Privacy Policy your data protection

21 February 2024,

 Privacy Policy Crown City Transfers LTD t/a Crown City Transfers (“the Company”) is committed  to protecting and respecting your privacy and safeguarding your data and  individual level information in a secure, respectful and trustworthy manner. 

This notice sets out how we will process any personal data we collect from you,  or that you provide to us. Please read the following carefully to understand our  views, practices and processes regarding your personal data and how we will  treat this information.

 For the purposes of the Data Protection Act, the data controller is Crawn City  Transfers LTD t/a Crown City Transfers with address 450 Bath Road, Longford,  UB7 0EB Crown City Transfers is committed to, and fully compliant with all our statutory  and legislative regulations (and our supporting in-house best practice guidelines)  to ensure the security and confidentiality of the data relating to that of our  customers, our staff and all associated third parties. 

Our processes and systems,  both computer-based and paper-based, adhere to the standards set by the Data  Protection Act. We ensure that our company servers, personal computers (PCs), laptops and  company mobile devices are suitably secure for the purposes of our work with  our customers and suppliers. We have rigorous systems and safeguards in place which we underpin with inhouse training and regular auditing of our IT systems to ensure that all sensitive  commercial data and individual level information is shared only on a need-toknow basis, and to ensure that cyber threats are managed, mitigated, and  eliminated. 

Crown City Transfers has proactively sought external guidance in order to  ascertain how we as a business can implement the stipulations of the General  Data Protection Regulation (GDPR) in order to best serve our customers. The information we collect:

 Collection of personal information We will use your personal and non-personal information only for the purposes  for which it was collected or agreed with you, such as: 

● To carry out our obligations arising from any agreement reached between  you and us; 

● To notify you about changes to our service;

● For the detection and prevention of fraud, crime, or other malpractice; 

● To conduct market or customer satisfaction research or for statistical  analysis; 

● For audit and record keeping purposes; 

● In connection with legal proceedings;

● We will also use your personal information to comply with legal and  regulatory requirements or industry codes to which we subscribe, or  which apply to us, or when it is otherwise allowed by law;

 ● Collect information about the device you are using to view our website,  such as your IP address or the type of internet browser or operating  system you are using with the purpose of offering a better user  experience; 

● To respond to your queries or comments. Depending upon the nature of our relationship with you, we may collect  different information and these differences are outlined below. Customers We collect and process your personal information mainly to provide you with  access to our services and products, to help us improve our offerings to you and  for certain other purposes explained below. We do not knowingly set out to  collect personal data, it is only provided to us by you by contacting us via our  website WWW.CROWNCITYTRANSFERS.CO.UK (“our website”) or through our  mobile application (“our app”), by phone or by email. Once collected, this data is only used to deliver the service and to respond to  you and answer any questions you have. We do not collect sensitive data – financial, health or information about children. This does however include name,  phone number, email etc. We collect and process the following information  relating to our customers:

 ● Information collected includes details provided at the time of booking.  Examples of information we collect from you are: name, telephone  number, email address and the relevant information relating to the  booking in cause (address, date/time of travel etc.). This is also done when  creating an account with Crown City Transfers;

● If you contact us by email or chat, we will keep a record of that  correspondence. If you contact us by telephone, we will not keep a record  of that correspondence; 

● We may also ask you to complete surveys that we use for research  purposes, although you do not have to respond to them; 

● To confirm and verify your identity or to verify that you are an authorised  customer for security and compliance purposes; 

● Additionally, we may collect non-personal information such as  geographical location. This is collected as part of the services we provide  and are not held for any other purpose. You cannot be identified from this  information and it is only used to assist us in providing an effective  service. Employees and Drivers We will collect information relevant to our legal obligations as an employer or as  a contracted party for drivers and may include your name, telephone number  and email address, in addition to address, bank account details, licensing  information and details relating to criminal convictions and other info as part of  our screening and vetting processes. Suppliers We will collect information relevant to our status as a customer of yours and  may include your name, telephone number and email address, in addition to  address, bank account details, licencing information and information relating to  the services and products you provide us. Why we need your details The reason we require your personal data is to ensure that we are able to fully  assist you with any enquiries or requested services. We will not collect any  personal data from you if not required to provide or oversee the requested  services to you. The lawful basis for processing data identified by Crown City  Transfers includes: 

● Legal obligations (for example, as an employer or as part of obligations  with regards to HMRC or Transport for London (TFL) ); 

● Performance of a contract (especially with regards to our customers and  our suppliers); 

● Legitimate interest (such as when we ask for your feedback or advice on  how to continually improve); 

● Consent (only used when sensitive information is required to be  processed by us). What we do with your details The limited personal data we obtain is only processed in the UK and EU area.  Our hosting is exclusively done in the EU area. Third parties will have access to  your personal data only when they are under contract and following the  signature of a non-disclosure agreement and only in line with the services these  third parties are contracted to do so in order for Crown City Transfers to  function as a business. These third parties include: Customers (website and app users) 

● Data will be disclosed to the designated driver of your reservation in order  to complete the requested service; 

● Auditors, consultants and specialist service providers for the purposes of  ensuring Crown City Transfers operate legally and safely. These include  hosting and IT services providers, critical to the infrastructure of our  website and app; 

● Crown City Transfers personnel in order to assist with the delivery of the  service requested or to respond to any contact from customers; 

● Transport for London (upon receipt of a proper and justified request); 

● Police and other regulatory authorities (upon receipt of a proper and  justified request). Employees 

● Data will be disclosed to drivers in order to assist with the completion of  the service purchased by the customer; 

● Auditors, consultants and specialist service providers for the purposes of  ensuring Crown City Transfers operate legally and safely. These include  hosting and IT services providers, critical to the infrastructure of our  website and app or other Crown City Transfers personnel; 

● Transport for London (as part of our London Taxi and Private Hire (LTPH)  licence number 010914 ); 

● Police and other regulatory authorities (upon receipt of a proper and  justified request). Drivers 

● Data will be disclosed to drivers in order to complete the requested  service;

● Auditors, consultants and specialist service providers for the purposes of  ensuring Crown City Transfers operate legally and safely. These include  hosting and IT services providers, critical to the infrastructure of our  website and app; 

● Crown City Transfers personnel in order to assist with the delivery of the  service requested or to respond to any contact from customers; 

● Police and other regulatory authorities (upon receipt of a proper and  justified request). Suppliers 

● Auditors, consultants and specialist service providers for the purposes of  ensuring Crown City Transfers operate legally and safely. These include  hosting and IT services providers, critical to the infrastructure of our  website and app; 

● Crown City Transfers personnel and drivers so as they can assist with the  delivery of the service requested or to respond to any contact from  customers; 

● We may disclose your personal information to any member of our group,  which means our subsidiaries, our ultimate holding company and its  subsidiaries, as defined in section 1159 of the UK Companies Act 2006  (only where this relates to the services provided to Crown City Transfers  and on an exceptional basis); 

● Transport for London (upon receipt of a proper and justified request); 

● Police and other regulatory authorities (upon receipt of a proper and  justified request). If there is a duty to disclose or share your personal data in order to comply with  any legal obligation, or to enforce or apply our terms and conditions of supply  and/or any other agreements; or to protect the rights, property, or safety of  Crown City Transfers ltd t/n Crown City Transfers, our customers, or others. This  includes exchanging information with other companies and organisations for  the purposes of fraud protection and credit risk reduction. How long we keep your details 

● Service user personal data will be retained for no more than 12 months  following each use of our service, unless you exercise your rights  highlighted below. 

● This relates to details of your visits to our app and website app and the  resources that you access will be stored, as will details of transactions you  carry out through our app or website and of the fulfilment of your  bookings. Under Private Hire Regulations stipulated by Transport for  London, we are obliged to retain journey records for a period of 12  months as a condition of our contract. Similarly, we are required to keep  any complaint, lost property and account query records for the same  period of time. 

● Employee, drivers and financial data will be retained for three years from  the end of their contract with Crown City Transfers, 

● Of course, we will look to retain records for no longer than is necessary. What are your Data Subject Access Rights You have the right for the following: 

● Right to access – you have the right to request a copy of all data we hold  about you; 

● Right to rectification – where any data we hold is incorrect you have the  right to ensure it is correct; 

● Right to be forgotten – if you no longer wish for us to hold your data, we  will delete it (should this not interfere with our legal obligations relating to  Transport for London); 

● Right to portability – you can ask us to provide your data to a third party in  machine readable format; 

● Right to restrict processing – since we only use this to contact you, there is  no processing to restrict, we would simply delete the information  wherever possible and in keeping with our own obligations. If at any point you believe the information we process on you is incorrect, you  may request to see this information and even have it corrected or deleted  (should this not interfere with our legal obligations relating to Transport for  London). If you wish to raise a complaint on how we have handled your personal  data, you can contact our Data Protection Officer who will investigate the matter. We do not store credit card details and all information received via email or  forms will be deemed private and will never reach any other person outside; we  will never share your information with any third party company. The company is committed to protecting the privacy of its customers. 

The  company will only use the information that it collects about the customers  lawfully (in accordance with the Data Protection Act 1998). Information is  collected for two reasons: first, to process the reservation, and second, to  provide the customer with the best possible service. Due to the Children’s Online Privacy Protection Act, COPPA, effective April 21,  2000, we are not permitted to collect personal information from children below  age thirteen. Do not submit your information to us by any means if you are  younger than thirteen. For us the protection of privacy and personal data has priority. Our privacy  practices are in accordance with the provisions of the relevant national Data  Protection Acts and other provisions of data protection on the Internet. To  protect your data against accidental or intentional manipulation, loss,  destruction or access by unauthorised persons we use technical and  organisational security measures that we continuously improve in accordance  with the technical development.