Privacy Policy

Newcastle Airport Transfers

1. Introduction

Newcastle Airport Transfers is committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, make a booking, contact us or use our transport services.

Our website is https://www.newcastleairporttransfers.com.

For the purposes of this policy, "we", "us" and "our" refer to Newcastle Airport Transfers. "You" and "your" refer to our customers, passengers and website visitors.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect and use personal information where we have a legitimate business purpose or another lawful basis for doing so.

We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will be published on our website.

2. Information We Collect

We may collect the following categories of personal information.

2.1 Customer Information

When you make a booking or create a customer account, we may collect:

• Your full name.

• Email address.

• Mobile telephone number.

• Billing address, where required.

• Booking history.

• Customer account information.

• Details of any additional services requested.

We use this information to manage bookings, communicate with customers and provide the services purchased.

2.2 Journey and Passenger Information

When arranging transport, we may collect:

• Passenger names.

• Passenger contact telephone numbers.

• Pickup and destination addresses.

• Journey dates and times.

• Flight numbers and arrival information.

• Passenger numbers.

• Luggage requirements.

• Vehicle requirements.

• Child seat requests.

• Additional stops or special journey instructions.

We use this information to organise and deliver the booked transport service.

Where necessary, relevant journey information is shared with your designated driver or an authorised transport provider.

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

2.3 Payment Information

Payments made through our online booking system are processed securely by Stripe.

We may receive and retain payment-related records such as:

• Transaction references.

• Payment amounts.

• Payment dates.

• Payment status.

• Refund information.

• Limited payment method details supplied by Stripe.

Newcastle Airport Transfers does not directly store full payment card numbers or card security codes.

Where a customer chooses to save a payment method, the relevant payment information is managed securely by Stripe.

Payment records may be retained where necessary for accounting, taxation, fraud prevention and legal compliance.

2.4 Website and Analytics Information

When you visit our website, certain technical information may be collected, including:

• IP address.

• Browser and device information.

• Approximate geographic location.

• Pages visited.

• Time spent on the website.

• Referral sources.

• Website interactions.

• Booking and enquiry activity.

We may use website analytics and advertising measurement services, including Google Analytics and Google Ads, to understand website performance and improve our services.

Non-essential analytics and advertising cookies are subject to applicable consent requirements.

Further information is available in our Cookie Policy.

2.5 Communications

When you contact us by email, telephone, WhatsApp, online forms or other supported communication methods, we may retain relevant correspondence.

This may include:

• Your name and contact details.

• Booking references.

• Messages and enquiries.

• Customer service correspondence.

• Complaints and feedback.

• Information required to resolve a booking issue.

We use this information to respond to enquiries, manage bookings, provide customer support and maintain appropriate business records.

2.6 Driver and Vehicle Information

Where relevant to a booking, we may process information relating to the designated driver and vehicle.

This may include driver contact details, vehicle information, journey status and location information made available through our booking or tracking systems.

This information helps customers identify their driver, receive journey updates and locate their booked vehicle.

3. How We Use Your Personal Information

We use personal information for the following purposes:

• Processing and confirming bookings.

• Arranging and providing transport services.

• Taking payments and issuing receipts.

• Sending booking confirmations and journey updates.

• Providing designated driver information.

• Tracking flights where a valid flight number is supplied.

• Helping drivers and passengers communicate.

• Managing booking amendments, cancellations and refunds.

• Responding to enquiries and complaints.

• Maintaining financial and operational records.

• Preventing fraud and misuse of our services.

• Improving website performance and customer experience.

• Complying with applicable legal obligations.

We do not sell customers' personal information to third parties.

4. Our Legal Basis for Processing Data

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on the following.

4.1 Performance of a Contract

We process information necessary to arrange and deliver the transport services you have booked.

This includes customer details, journey information, payment records and communications with your designated driver.

4.2 Legal Obligations

We may need to retain or disclose certain information to comply with applicable laws and regulatory requirements.

These may include accounting, taxation, transport licensing and other legal obligations.

4.3 Legitimate Interests

We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights.

Examples include responding to customer enquiries, preventing fraud, improving our services and handling complaints.

4.4 Consent

Where consent is required, we will ask for your permission before processing information for the relevant purpose.

This may include certain analytics, advertising cookies and optional marketing communications.

You can withdraw your consent at any time, although this will not affect processing that was lawful before withdrawal.

5. Sharing Your Personal Information

We may share relevant personal information with trusted organisations and individuals where necessary to provide our services.

These may include:

• Designated drivers and authorised transport providers: To arrange and complete your journey.

• Stripe: To process payments, refunds and related transactions.

• Website and booking system providers: To operate our website, customer accounts and booking services.

• Email and communication providers: To send booking confirmations, driver details and service updates.

• Analytics and advertising providers: Where applicable and subject to relevant privacy and consent requirements.

• Professional advisers and regulatory authorities: Where necessary to comply with the law, manage disputes or protect legal rights.

We aim to limit the information shared to what is reasonably necessary for the relevant purpose.

We do not sell or rent personal information to third parties for their own marketing purposes.

6. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These measures may include:

• Secure payment processing through Stripe.

• Access controls for booking and customer information.

• Use of reputable website and service providers.

• Restricting access to information where appropriate.

• Reviewing security and privacy arrangements when necessary.

No internet-based service can guarantee absolute security. However, we aim to protect the information entrusted to us and respond appropriately to any identified security concerns.

7. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting, taxation, licensing and regulatory requirements.

Retention periods may vary depending on the type of information.

7.1 Customer and Booking Records

Customer details and booking records may be retained where necessary to manage ongoing services, maintain financial records, respond to enquiries and comply with legal obligations.

Relevant accounting and transaction records are generally retained for up to six years, or longer where required by applicable law or an ongoing legal matter.

7.2 Journey Records

Journey information may be retained for the period required by applicable private hire licensing conditions and any other relevant legal or operational requirements.

7.3 Payment Records

Payment and refund records may be retained for accounting, taxation, fraud prevention and legal compliance.

Full payment card information is handled by our payment processor rather than stored directly by Newcastle Airport Transfers.

7.4 Communications

Customer correspondence may be retained for as long as reasonably necessary to manage enquiries, complaints, bookings and any related legal obligations.

7.5 Website Analytics

Analytics information is retained in accordance with the settings and retention arrangements of the relevant analytics services.

Where information is no longer required, we will aim to delete it, anonymise it or otherwise dispose of it securely, subject to applicable legal and technical requirements.

8. Your Data Protection Rights

Under UK data protection law, you have rights relating to your personal information.

These rights may include:

• Right to be informed: To understand how your personal information is collected and used.

• Right of access: To request a copy of the personal information we hold about you.

• Right to rectification: To request correction of inaccurate or incomplete information.

• Right to erasure: To request deletion of your personal information in certain circumstances.

• Right to restrict processing: To ask us to limit how your information is used in certain circumstances.

• Right to data portability: To request certain personal 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 we rely on it for processing.

These rights are subject to applicable legal conditions and exemptions.

For example, we may need to retain certain booking or payment records to comply with legal obligations even after a deletion request.

9. Requesting Access, Correction or Deletion

If you wish to exercise your data protection rights, please contact us using the email address below.

We may ask for reasonable information to confirm your identity before responding to a request.

We will not routinely require copies of passports or driving licences unless additional identity verification is genuinely necessary.

We will respond within the time limits required by applicable UK data protection law.

Requests are normally handled without charge, although the law allows certain exceptions.

10. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to support website functionality, remember preferences and, where applicable, measure website and advertising performance.

Some cookies are essential for the website to operate correctly.

Other cookies, including certain analytics and advertising cookies, may require your consent.

You can manage your cookie preferences using the controls available on our website or through your browser settings.

For further information, please read our Cookie Policy.

11. International Data Transfers

Some third-party service providers may process or store personal information outside the United Kingdom.

Where international transfers of personal information take place, we aim to ensure that appropriate legal safeguards are in place as required by UK data protection legislation.

These may include recognised adequacy arrangements or approved contractual safeguards.

12. Children's Personal Information

Our transport services may involve children travelling with parents, guardians or as part of arranged school transport services.

We may process limited information about children where necessary to arrange and provide transport safely and appropriately.

We aim to collect only the information required for the relevant journey and handle it with appropriate care.

Information relating to children is not used for unrelated marketing purposes.

13. Complaints and Concerns

If you have concerns about how we collect, use or protect your personal information, please contact us first 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

14. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, legal obligations or business practices.

Any updated version will be published on our website.

We recommend reviewing this page occasionally to stay informed about how we handle personal information.

15. Contact Us

For questions, concerns or requests relating to this Privacy Policy, please contact:

Newcastle Airport Transfers

Website: https://www.newcastleairporttransfers.com

Email: info@newcastleairporttransfers.com

Please include sufficient information to help us identify and respond to your enquiry.

We are committed to handling personal information responsibly and protecting the privacy of our customers and passengers.