Privacy policy

What information will be collected about you?

We gather information about you to assist in providing the services you request.
This data includes:

• Name
• Telephone number
• Email address
• Previous booking information (Dates and pick-up/ drop-off addresses)
• Credit Card details (Where provided)

In addition to this all telephone conversations into our system and between customers and drivers are recorded. While you are in a Hart Taxis vehicle the vehicle route and GPS location is also tracked and stored.

Account Information

If you hold an account with us we will store additional information about that account to help us manage the administration. This will include

• Contact names and numbers
• Billing information

How will this information be used?

We use the information to help us manage our business and provide Private Hire and Hackney services to you. This includes prepopulating our booking system with previous journey details to speed up bookings, managing contact information to facilitate email communication regarding bookings and using your phone details (Where appropriate) to allow automated bookings to be made via our Oliviar IVR system.

Marketing

If you have opted in to membership of our mailing list we will, occasionally, email information and offers to you. Each email will have an opt-out request at the bottom should you wish to stop receiving them.

If you wish to be removed at any other time please send an email to info@harttaxis.com with the subject line ‘Marketing opt-out’

Who has access to this data?

Our operators have access to the information held on our taxi booking system.

Drivers have access to your name, pick-up addresses and drop-off addresses. They do not have access to your telephone number and can contact you only via our automated system which hides your contact details.

Credit Card information is not kept in plan view on our system. Once the details have been entered the system will encrypt them so that operators do not have access to them. Neither Operators nor Drivers have access to your credit card details once they are on our system.

We will not disclose any information you provide to third party companies without your express permission which we will seek in advance.

The exception to the previous paragraph relates to information provided to: (i) third parties who we use (as contractors and subcontractors) in the performance of the services which you request and we provide to you, including third parties based in Lahore, Pakistan; and (ii) the appropriate authorities in relation to crime prevention or solving. We will work with local authority licensing and Police to provide them any information they need with regard to managing and solving crime or ensuring adherence to local private hire and Hackney licensing bye-laws.’

Our data is stored on a secure server which has controlled access.

How long do we store your personal data?

To determine the retention period of your personal data, we consider several criteria to make sure that we do not keep your personal data for longer than is necessary or appropriate. These criteria include:

• the purpose for which we hold your personal data;
• our legal and regulatory obligations in relation to that personal data, for example any financial reporting obligations and our regulatory obligations to local licensing authorities;
• whether our relationship with you is ongoing, for example, you have an active account with one or more of our brands, you continue to receive marketing communications, or you regularly browse our Websites/Apps);
• any specific requests from you in relation to the deletion of your personal data; and
• our legitimate business interests in relation to managing our own rights, for example the defence of any claims.

We will retain your information as follows:

• your customer profile and account information (including your technical usage data), for 7 years after you last use our services;
• if you contact us via email we will keep your data for 5 years;
• records of bookings, lost property and complaints for a minimum of 12 months (we are required to retain such data to comply with our regulatory requirements).

After you have terminated your use of our services, we will store your information in an aggregated and anonymised format.

Your rights

You have rights in relation to the personal data we hold about you. Some of these only apply in certain circumstances. We have described these situations below, as well as how you can exercise your rights. To exercise any of your rights, please contact us at info@harttaxis.com

• Access: You have the right to ask us to access the personal data we hold about you and be provided with certain information about how we use your personal data and who we share it with.
• Correction: You also have the right to ask us to correct your personal data where it is inaccurate or incomplete.
• Portability: Where you have provided your personal data to us under contract, you have the right to ask us to share (port) this data to another data controller in a structured, commonly used and machine-readable format.
• Erasure: In certain circumstances, you have the right to ask us to delete the personal data we hold about you.
• Restriction: In certain circumstances, you have the right to ask us to restrict (stop any active) processing of your personal data, save for storage.
• Objection: In certain circumstances, the right to restrict or object to our processing of your personal information (e.g. where you request correction or erasure, you also have a right to restrict processing of your applicable data while your request is considered). You can object to our processing of your personal data based on our legitimate interests and we will no longer process your personal data unless we can demonstrate an overriding legitimate ground.

In addition, you have the right to complain to the Information Commissioner’s Office or other applicable data protection supervisory authority.

Please note that these rights are limited, for example, where fulfilling your request would adversely affect other individuals or company trade secrets or intellectual property, where there are overriding public interest reasons or where we are required by law to retain your personal data.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web-page.

This privacy policy was last updated on July 11 2019

Contact information

For further information on how your data is used, how we maintain the security of your information, and your rights to access information we hold on you, please contact:info@harttaxis.com with Subject line ‘Privacy Request’