East Ayrshire, Scotland. We operate an 8-seater Ford Transit Custom minibus and provide pre-booked transport services.

Convoy Travel Ltd is the “data controller” for the personal information we collect. This means we decide how and why your data is used.

If you have any questions about this policy or how we use your data, you can contact us:

2. What personal data we collect

We only collect the information we need to run our business and provide a safe, reliable service. This may include:

  • Contact details – such as your name, phone number and email address.
  • Booking and journey details – such as pick-up and drop-off locations, dates and times, number of passengers, special requirements (for example, accessibility needs), and any other details you give us to arrange your journey.
  • Payment information – for example, payment method and basic billing details. If you pay by card, your card details are processed securely by our payment provider and are not stored by us.
  • Communications – any messages, emails or call details you send to us, for example when you request a quote, make a booking or give feedback.
  • Website and cookie data – basic analytics data about how visitors use our website, collected through cookies (see the Cookies section below).

3. How we use your data

We use your personal data for the following purposes:

  • To manage bookings and provide our services – for example, to confirm your booking, pick you up at the right place and time, and get you safely to your destination.
  • To communicate with you – to send booking confirmations and updates, ask for missing information, respond to enquiries, and handle any changes or cancellations.
  • To take and process payments – including issuing invoices or receipts where needed.
  • To run and improve our business – such as keeping internal records, planning routes, monitoring demand and improving our website and services.
  • To meet our legal and regulatory obligations – for example, requirements related to licensing, accounting, tax and passenger safety.
  • To handle complaints and disputes – including responding to any claims or legal requests.

4. Our legal basis for using your data

UK data protection law requires us to have a legal reason (“lawful basis”) for using your personal data. For Convoy Travel Ltd, this is mainly:

  • Contract – we use your data because we need it to enter into and carry out a contract with you. For example, we cannot accept and complete your booking without your contact details and journey information.
  • Legitimate interests – we use your data where it is necessary for our reasonable business interests and does not override your rights. This includes keeping basic records of past journeys, improving our services and maintaining website security.
  • Legal obligation – we may need to keep or share certain information to comply with the law, licensing rules or regulatory requirements.

5. How long we keep your data

We keep your personal data only for as long as we reasonably need it for the purposes described in this policy, or to meet legal, accounting or reporting requirements.

  • Booking records and journey details – kept for a period that allows us to respond to queries, manage repeat bookings and meet any licensing or tax obligations.
  • Invoices and payment records – usually kept for up to six years, in line with UK tax and accounting rules.
  • General enquiries – kept for a shorter period, normally no longer than is necessary to deal with your request.

When we no longer need your data, we will delete it or anonymise it so that it can no longer be linked back to you.

6. Who we share your data with

We do not sell your personal data and we do not share it with third parties for their own marketing.

We may share your data with trusted third parties, but only when this is necessary for the purposes set out in this policy, for example:

  • Service providers – such as payment processors, IT and website hosting providers, email providers and professional advisers (for example, accountants).
  • Regulators and authorities – such as licensing bodies, law enforcement or other public authorities, where we are legally required to do so or where this is necessary to protect our rights, passengers or others.

Where we use third parties, we aim to ensure they only have access to the data they need, use it only as instructed by us, and keep it secure.

7. International transfers

Our services are based in the UK. Some of our IT or website service providers may store data on servers outside the UK. Where this happens, we will take steps to make sure your data is protected to UK standards, for example by using contracts approved for use under UK data protection law.

8. Cookies and website analytics

Our website uses cookies to help it work properly and to give us basic information about how visitors use the site.

We mainly use:

  • Essential cookies – needed for the website to function correctly.
  • Basic analytics cookies – for example, standard WordPress or hosting analytics which tell us which pages are visited and for how long, and what type of device is used. This information is usually collected in an anonymised or aggregated form and does not let us identify you directly.

You can usually control cookies through your browser settings, including blocking or deleting them. If you disable some cookies, parts of our website may not work as intended.

9. How we keep your data secure

We take reasonable steps to keep your personal data safe and to prevent it from being lost, used or accessed in an unauthorised way. This includes limiting access to those people who need it to do their job and using secure systems to store information where possible.

While we do our best to protect your personal data, no method of transmission or storage is completely secure. If we become aware of a data breach that may pose a risk to you, we will take appropriate steps and, where required, notify you and the relevant authorities.

10. Your rights under UK data protection law

You have a number of rights in relation to your personal data under the UK GDPR. These include the right to:

  • Access – to ask for a copy of the personal data we hold about you.
  • Correction – to have inaccurate or incomplete data corrected.
  • Deletion – to ask us to delete your personal data in certain circumstances.
  • Restriction – to ask us to limit how we use your data in certain situations.
  • Portability – to ask for a copy of your data in a commonly used, machine-readable format, or for it to be transferred to another organisation where this is technically feasible.
  • Object – to object to certain types of use of your data, for example where we are relying on legitimate interests.
  • Withdraw consent – where we rely on your consent (which we generally do not for our core services), you can withdraw that consent at any time.

These rights are subject to some limits and exceptions. If you choose to exercise your rights, we will explain clearly how we will handle your request.

11. How to exercise your rights or contact us

If you would like to exercise any of your rights, or if you have any questions or concerns about how we use your personal data, please contact us using the details below:

We may need to confirm your identity before we can respond to certain requests. This helps us make sure we are respecting your privacy and keeping your data secure.

12. Your right to complain to the ICO

If you are unhappy with how we have used your personal data, we would encourage you to contact us first so we can try to resolve the issue.

You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office (ICO). You can contact the ICO via their website at www.ico.org.uk or by calling 0303 123 1113.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services or how we handle personal data. Any updates will be posted on this page and will apply from the date they are published. We recommend checking this page occasionally to stay informed.

This Privacy Policy was last updated on [insert date].