Introduction
Taxi Guys Limited is committed to ensuring the protection of personal data and compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy outlines how we collect, use, store, and protect personal data in the course of our operations, including taxi dispatch outsourcing, call handling, and administrative services.
Scope
This policy applies to:
- All employees, contractors, and agents of Taxi Guys Limited
- All personal data processed by the company
- All systems, platforms, and third-party tools used in operations
Definitions
- Personal Data: Any information relating to an identifiable individual
- Processing: Any operation performed on personal data (collection, storage, use, sharing)
- Data Subject: The individual whose data is being processed
- Data Controller: The organisation determining how and why data is processed
- Data Processor: The organisation processing data on behalf of a controller
Taxi Guys Limited primarily operates as a Data Processor for client taxi firms.
Types of Data We Process
We may process the following types of personal data:
- Customer names
- Contact numbers
- Pickup and drop-off locations
- Booking details
- Call recordings
- Driver details (where applicable)
We do not intentionally process special category data unless explicitly required and instructed by the data controller.
Lawful Basis for Processing
As a Data Processor, Taxi Guys Limited processes personal data only:
- Under instructions from the Data Controller (our clients)
- For the purpose of fulfilling taxi booking and dispatch services
The Data Controller is responsible for establishing the lawful basis under UK GDPR.
Data Processing Principles
We adhere to the following principles:
- Lawfulness, fairness, and transparency
- Purpose limitation
- Data minimisation
- Accuracy
- Storage limitation
- Integrity and confidentiality
- Accountability
Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
- Secure systems and password protection
- Access controls based on roles
- Encrypted communication where applicable
- Staff training on data protection
- Secure storage of call recordings and booking data
Data Sharing
We do not share personal data with third parties unless:
- Required to deliver the service (e.g., taxi dispatch systems)
- Instructed by the Data Controller
- Required by law or regulatory authorities
International Data Transfers
Where data is processed outside the UK, we ensure:
- Appropriate safeguards are in place
- Standard contractual clauses or equivalent protections are applied
Data Retention
We retain personal data only for as long as necessary to fulfil our contractual obligations and in line with client instructions.
Call recordings and booking data are retained based on agreed retention periods with clients.
Data Subject Rights
Data subjects have the right to:
- Access their personal data
- Request correction of inaccurate data
- Request erasure (where applicable)
- Restrict processing
- Data portability
- Object to processing
Requests should be directed to the Data Controller. Taxi Guys Limited will assist clients in fulfilling these requests.
Data Breaches
In the event of a data breach, we will:
- Notify the Data Controller without undue delay
- Investigate and mitigate the breach
- Maintain records of the breach
Staff Responsibilities
All staff must:
- Handle personal data securely
- Follow company procedures
- Report any suspected data breaches immediately
- Complete data protection training
Third-Party Processors
We ensure that any third-party processors we use:
- Are compliant with UK GDPR
- Have appropriate data protection agreements in place
Contact Details
For any data protection queries, please contact:
Taxi Guys Limited
Email: info@taxiguys.co.uk
Address: 19 Foxglove Way, Luton, LU3 1DY
Policy Review
This policy is reviewed regularly and updated as required to ensure ongoing compliance with UK data protection laws.
Effective Date: 02-02-2021