This privacy notice is compliant with the European Union's General Data Protection Regulation (GDPR) and the UK's Data Protection Act (DPA) 2018. Post-Brexit, the applicable law is DPA 2018. It applies to personal data collected and processed through all the sources, mediums, channels and means of promotion and contact we use for our business.
Except as set out below and legally required, we do not share, sell, or disclose your personal data to anyone for any purpose. We take your privacy and confidentiality seriously and treat your personal data with respect.
We, our, us: Cars 4 Executives Limited. For the purposes of DPA 2018 and GDPR, we are the "controller" of your personal data.
Our Data Protection Officer: Mr Harris Awais, Director, Cars 4 Executives Limited (email: bookings@cars4executives.com).
Your personal data includes but is not limited to information you have directly supplied to us; information collected through recording and monitoring, including our website use, visits, inquiries, chat and cookies; information gathered from third parties to provide you services; and information collected from publicly accessible sources, e.g. Companies House and Credit Reference Agencies.
This may include: personal identifiers (name); contact details (telephone, mobile, email, home and pickup/drop-off addresses); account information; call, message and chat records; marketing preferences; identity documentation; employment status where relevant; and customer, driver or personalised reviews and feedback.
Payment information: We do not store debit, credit or bank card details or any financial information. We use a top-of-the-range security certificate to protect your card and personal details.
We may also collect special category personal data (e.g. race, ethnicity, religious beliefs, health) only with your explicit consent and a proper legal reason. If you do not provide the personal data we ask for, it may delay or prevent us from supplying our services.
We only use and process your personal data where we have a valid reason under data protection law, including: to comply with our legal and regulatory obligations; to take steps before and after entering a contract; to provide the services you request; to process bookings, payments and contractual obligations; to verify identity and conduct necessary checks; for health, safety and security; for internal procedures, quality control and legitimate business interests; to protect our intellectual property; for internal and external audits and regulatory obligations; for statistical analysis and (where you have not opted out) promotional communications; for security and to prevent unauthorised access; for staff administration and complaint resolution; and to prevent fraud and criminal activity.
You may withdraw your consent at any time by contacting us at bookings@cars4executives.com, though this may delay or prevent us supplying services to you.
We normally share only sufficient and necessary data with our administrative staff, drivers and sub-contractors so we can provide the service you have requested. Our staff, drivers and sub-contractors sign internal confidentiality obligations. We may also share your data with professional partners and service providers acting on your behalf (agents, brokers, referrals, drivers, sub-contractors, tax advisors); other third parties related to our business or to carry out your instructions; our insurers, business partners, external auditors, our bank and credit reference agencies; and external service suppliers who help us run our business efficiently.
We may disclose information to law enforcement agencies and regulatory bodies to comply with our legal obligations, and, in the event of a business sale or restructuring, to potential buyers (usually anonymised where possible).
We do not collect or store your payment information on our systems — at the point of payment you are directed to a secure, certified third-party payment processing system.
It is sometimes necessary for us to share your personal information outside the UK/European Economic Area (EEA), for example with service providers located outside the UK/EEA, or where there is an international dimension to the services we provide. Such transfers are subject to special rules under UK and European data protection law and are only made where adequate protections, safeguards or a specific legal exception applies. Please contact us for further information about international data transfers.
We keep your personal data for as long as necessary to respond to questions, complaints or claims, to show that we treated you fairly, and to keep records required by law. Different retention periods apply to different types of data; after the relevant period your data is securely disposed of.
You have the following rights, which you can exercise free of charge:
To exercise any of these rights, please email, call or write to us with sufficient information to identify you, evidence of your identity and address, and details of the right you wish to exercise.
We have appropriate security measures to prevent personal data being accidentally lost, used or accessed unlawfully, and restrict access to those with a genuine business need. We have procedures in place to deal with any suspected data security breach and will notify you and any applicable regulator where legally required.
We use cookies on our website to provide interactive functionality, such as logging in and providing quotes for our services. We use three types of cookies: website functionality cookies, website analytics cookies (to measure and improve how customers use the site), and customer preference cookies (to remember your preferences). By using our website, you agree that we can place these cookies on your device. Information on deleting or controlling cookies is available at www.AboutCookies.org, though disabling cookies may prevent access to certain areas of our site.
We do not allow children under the age of 18 to use our facilities and services without the consent, approval and supervision of their legal guardians or parents.
All communication, transactions and correspondence with us by electronic means are encrypted and protected through duly licensed and certified third parties. All calls, messages and chat sessions are recorded and encrypted for protection, compliance and regulatory requirements. All written and postal correspondence is protected, kept and shredded when appropriate, in accordance with UK rules, regulations and laws.
This privacy policy was last revised and published on 04.10.2023. We may change this policy from time to time; when we do, we will inform you via our website.
We hope we can resolve any query or concern you may raise about our use of your information — Cars 4 Executives Limited has its own comprehensive complaints resolution policy. The GDPR also gives you the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner's Office (ICO), who may be contacted at ico.org.uk/concerns or by telephone on 0303 123 1113. We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO.
Post: Arlington Business Park, 1210, Theale, Reading RG7 4TY
Email: bookings@cars4executives.com
Telephone: +44 07853 165360
Mobile: +44 07853 165360