GDPR & Data Protection Policy

1. Our Commitment to Data Protection

Newcastle Airport Transfers is committed to protecting the personal information of our customers, passengers and website visitors.

We recognise the importance of handling personal data responsibly, securely and transparently.

We aim to comply with applicable UK data protection legislation, including:

The UK General Data Protection Regulation (UK GDPR).
The Data Protection Act 2018.
The Privacy and Electronic Communications Regulations (PECR), where applicable.

These laws establish rules for how organisations collect, use, store, share and protect personal information.

Our approach is to collect only the information reasonably necessary to provide our services and meet our legal obligations.

2. What Is UK GDPR?

The UK General Data Protection Regulation is the main data protection framework governing how personal information is processed in the United Kingdom.

It gives individuals rights over their personal information and requires organisations to handle that information lawfully, fairly and transparently.

UK GDPR applies to businesses that process personal information within its scope, including transport providers such as Newcastle Airport Transfers.

It covers information that can identify an individual, such as a name, telephone number, email address or journey details linked to a particular passenger.

3. How GDPR Applies to Our Services

When you make a booking with Newcastle Airport Transfers, we need certain personal information to arrange and provide your journey.

This may include:

Your name and contact details.
Pickup and destination addresses.
Journey dates and times.
Flight information.
Passenger and luggage requirements.
Vehicle and child seat requirements.
Payment and booking records.
Communications relating to your journey.

We use this information to process bookings, arrange transport, communicate with passengers and fulfil our contractual obligations.

We may also process information for legitimate business purposes or to comply with legal requirements.

Further details are provided in our Privacy Policy.

4. Our Responsibilities

Newcastle Airport Transfers is responsible for handling the personal information it controls in accordance with applicable data protection law.

Our responsibilities include:

Collecting personal information for clear and legitimate purposes.
Using information only where there is an appropriate lawful basis.
Limiting the information collected to what is reasonably necessary.
Taking reasonable steps to keep personal information accurate.
Protecting information against unauthorised access, loss or misuse.
Keeping information only for as long as necessary.
Respecting individuals' data protection rights.
Reviewing our data handling arrangements when required.

We aim to ensure that personal information is treated responsibly throughout the booking and transport process.

5. Sharing Information With Drivers and Service Providers

To provide a booked transport service, we may need to share relevant information with your designated driver or an authorised transport provider.

This may include:

Passenger name.
Contact telephone number.
Pickup and destination details.
Journey date and time.
Flight information.
Passenger and luggage requirements.
Relevant collection instructions.

We aim to share only the information reasonably required to complete the journey.

We may also use third-party providers to operate our website, manage bookings, process payments and send customer communications.

Payments are processed securely through Stripe. Newcastle Airport Transfers does not directly store full payment card details.

We expect service providers handling personal information on our behalf to apply appropriate data protection safeguards.

6. Website Security & Data Protection

We take reasonable technical and organisational measures to protect personal information.

These may include:

Using secure HTTPS connections for our website.
Using established payment processing providers.
Restricting access to customer and booking information where appropriate.
Maintaining appropriate account and system security.
Reviewing access permissions and data handling practices.
Taking appropriate action when security concerns are identified.

No website or electronic system can guarantee complete security.

However, we aim to maintain appropriate safeguards and respond responsibly to potential data protection incidents.

7. Data Retention

We do not aim to keep personal information for longer than necessary.

Different types of information may need to be retained for different periods depending on their purpose and applicable legal requirements.

For example:

Booking and journey records: May need to be retained to meet private hire licensing requirements and manage operational records.
Financial and payment records: May need to be retained for accounting, taxation and legal compliance.
Customer correspondence: May be retained where necessary to manage bookings, enquiries, complaints or disputes.
Website analytics: Retained in accordance with the settings and arrangements of the relevant analytics services.

Some financial records may need to be kept for approximately six years or longer where legally required.

We may also need to retain relevant information where necessary to establish, exercise or defend legal claims.

Further details are available in our Privacy Policy.

8. Your Rights Under UK GDPR

UK data protection law provides individuals with rights relating to their personal information.

These may include:

Right to be informed: To understand how and why personal information is collected and used.
Right of access: To request a copy of personal information held about you.
Right to rectification: To request correction of inaccurate or incomplete information.
Right to erasure: To request deletion of personal information in certain circumstances.
Right to restrict processing: To request limits on how information is used in certain circumstances.
Right to data portability: To request certain information in a transferable format where applicable.
Right to object: To object to certain types of processing.
Right to withdraw consent: To withdraw consent where processing is based on it.

These rights are subject to applicable legal conditions and exemptions.

For example, we may be required to retain certain financial or journey records even where a customer requests deletion.

9. Requesting Your Personal Information

If you would like to access, correct or request deletion of your personal information, please contact us using the details below.

We may request reasonable information to verify your identity before responding.

We will respond within the timescales required by applicable UK data protection law, normally within one calendar month.

In certain circumstances, the response period may be extended where the law permits.

Requests are normally handled free of charge, subject to the exceptions allowed by law.

10. Data Breaches & Security Incidents

We recognise the importance of responding appropriately to any suspected personal data breach.

Where a security incident involving personal information is identified, we aim to:

Assess what has happened.
Identify the information and individuals potentially affected.
Take reasonable steps to contain and investigate the incident.
Consider the potential risks to affected individuals.
Notify the Information Commissioner's Office (ICO) where legally required.
Inform affected individuals where the law requires notification.
Take appropriate steps to reduce the risk of similar incidents.

Not every security incident requires notification to the ICO.

Where a personal data breach is likely to result in a risk to individuals' rights and freedoms, notification to the ICO is generally required without undue delay and, where feasible, within 72 hours of becoming aware of the breach.

11. Cookies, Analytics & Advertising

Our website may use cookies and similar technologies to support website functionality and measure website performance.

These may include essential cookies, analytics cookies and advertising-related technologies.

Where consent is legally required, non-essential cookies should not be activated before the relevant consent has been obtained.

You can find more information about the cookies used on our website and how to manage your preferences in our Cookie Policy.

12. Children's Personal Information

Some of our services involve transporting children, including journeys arranged by parents, guardians or organisations responsible for school transport.

We recognise that children's personal information requires particular care.

Where information about a child is needed to arrange transport, we aim to collect only what is reasonably necessary and use it for appropriate transport-related purposes.

Information relating to children should only be shared with authorised individuals or organisations where there is a lawful and legitimate reason to do so.

13. Your Responsibilities When Booking for Others

If you make a booking on behalf of another passenger, please ensure the information you provide is accurate and that you have an appropriate reason or authority to provide it.

We may need to use the passenger's name, telephone number and journey details to arrange their transport.

Where appropriate, please make the passenger aware that their information will be shared with Newcastle Airport Transfers and the designated driver for the purpose of completing the journey.

Businesses and organisations booking transport for employees, clients or other passengers may have their own data protection responsibilities.

14. Complaints & Concerns

If you have concerns about how Newcastle Airport Transfers handles personal information, please contact us so we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

For further information, visit:

https://ico.org.uk

15. Contact Us

For questions about GDPR, data protection or your personal information, please contact:

Newcastle Airport Transfers

Website: https://www.newcastleairporttransfers.com

Email: info@newcastleairporttransfers.com

For more detailed information about how we collect, use and retain personal information, please read our Privacy Policy:

https://www.newcastleairporttransfers.com/private-policy

We are committed to protecting customer information and handling personal data responsibly.