Privacy Policy

1. Who We Are

Camberley Cars is a local private hire taxi company based at 39 Abbey Court, Camberley Town Centre, Surrey, United Kingdom. We operate a 24-hour booking and dispatch service across Camberley, Frimley, Farnborough, Yateley, Blackwater, Sandhurst and the surrounding areas, as well as providing airport transfers to and from Heathrow, Gatwick, Luton, Stansted and Southampton.

For the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Camberley Cars is the data controller for the personal information described in this policy.

2. Information We Collect

Information you provide when booking a ride

When you book a taxi through our website, by phone, by email, or through our online booking portal, we collect the details needed to fulfil the booking. This typically includes:

• Your name and contact number
• Your email address
• Pick-up and drop-off addresses
• Date and time of travel
• Number of passengers and any luggage details
• Flight number and airline (for airport transfers, so we can track arrival times)
• Any special requirements you tell us about, such as child seats, accessibility needs, or additional stops
• Notes or instructions you leave for the driver

Payment information

If you pay online using a card or mobile payment, your payment details are entered directly into our payment provider’s secure checkout. We do not store full card numbers on our own servers. We do keep a record of the transaction itself — the amount, the date, and a reference — for accounting and receipt purposes. Cash payments are made directly to the driver and no card information is collected.

Account information

If you create an account on our booking portal, we store the details you register with (name, email, phone, password in hashed form) and your booking history, so you can re-book previous journeys more quickly.

Communications

When you call, email, WhatsApp, or message us, we keep a record of that communication. Calls to our dispatch line may be recorded for training, quality and dispute-resolution purposes. Where calls are recorded, this is done on the basis of our legitimate interest in running a safe and accountable service, and recordings are kept only for as long as needed.

Website and device information

When you visit our website we automatically collect certain technical information, including your IP address, browser type and version, device type, operating system, the pages you visit, the time and date of your visit, and the website that referred you. This is collected through cookies and similar technologies — see the Cookies section below.

Comments and enquiries

If you leave a comment on our blog or send an enquiry through a contact form, we collect the information you submit along with your IP address and browser identifier, which helps us detect spam.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide the service you’ve booked — confirming your booking, dispatching a driver, sharing pick-up details with the driver, tracking your flight if you’ve booked an airport transfer, and contacting you with ride updates.
• To take payment — processing card payments, sending receipts, and handling refunds where applicable.
• To communicate with you — responding to enquiries, sending booking confirmations, notifying you of changes, and handling complaints or lost-property queries.
• To keep records — maintaining accounting records, complying with tax obligations, and meeting the record-keeping requirements that apply to licensed private hire operators.
• To improve our service — understanding how customers use our website and booking system, identifying issues, and making improvements.
• To prevent fraud and protect our drivers and passengers — investigating misuse of the booking system, handling complaints, and cooperating with the police or licensing authorities where we are legally required to do so.
• Marketing — we only send marketing communications if you have asked to receive them, and you can unsubscribe at any time.

4. Legal Basis for Processing

Under UK GDPR we must have a lawful basis for each purpose we use your data. Ours are:

• Performance of a contract — we need to process your booking and payment information in order to provide the ride you have booked.
• Legitimate interests — running a safe, secure and efficient taxi service, keeping records of rides, recording dispatch calls, and preventing fraud.
• Legal obligation — complying with tax law, licensing requirements from the local authority, and any lawful requests from police or regulators.
• Consent — for optional cookies, marketing emails, and any other use where we specifically ask for your permission. You can withdraw consent at any time.

5. Who We Share Your Information With

We share your personal information only where it is necessary to deliver our service or where we are legally required to. The categories of recipient are:

• Our drivers — the driver allocated to your booking receives the information needed to collect you, such as your name, contact number, pick-up address and destination.
• Payment providers — card and online payments are processed by third-party payment gateways, which handle your payment details under their own security and privacy standards.
• Booking system provider — our online booking platform is supplied by a third-party software provider who processes booking data on our behalf under a written agreement.
• IT and hosting providers — our website and booking portal are hosted by service providers who may process data on our behalf.
• Airport authorities — for authorised pick-ups and drop-offs we may need to share vehicle and booking details with the airport operator.
• Professional advisers — accountants, auditors and legal advisers where necessary.
• Public authorities — police, licensing authorities, or other public bodies where we are required by law to share information.

We do not sell your personal information to anyone, and we do not share it for third-party marketing purposes.

6. Cookies and Tracking

Our website uses cookies and similar technologies. Cookies are small text files stored on your device that help websites function and collect information about how they are used.

The types of cookies we use

• Strictly necessary cookies — required for the website and booking system to work, for example remembering your booking details as you move between pages.
• Functional cookies — remember your preferences, such as saving your name and email for comments so you don’t have to re-enter them.
• Analytics cookies — help us understand how visitors use the site (pages viewed, time on site, referral source), so we can improve it.
• Marketing and social media cookies — our site uses the Facebook Pixel, which allows us to measure the effectiveness of our advertising on Facebook and Instagram and to show relevant ads to people who have visited our site.

Third-party services referenced on our site

• Gravatar — if you leave a comment and have a Gravatar account, an anonymised hash of your email address is sent to Gravatar to display your profile picture. Gravatar’s own privacy policy is available at automattic.com/privacy.
• Meta (Facebook / Instagram) — for advertising and analytics via the Facebook Pixel.
• Embedded content — pages that include embedded videos, maps or social media posts behave as if you had visited that third-party site directly, and those sites may set their own cookies.

You can control cookies through your browser settings and through any cookie banner we display on the site. Blocking certain cookies may affect how the website and booking system work.

7. How Long We Keep Your Information

We keep your information only for as long as we need it:

• Booking and payment records — retained for up to six years after the end of the tax year in which the booking was made, to meet HMRC record-keeping requirements.
• Account information — kept while your account is active. You can ask us to close your account at any time.
• Call recordings — typically retained for a short period (around three months) unless needed for a specific complaint or investigation.
• Enquiries and contact form submissions — kept for up to two years after the last contact, unless they form part of a ride record.
• Blog comments — retained indefinitely, so we can recognise follow-up comments. You can ask us to remove your comments at any time.
• Marketing preferences — we keep a record of your preferences (including opt-outs) for as long as we operate, so we can respect them.

8. Your Rights

Under UK data protection law you have the following rights in relation to your personal information:

• The right to be informed about how we use your data — which is the purpose of this policy.
• The right of access — you can ask for a copy of the personal information we hold about you.
• The right to rectification — you can ask us to correct information that is inaccurate or incomplete.
• The right to erasure — you can ask us to delete your personal information, subject to our legal obligations to keep certain records.
• The right to restrict processing — you can ask us to limit how we use your information in certain circumstances.
• The right to data portability — where applicable, you can ask us to provide your data in a portable electronic format.
• The right to object — you can object to us processing your data for direct marketing or where we are relying on legitimate interests.
• The right to withdraw consent — where we process data based on consent, you can withdraw that consent at any time.

To exercise any of these rights, please contact us using the details at the end of this policy. We will respond within one month.

If you are unhappy with how we have handled your personal information, you have the right to complain to the Information Commissioner’s Office (ICO). Their website is ico.org.uk and their helpline is 0303 123 1113.

9. How We Protect Your Information

We take the security of your personal information seriously. Our website and booking portal are served over HTTPS, passwords are stored in hashed form, access to customer records is limited to staff who need it for their role, and payment details are handled entirely through our payment provider’s secure infrastructure. No system is completely secure, but we take reasonable technical and organisational measures to protect your data against loss, misuse and unauthorised access.

10. Data Breach Procedure

If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office within 72 hours of becoming aware of it. Where the breach is likely to result in a high risk to you personally, we will also contact you directly without undue delay.

11. International Transfers

Your information is generally stored and processed within the United Kingdom. Some of the third-party services we use — such as analytics and social media platforms — may transfer data outside the UK. Where this happens, we rely on safeguards such as the UK’s adequacy decisions or standard contractual clauses to ensure your information continues to be protected.

12. Children’s Privacy

Our service is intended for adults. We do not knowingly collect personal information from children under 16 except where a parent or guardian has booked a ride on their behalf. If you believe a child has submitted information to us without parental consent, please contact us and we will remove it.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our service, in the law, or in best practice. The current version will always be available on our website, and the “Last updated” date at the top will show when it was most recently revised. Material changes will be highlighted on the website where appropriate.

14. Contact Us