Our Privacy Policy

Welcome to Minicabs-UK Ltd!

At Minicabs-UK Ltd, we take privacy seriously and are committed to protecting the confidentiality and privacy of all the information entrusted to us. We comply with EU General Data Protection Regulation (GDPR) and the UK Data Protection bill.

As part of our commitment to transparency, we have created this Privacy Policy to explain why and how we collect and use personal data. Personal data is any information relating to an identified or identifiable living person.

About us

1. when and what type of information we collect

   • Direct:
     Minicabs-UK Ltd collects personal data directly from individuals who provide their information through online forms, job applications, and subscriptions to marketing communications. We may also acquire personal data in the course of providing services to clients and customers. We collect personal information directly from individuals who interact with our website, services, and marketing materials.
   • Indirect:
     We may obtain personal data from a variety of sources including our clients and recruitment service providers. We may append personal data we hold about individuals to better serve our clients during the course of the contract, satisfy a legal obligation and or pursue our legitimate interests.
     • Public Sources: Personal data may be obtained from publicly held registers of information such as polling registers, companies house, charity commission, news articles, sanction lists and internet searches.
     • Recruitment services: We may obtain personal data about new candidates from an employment agency and other parties including former employers.
     • Background checks: We may obtain personal data about new candidates from credit reference agencies and or other background check agency providers.

2. We may collect personal information through various medium of communication as outlined below:

   • Information that you have given to us when speaking to one of our team members on the telephone.
   • Information that you have entered on our website (www.Minicabs UK Ltd) when making a booking
   • Information that you may register on our APPS when making a booking (name, telephone number, email address, addresses)
   • This data is also known as booking details
   • We may record calls for quality and training purposes, booking confirmations, and complaints.
   • Some of our vehicles are fitted with dash cams with video/audio recording which cameras are facing outward used to help insurance companies in case of an accident. Your picture may also be recorded when entering and exiting the vehicle only, and this data is automatically deleted after every 24 hours.

3. Categories of Personal data collected

   We may obtain following categories of personal data about individuals:

   • Personal Data
     • Contact details: name, company name, role title, personal, work and mobile telephone numbers, personal and work email address, postal address, etc
     • Professional details: career history, educational and professional affiliations, etc
     • Family, next of kin/beneficiary details: name of next of kin/beneficiary, personal, work and mobile telephone numbers
     • Financial details: bank details, payroll, pensions, bankruptcy records, etc
     • Tax details: tax records, PAYE details
     • Curriculum Vitae (CV) for job applications
     • CCTV recording: images of visitors and employees during normal course of work
   • Sensitive (special category) data

     We only ever use your personal data with your consent, or to the extent necessary to:

     • enter into, or perform, a contract with you
     • comply with a legal duty
     • remember your preferences e.g. if you ask not to receive marketing material, we will keep a record of this,
     • For our own (or a third party’s) legitimate interests (such as marketing, internal record keeping, market research or to improve our products) provided your rights don’t override these.

     We will only use your information for the purpose it was collected (or for similar/related purposes).

     We will never sell your personal data or share it with third parties who might use it for their own purposes.

4. Marketing

   We may use personal information, such as email addresses and SMS, to market and promote our services to other businesses. However, individuals have the option to opt out of Minicabs UK Ltd marketing communications by clicking the 'unsubscribe' link at the bottom of their emails. Additionally, individuals can contact us at dataprivacy@Minicabs UK Ltd to change their contact details or preferences.

5. Security

   We employ a variety of technical and organisational measures to ensure the safety of personal data and prevent unauthorised access, use, or disclosure.

   A framework of policies, procedures, and training are in place to ensure data protection, confidentiality, and security. We regularly review the effectiveness of the measures in place to keep the data we hold secure.

6. Disclosure of information internationally or to third parties

   We do not transfer, sell or trade any data or information to outside parties. However, we may use trusted third parties who assist us operating our website, conducting our business or providing service to customers.

   We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.

   We normally only store data within the European Economic Area (EEA). If we or one of our subcontractors (such as a payment processor) needs to transfer it outside of the EEA then we will take steps to make sure adequate levels of privacy protection, in line with UK data protection law, are in place. These safeguards will usually be contractual and/or the result of a European Union decision which allows the transfer (such as a US organisation that is certified under the EU-US Privacy Shield Framework).

7. Data Retention

   We store limited information about clients (including transaction records) and employees for up to 6 years for accounting, record-keeping, and administrative purposes. If there is a need to store records for longer, for example, if the transaction has been the subject of a dispute or claim , the data will be retained for as long as necessary.

   To limit the retention period of personal data, we consider various criteria to ensure the personal data is not retained for longer than necessary. These criteria include the purpose for which the personal data is held, legal and regulatory obligations, continuing relationships, specific deletion requests, and legitimate business interests. Records of bookings, lost property, and complaints are kept for a minimum of 24 months to comply with regulatory requirements.

8. Your rights as a data subject

   Individuals have certain rights over their personal data, and data controllers are responsible for fulfilling these rights. The rights include the right to access personal data, the right to rectification of inaccurate or incomplete data, the right to object to data being used for marketing or profiling, and the right to withdraw consent. Additionally, individuals have the right to ask for their data to be shared in a portable format, the right to request erasure of their data in certain circumstances, the right to request restriction of processing, and the right to object to processing based on legitimate interests. Minicabs provides information on how individuals can exercise these rights by writing to:

   Minicabs-UK Ltd Data Controller
   Rear of 539/541 Kingsbury Road, London, NW9 9EG
   dataprivacy@minicabs.co.uk

   Right to Object to Automated Decision Making - This right allows you to object to decisions that are made solely by automated means without any human involvement, if such decision- has significant effects on you. You have the right to request that a human review such decisions.

   Right to Information - You have the right to be informed about how your personal data is being processed, including the purposes for processing, the categories of personal data being processed, any recipients of the data, and the retention period for the data.

   Right to Rectification - You have the right to request the correction of any inaccurate or incomplete personal data we hold about you.

   Right to Withdraw Consent - If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out prior to the withdrawal of your consent.

   Right to Lodge a Complaint -You have the right to lodge a complaint with a supervisory authority, such as a data protection regulator, if you believe that your rights under data protection laws have been infringed.

9. Links to other websites

   Our website may contain links to other websites. We do not control those other sites and we cannot be responsible for the content of those sites or for the protection of any information you provide to other sites (which are not governed by this privacy policy). We accept no responsibility or liability for such other websites. You should exercise caution when entering personal information online and look at the privacy statement applicable to the website in question.

   Therefore, it is important to exercise caution and be mindful of the information you provide. We accept no responsibility or liability for any information you provide to other websites, nor for the content of those sites. It is ultimately up to you to decide whether to trust and use the information and services provided by other websites.

10. Data controller and contact information

    Any questions about your personal data or this policy should be directed to
    The data controller is:
    Minicabs-UK Ltd Data Controller
    Rear of 539/541 Kingsbury Road, London, NW9 9EG
    dataprivacy@minicabs.co.uk
    If you have any questions about this privacy statement or how and why we process personal data, please contact us at:
    Minicabs-UK Ltd Data Controller
    Rear of 539/541 Kingsbury Road, London, NW9 9EG
    dataprivacy@minicabs.co.uk

Last modified: 23 November 2023