Privacy Policy

Last updated: Oct 2025

Sevenoaks Cars (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Sevenoaks Cars is a private hire booking operator based in Sevenoaks, Kent.

Contact details:

Email: info@sevenoakscars.co.uk

Telephone: 01732 454544

For the purposes of data protection law, Sevenoaks Cars is the Data Controller of your personal data.

2. Personal Data We Collect

We may collect and process the following types of personal data:

• Name

• Contact details (telephone number, email address)

• Pickup and destination addresses

• Booking details (dates, times, journey information)

• Payment-related information (processed securely by third-party payment providers; we do not store full card details)

• Call recordings where applicable

• Correspondence and complaint records

We do not knowingly collect special category data unless required by law or explicitly provided by you.

3. How We Collect Your Data

We collect personal data when you:

• Make a booking by phone, email, or other communication methods

• Contact us with an enquiry or complaint

• Use our services

• Communicate with us for customer support or operational purposes

Telephone calls may be recorded for training, quality assurance, and dispute resolution.

4. Lawful Basis for Processing

We process your personal data under one or more of the following lawful bases:

• Contractual necessity – to provide booked transport services

• Legal obligation – to comply with licensing, insurance, and regulatory requirements

• Legitimate interests – to operate our business, prevent fraud, ensure service quality, and handle complaints

• Consent – where explicitly given (for example, marketing communications)

You may withdraw consent at any time where consent is relied upon.

5. How We Use Your Data

Your personal data is used for the following purposes:

• Managing and fulfilling bookings

• Communicating journey details to drivers

• Customer support and complaint handling

• Processing payments and refunds

• Training and quality assurance

• Compliance with legal and regulatory obligations

We do not sell or rent personal data to third parties.

6. Sharing Your Data

We may share your data with:

• Licensed self-employed drivers operating under Sevenoaks Cars for the purpose of completing bookings

• Payment processors for secure transaction handling

• Regulatory or law enforcement authorities where legally required

• Professional advisers where necessary (e.g. legal or accounting)

All third parties are required to process data securely and lawfully.

7. Data Retention

We retain personal data only for as long as necessary:

• Booking and journey records: typically, up to 6 years for legal and licensing purposes

• Call recordings: retained for a limited period and then securely deleted

• Complaint records: retained for the duration necessary to resolve issues and meet legal obligations

Once data is no longer required, it is securely deleted or anonymised.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure.

Access to personal data is limited to authorised personnel and licensed drivers only where necessary for service delivery.

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of your data (subject to legal obligations)

• Restrict or object to processing

• Data portability where applicable

• Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests should be sent to info@sevenoakscars.co.uk. We may require proof of identity before responding.

10. Cookies & Online Data

If our website uses cookies, these will be limited to essential functionality unless otherwise stated. Full cookie details will be provided on the website where applicable.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available upon request or via our website.

12. Contact

If you have any questions about this Privacy Policy or how your data is handled, please contact us at: info@sevenoakscars.co.uk