Privacy Policy

1. Introduction

Ashbrook Executive Travel is committed to protecting your privacy and handling personal data responsibly. This Privacy Policy explains what we collect, why we collect it, how we use it, who we share it with, how long we keep it, and the rights available to individuals under UK GDPR and the Data Protection Act 2018.

2. Data Controller, ICO registration, and contact

If you have any questions, requests, or concerns about this policy or your personal data, please contact us using the details above.

3. Scope of this policy

This policy applies to personal data collected via our website, including contact forms, booking and quotation requests, and general website usage. For information relating specifically to customer and chauffeur data handling for service delivery and compliance, please also refer to our GDPR policy at https://www.ashbrookexecutivetravel.co.uk/client-chauffeur-gdpr/.

4. Types of data we collect

4.1 Information you provide to us

Depending on the form you complete or the nature of your enquiry, we may collect:

• Name
• Email address
• Telephone number
• Pickup and destination details, including addresses and timings
• Dates and times, passenger numbers, luggage requirements
• Vehicle class, service type, and booking notes you submit
• Any information included in message fields, including special requests
• Any documents uploaded where a form allows file submission

4.2 Information collected automatically

When you browse our website, our systems may collect limited technical information, such as:

• IP address
• Browser type and device information
• Pages visited and actions taken on the site
• Date and time of visits
• Referring and exit pages where available

5. How we collect data

We collect personal data directly from you when you submit information through our website forms or contact us. We may also collect limited technical data automatically through cookies and standard server logs when you visit the site.

6. Purposes of processing

We use personal data for the following purposes:

• To respond to booking requests and quotation enquiries
• To communicate with you about your request, including sending acknowledgements and updates
• To administer bookings, operations, and service delivery
• To maintain and improve website performance and user experience
• To maintain website security, prevent fraud, and protect our systems
• To comply with legal and regulatory obligations where applicable

7. Legal basis for processing

We process personal data under one or more of the following lawful bases, depending on the context:

• Contract: to provide a quotation, respond to a booking request, or take steps prior to entering into a contract
• Legal obligation: to meet legal duties, including record keeping where required
• Legitimate interests: to operate and protect our business, respond to enquiries, maintain service standards, and keep our website secure, balanced against your rights
• Consent: where you have given consent for specific purposes, which you may withdraw at any time (where consent is the applicable basis)

8. Sharing and disclosure of data

We may share personal data where necessary for service delivery, administration, compliance, or security. This may include:

• Website hosting, maintenance, and technical support providers
• Website security and spam prevention services
• Booking and dispatch systems providers where applicable
• Payment, invoicing, and accounting providers where applicable
• Authorities or regulators where required by law, licensing rules, or where we reasonably believe disclosure is necessary

We do not sell personal data.

9. International transfers

Where any supplier we use processes personal data outside the UK, we take steps to ensure appropriate safeguards are in place, such as contractual protections and, where required, approved transfer mechanisms.

10. Cookies and log files

Like most websites, we may use cookies and standard server logs to help the site function properly, understand how it is used, and improve performance. Log files may include IP address, browser type, ISP information, date and time stamps, referring and exit pages, and click activity. This information is used for analytics, website administration, security, and reporting and is not used to directly identify you.

You can control cookies through your browser settings and you can delete cookies already stored on your device. Disabling some cookies may affect website functionality.

11. Data security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, alteration, loss, or destruction. Access to personal data is restricted to authorised personnel and trusted service providers who need it for legitimate business purposes.

12. Data retention

We keep personal data only for as long as necessary for the purposes set out in this policy. Retention periods may be determined by legal requirements, tax and accounting rules, and licensing authority requirements where applicable. When data is no longer required, we securely delete or anonymise it where appropriate. Where multiple retention requirements apply, we apply the longer period.

13. Your rights

Under UK GDPR, you may have the right to:

• Access your personal data
• Rectify inaccurate or incomplete data
• Request erasure of your personal data (in certain circumstances)
• Restrict processing (in certain circumstances)
• Object to processing (in certain circumstances)
• Data portability (in certain circumstances)

To exercise any rights, please contact us using the email or phone number above. We may need to verify identity before responding.

14. Children

Our website and services are not intended for children, and we do not knowingly collect personal data from children.

15. Complaints

If you have concerns about how we handle personal data, please contact us first so we can investigate and respond. You also have the right to raise a concern with the Information Commissioner's Office.

16. Changes to this policy

We may update this policy from time to time. We will publish updates on our website and amend the Last Updated date below.

Last Updated: 21 December 2025