Convoy Travel Ltd
8-Seater Private Hire · Kilmarnock & Ayrshire

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Privacy Policy

This Privacy Policy explains how Convoy Travel (“Convoy Travel”, “we”, “us”) collects, uses and looks after your personal information when you use our private hire minibus 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 is a private hire minibus operator based in East Ayrshire, Scotland. We operate pre-booked transport services.

Convoy Travel 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 information you give us via our website contact or booking forms, by phone, by email or via messaging apps such as WhatsApp:

  • Name – the name of the person making the booking or enquiry.
  • Contact details – your phone number and email address so we can confirm and manage your booking.
  • Pick-up and drop-off addresses – the locations where we will collect you and drop you off.
  • Journey details – dates and times, type of journey (for example, airport transfer, day trip), and any special requirements you choose to tell us about (for example, accessibility needs).
  • Number of passengers – to make sure we allocate the right vehicle and comply with safety rules.
  • Luggage information – details about the type and amount of luggage so we can plan space and loading safely.
  • Messages and enquiry details – the content of messages or enquiries you send us through our website forms, by email, by phone or via WhatsApp (for example, details of the journey you want to book or questions about our services).

3. Why we use your personal data

We use your personal data for the following purposes:

  • To provide and manage bookings – for example, to provide quotes, confirm your booking, plan your journey, 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 run our business – such as keeping internal records of bookings, planning routes and staffing, and managing accounts and administration.
  • To respond to feedback, issues or complaints – including handling any disputes or legal claims.

4. Our legal basis under UK GDPR

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

  • Contract (Article 6(1)(b) UK GDPR) – we use your data because we need it to enter into and carry out a contract with you. For example, we cannot provide a quote, accept a booking or complete your journey without your contact details and journey information.
  • Legitimate interests (Article 6(1)(f) UK GDPR) – we use your data where it is necessary for our reasonable business interests and does not override your rights and freedoms. This includes keeping basic records of past bookings, planning and improving our services, and handling complaints or queries.
  • Legal obligation (Article 6(1)(c) UK GDPR) – in some cases we may need to keep or share certain information to comply with the law, licensing rules or regulatory requirements (for example, accounting or tax rules).

5. How we store and protect your data

We store your personal data on secure systems and take reasonable steps to protect it against loss, misuse, unauthorised access, disclosure or alteration. Access is limited to the people who need it to run our services and deal with your booking or enquiry.

We do not sell your personal data and we do not share it with third parties for their own marketing or advertising. Where we use trusted service providers (for example, website hosting or email services), they are only allowed to use your data on our instructions and must keep it secure.

In some cases we may subcontract a journey to another licensed operator or driver. When this happens, we will share only the information they need to complete your booking (for example, your name, contact details, pick-up and drop-off locations and journey time).

6. 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 or regulatory requirements. This usually means:

  • Booking records and journey details – kept for 12 months from the date of your journey and then deleted, unless we need to keep them for longer because of a dispute, legal claim or legal requirement.
  • Enquiries where no booking is made – kept for up to 6 months from our last contact with you and then deleted, unless we need to keep them for longer because of a dispute, legal claim or legal requirement.

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, in line with the time periods set out above.

7. Cookies

Our website convoytravel.co.uk uses cookies and similar technologies to help it work properly and to understand how visitors use the site.

For more detailed information about the cookies we use and how you can control them, please see our separate Cookie Policy page on our website.

8. Your rights

Under UK data protection law you have a number of rights in relation to your personal data. These include the right to:

  • Access – to ask for a copy of the personal data we hold about you.
  • Rectification – to have inaccurate or incomplete data corrected.
  • Erasure – 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.
  • Object – to object to certain types of use of your data, for example where we are relying on legitimate interests.
  • Data portability – to receive the personal data you provided to us in a commonly used, machine-readable format and to ask us to transfer it to another organisation where this is technically feasible.

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 and if we cannot fully comply, we will tell you why.

9. How to exercise your rights or contact us

The easiest way to exercise your rights or ask any questions about how we use your personal data is to email us at convoy2516@gmail.com.

We may need to ask for information 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.

10. Complaints and your right to contact the ICO

If you are unhappy with how we have used your personal data, please contact us first so we can try to put things right.

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.

11. ICO registration

We aim to comply with all ICO registration requirements that apply to our business. If you would like to confirm our current registration status or registration number with the ICO, please contact us using the details in section 1.

12. 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.

Last updated: September 2026.