How we look after your personal information

We collect booking details such as passenger and booker names, telephone numbers, email addresses, journey dates and times, collection and destination addresses, requested stops, flight information, passenger numbers, luggage needs and notes that you choose to provide. We also keep the messages needed to answer an enquiry, manage changes and support the journey.

Stripe handles online card payments. We receive payment status and references needed to match payment to a booking, but we never store card numbers. When you consent, WhatConverts may record call-source and tracking information and may support call recording. We do not load that service before tracking consent is given.

We use information to take steps requested before a contract and to perform the transport contract once a booking is confirmed. This includes pricing the requested itinerary, selecting and dispatching a suitable vehicle, contacting the passenger or booker, taking payment and dealing with changes or service questions.

We also process information where necessary for legitimate interests, including operating a safe and accountable service, preventing misuse, maintaining records and improving how enquiries are handled. Legal obligations apply to accounting, tax and regulatory records. Optional analytics and call tracking rely on consent, which can be withdrawn for future use at any time.

We keep enquiry information only for as long as it remains useful for responding, resolving an issue or establishing what was agreed. Booking and payment records are retained for accounting periods as required by UK tax law. Operational messages and journey details are reviewed against the purpose for which they were collected rather than kept indefinitely without reason.

We use access controls and practical technical and organisational measures intended to protect personal information. No online system can promise absolute security, so we limit access to people and providers who need the information and investigate suspected loss, misuse or unauthorised access.

Depending on the circumstances, you may ask for access to your personal information, correction of inaccurate information, deletion, restriction, portability or an objection to processing. You may also withdraw consent for optional analytics or tracking without affecting processing that took place before withdrawal.

Contact us to make a request. We may need to verify your identity and may ask for details that help locate the information. Some rights have legal limits, for example where a record must be retained to meet a legal obligation or establish or defend a claim. We will explain if a limit applies.