AJK Coach Hire is committed to safeguarding the privacy of our passengers, employees, and partners and complying with the UK General Data Protection Regulation (GDPR) and other UK data protection laws. This policy outlines our practices regarding the collection, use, and protection of personal data.
1. Legal Framework
We operate in full compliance with:
- UK Data Protection Act 2018: Governing the processing and protection of personal data in the UK.
- General Data Protection Regulation (GDPR): Providing strict guidelines for transparency, consent, and data security.
- Transport for London (TfL) Regulations: Ensuring compliance with requirements for private hire operators.
2. Data Collection and Use
We collect and process personal data lawfully, fairly, and transparently, ensuring it is relevant and adequate for the purpose it is collected.
2.1 Passenger and booker Data
We collect the following personal information to provide our services:
- Name
- Address
- Mobile number
- Email address
- Travel details (pickup/drop-off locations, preferences)
- Payment information (securely processed and stored)
2.2 Employee and Driver Data
We collect the following data for legal, operational, and regulatory purposes:
- Name
- Address and contact information
- Licensing information (e.g., PCO license, insurance, MOT)
- Bank account details
- National Insurance number
- Criminal convictions (as part of background checks)
2.3 Data Usage
- Service delivery and journey optimization.
- Legal and regulatory compliance (e.g., with TfL and law enforcement).
- Customer support and dispute resolution.
- Operational improvements, including route optimization using GPS tracking.
3. Data Protection Principles
We adhere to the following GDPR principles:
- Lawfulness, Fairness, and Transparency: Data is collected and used with full transparency, and passengers are informed about its purpose.
- Purpose Limitation: Data is used only for the purposes explicitly stated at the time of collection.
- Data Minimization: Only data relevant and necessary for the intended purpose is collected.
- Accuracy: We maintain accurate and up-to-date records. Customers can request corrections.
- Storage Limitation: Data is retained only as long as necessary or as required by law.
- Integrity and Confidentiality: Robust measures are in place to secure data and prevent unauthorized access or loss.
4. Data Retention Policy
We retain data for the following periods, as required by law and operational necessity:
- Booking and journey records: 12 months (as per TfL regulations).
- Payment information: 7 years (for accounting purposes).
- Employee and driver data: 12 months after their relationship with AJK Coach Hire ends.
- GPS data: 1 year, unless required for ongoing disputes.
5. Data Sharing and Third Parties
We may share personal data with:
- Authorized Personnel: Chauffeurs, dispatchers, and support staff for service delivery.
- Regulatory Authorities: TfL, police, or other government bodies upon request.
- Third-Party Providers: Payment processors, maintenance partners, and IT service providers.
All third parties must comply with GDPR and sign confidentiality agreements.
6. Data Security
We implement stringent security measures, including:
- Encryption: Data is encrypted during storage and transmission.
- Access Controls: Only authorized personnel with valid clearance can access sensitive data.
- Audits and Monitoring: Regular system checks to prevent breaches.
Despite our efforts, we advise clients to exercise caution when sharing sensitive information.
7. Marketing Communications
- We will only send marketing communications with your explicit consent.
- You have the right to opt-out of marketing communications at any time by contacting us at info@ajkcoachhire.com.
8. Your Rights Under GDPR
You have the following rights regarding your personal data:
- Access: Request a copy of your personal data.
- Rectification: Request corrections to inaccurate data.
- Erasure: Request the deletion of data no longer needed.
- Restriction: Limit how we process your data.
- Portability: Request your data in a machine-readable format.
- Objection: Object to data processing based on legitimate interests.
- Withdraw Consent: Revoke consent for optional data processing at any time.
To exercise these rights, please contact us at info@ajkcoachhire.com.
9. GPS and Journey Monitoring
We use GPS tracking to:
- Monitor real-time vehicle locations.
- Optimize routes and improve operational efficiency.
- Ensure safety and compliance with TfL regulations.
All GPS data is handled securely and retained for 12 months.
10. Complaints
If you believe your data rights have been violated, you may:
- Contact us directly at info@ajkcoachhire.com.
- File a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.
11. Updates to this Policy
This policy may be updated to reflect changes in laws, services, or operations. Updates will be posted on our website, and significant changes will be communicated directly to affected individuals.
12. Contact Information for Data Controller
For questions or concerns about this policy, please contact us at:
- Email: info@ajkcoachhire.com
- Phone: +44 7949182710 | 020 8550 5664
- Office Address: IG5 OTW - 55 Kirkland Avenue, Clayhall, Ilford
13. Governing Law
This policy is governed by the laws of England and Wales, including the UK Data Protection Act 2018 and GDPR.
