ASA Transport Privacy Policy

Effective Date:

Last Updated:

1. Introduction

ASA Transport (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our private hire transportation services.

ASA Transport collects and processes personal information to fulfil our legal, statutory, and contractual obligations and to provide safe, reliable, and professional transport services.

ASA Transport is a registered company in England and Wales.

Company Name: ASA Transport

Company Registration Number:

Registered Office: 137 Wilberforce Road Leicester LE3 0DJ

Email: info@asatransport.co.uk

For the purposes of UK data protection legislation, ASA Transport is the Data Controller responsible for your personal information.

2. Information We Collect

When you make a booking with ASA Transport, we may collect the following information:

Passenger Information

• Full name
• Telephone number
• Email address
• Number of passengers travelling
• Passenger requirements or preferences

Journey Information

• Pick-up address
• Drop-off address
• Additional pick-up or drop-off locations
• Date and time of travel
• Return journey details
• Flight numbers and landing times (where applicable)
• Special vehicle requirements
• Wheelchair accessibility requirements
• Assistance requirements
• Luggage requirements

Payment Information

Where applicable, we may collect:

• Payment details
• Transaction references
• Booking invoices and receipts

Payment card details are processed securely through approved payment providers and are not stored by ASA Transport unless legally required.

Driver and Booking Information

For operational and compliance purposes, we may record:

• Driver allocated to the booking
• Driver licence details
• Private hire badge details
• Vehicle registration details
• Booking and dispatch records

3. How We Collect Your Information

We collect personal information through:

• Telephone bookings
• Online booking forms
• Email enquiries
• Website enquiries
• Social media platforms (including WhatsApp, Facebook, Instagram and other messaging services)
• Third-party booking platforms
• Direct communication with passengers

Telephone calls may be recorded for:

• Quality monitoring
• Staff training
• Security purposes
• Booking verification
• Resolving complaints or disputes

4. How We Use Your Information

ASA Transport uses your information for the following purposes:

Providing Transport Services

• Processing and managing your booking
• Allocating drivers and vehicles
• Providing your requested journey
• Contacting you regarding your booking

Communication

• Responding to enquiries
• Providing booking confirmations and updates
• Handling complaints or feedback

Safety and Security

• Protecting passengers, drivers, and company staff
• Maintaining appropriate safeguarding standards
• Investigating incidents or disputes

Legal and Regulatory Requirements

We may process information where required for:

• Licensing authority requirements
• Insurance purposes
• Accounting and taxation obligations
• Legal claims or investigations
• Compliance with applicable laws and regulations

Marketing Communications

With your consent, ASA Transport may occasionally send information about our services, offers, or updates.

You may opt out of marketing communications at any time.

5. Sharing Your Information

ASA Transport does not sell, rent, or trade your personal information.

Your information may be shared only where necessary, including:

Drivers

Relevant booking information may be shared with allocated drivers to complete your journey safely, including:

• Passenger name
• Pick-up and drop-off locations
• Contact number
• Journey details

Service Providers

We may share information with trusted third parties who assist us with:

• Booking management systems
• Payment processing
• Website hosting
• IT support
• Accounting services

These organisations are required to protect your information and only process it for agreed purposes.

Legal Authorities

Information may be disclosed where required by law, including:

• Police
• Licensing authorities
• Courts
• Regulatory bodies

6. Storage and Security of Your Information

ASA Transport takes appropriate technical and organisational measures to protect your personal information.

Your information may be stored:

• Securely within our business systems
• On approved cloud storage services
• Within booking and dispatch software systems

Access to personal information is restricted to authorised personnel only.

We regularly review our security procedures to ensure your information remains protected.

7. Data Retention

ASA Transport only keeps personal information for as long as necessary.

Booking records, financial records, and operational records may be retained for periods required by:

• Tax legislation
• Licensing requirements
• Insurance obligations
• Legal requirements

Once information is no longer required, it will be securely deleted or destroyed.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal information:

Right of Access

You can request a copy of the information we hold about you.

Right to Rectification

You can request correction of inaccurate or incomplete information.

Right to Erasure

You can request deletion of your information where there is no legal reason for us to retain it.

Right to Restrict Processing

You can request that we limit how your information is used.

Right to Object

You can object to certain types of processing, including marketing.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw consent at any time.

Please note that refusing to provide certain information may prevent ASA Transport from providing our services.

To exercise your rights, please contact:

Email: info@asatransport.co.uk

We may require verification of your identity before releasing or changing personal information.

9. Cookies and Website Tracking

Our website may use cookies and similar technologies to improve your browsing experience.

Cookies may collect information such as:

• Website usage statistics
• Pages visited
• Device information
• General location information

This information helps us improve website performance and customer experience.

You can control cookie preferences through your browser settings.

10. CCTV and Vehicle Recording (If Applicable)

Some ASA Transport vehicles may operate CCTV or recording equipment for:

• Passenger and driver safety
• Crime prevention
• Incident investigation
• Insurance purposes

Where CCTV is installed, appropriate notices will be displayed.

CCTV footage will only be accessed by authorised persons and retained in accordance with legal requirements.

11. Confidentiality Requirements for Staff and Booking Personnel

All ASA Transport employees, contractors, booking staff, and dispatch personnel must:

• Handle passenger information confidentially
• Only access information required for their role
• Never misuse, sell, or share passenger information
• Follow UK data protection legislation and company procedures

Passenger information must not be used for any purpose outside providing authorised transport services.

Failure to comply with these requirements may result in disciplinary action, termination of employment/contract, and potential legal action.

12. Booking and Dispatch Records

ASA Transport booking and dispatch staff must record appropriate information for each booking, including:

• Date and time booking received
• Passenger name
• Passenger contact details
• Pick-up location
• Destination
• Allocated driver details
• Vehicle registration
• Driver licence/badge details where required
• Staff member handling the booking

All booking records must be maintained securely and only accessed by authorised personnel.

13. Data Breaches

ASA Transport has procedures in place to identify, manage, and respond to personal data breaches.

Where legally required, we will notify affected individuals and the Information Commissioner’s Office (ICO).

14. Complaints

If you have concerns about how ASA Transport handles your personal information, please contact us:

Email: info@asatransport.co.uk

We will investigate and respond to all complaints.

You also have the right to complain directly to the: Information Commissioner’s Office (ICO)

15. Policy Review

This Privacy Policy will be reviewed regularly and updated where necessary to reflect:

• Changes in legislation
• Changes in technology
• Changes to our services
• Updates to company procedures