Information about our use of personal data
The sections below explain the types of information we may process, why we need it, how long it may be retained and the rights available to you under applicable data protection law.
About this policy
- References in this policy to “Heathrow Airport Transfers”, “Heathrow Airport Transfers”, “we”, “our” or “us” mean the business responsible for operating this website and the associated booking service.
- The words “you” and “your” refer to people who visit or use the website, customers who make bookings, passengers travelling on booked journeys, and people who contact us about our services.
- We only use personal information where it is reasonably required to operate our services. This can include producing quotations, administering bookings, arranging journeys, communicating with customers or passengers, maintaining business records, preventing misuse and meeting legal or regulatory requirements.
- Completing a booked transfer may require some information to be provided to another organisation or person involved in delivering the service. Examples include payment processors, technology suppliers, independent drivers and transport partners. We aim to provide only the information reasonably required for the relevant purpose.
- Our services and legal responsibilities may change over time. When necessary, this policy may therefore be revised and the updated version published on this page. We recommend checking the policy periodically.
Information we may use and why
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Different information is required at different stages of using
our service. The principal categories described below cover:
a. information relating to use of the website;
b. customer and account information;
c. passenger and journey information;
d. information connected with payments;
e. communications between you and us; and
f. information required for legal, regulatory or security purposes.
- Website and analytics information. When the website is used, technical information may be generated or collected. Depending on the services in use, this can include an IP address, approximate location, browser and device details, operating system, referral information, pages visited, navigation patterns, visit duration and similar usage information. We may use this data to monitor performance, identify technical problems, understand how visitors use the website and improve our services. Where applicable, this processing is based on our legitimate interests in operating, securing and improving the website and business.
- Customer and account information. When you request a service, make a booking, create an account or contact us, we may process information such as your name, telephone number, email address and relevant billing details. This information allows us to identify you, administer your booking or account and communicate with you. The principal legal basis is the performance of a contract or taking steps requested by you before entering into a contract.
- Passenger and journey information. Arranging an airport or other transfer may require passenger names, passenger contact information, pickup and destination details, dates and times, route information, flight or other service numbers and additional journey instructions supplied with the booking. We process this information so the booked journey can be organised and performed. Where necessary, relevant information may be made available to the driver or transport partner carrying out the journey. We seek to restrict that information to what is reasonably needed to provide the service.
- Payment and transaction information. When a payment is made, information connected with that transaction may be processed. This can include billing information, cardholder information, transaction references and information used for fraud or payment-security checks. Payments are handled using third-party payment providers and their secure systems. Transaction information is used to process payments, maintain financial records and help detect or prevent fraudulent activity. The relevant legal bases include performance of the contract and compliance with applicable financial, accounting or legal obligations. We do not store full payment-card details unless they are held within the secure systems of the relevant payment provider.
- Messages and other correspondence. If you contact us, we may retain information contained in that communication together with related records. Depending on how you contact us, this may include emails, website enquiries, customer-service messages, live-chat content, call recordings where applicable and associated metadata. We use correspondence information to respond to enquiries, administer journeys, provide support, investigate complaints and maintain appropriate business records. Processing may be based on contractual necessity, legitimate interests or legal obligations, depending on the circumstances.
- Legal claims and protection of rights. Information may be retained or otherwise processed when reasonably necessary to establish, pursue or defend a legal claim, whether through court proceedings, regulatory or administrative procedures, or another dispute-resolution process. This processing is based on our legitimate interests in protecting our rights and the rights of others.
- There may also be circumstances where processing is required because of a legal obligation that applies to us, or where the processing is necessary to protect your vital interests or those of another person.
Sharing information to provide your journey
- An airport transfer involves more than the website itself. Information may therefore need to pass between the systems and people responsible for accepting, managing and completing your booking.
- Where appropriate, selected booking or passenger information may be shared with an independent driver or transport partner so that they can identify the journey, contact the passenger where necessary and perform the booked service.
- We may also use specialist third-party providers for services such as payment processing, website infrastructure, communications, fraud prevention or other technology required to operate the service.
- We do not provide third parties with personal information merely because it is available to us. Information should only be shared where there is an operational, contractual, legal or other legitimate reason for doing so.
How long information may be kept
- We do not intend to retain identifiable personal information indefinitely. Retention depends on why the information was collected, whether a booking or other relationship is still active, and any accounting, tax, regulatory, fraud-prevention or legal requirements that apply.
- Where the same information is required for more than one purpose, it may need to be retained until the longest applicable retention requirement has ended.
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Our general retention approach includes the following:
a. Analytics information: aggregated or non-identifiable website information may be retained for longer periods where it is useful for reporting, trend analysis or service improvement.
Analytics information that can identify or be associated with an individual is normally retained only for a limited period before being deleted or anonymised, subject to the systems and services involved.
b. Customer information: customer records may be retained for up to 6 years after the end of the relevant financial or tax period following completion of the booked services where this is required for accounting, taxation, fraud prevention, contractual records or customer support.
c. Journey information: journey records may normally be retained for up to 1 year after a journey has been completed. A longer period may be necessary where required for legal or regulatory purposes, safeguarding, complaints or dispute resolution.
d. Transaction information: payment and transaction records may be retained for up to 6 years after the end of the relevant financial year or tax period where necessary to meet accounting, taxation or other legal obligations.
e. Correspondence: communications may be retained for the period reasonably required to deal with customer service matters, administer services, resolve disputes and meet legal requirements. Communications that form part of an important transactional or business record may need to be retained for longer.
- These periods do not prevent information from being retained for longer where doing so is reasonably necessary for legal proceedings, fraud prevention, regulatory compliance or the protection of the rights, property or safety of our business, customers or other persons.
Your data protection rights
- Depending on the circumstances and applicable data protection law, you may have rights relating to personal information we hold about you. These can include rights of access, correction, deletion, restriction, objection and data portability. Individual rights are subject to legal conditions and are not absolute in every situation.
- Where a particular use of your information depends on consent, you may withdraw that consent. Withdrawing consent does not make processing carried out before withdrawal unlawful. It may, however, affect our ability to provide a service that depends upon the information concerned.
- A request to delete information does not necessarily mean every record can immediately be erased. For example, information may still be required for an active booking, contractual obligations, fraud prevention, financial or tax records, legal proceedings or another legal requirement.
- Before providing personal information or acting on certain requests, we may ask for enough information to confirm your identity and establish that the request relates to you. This helps us avoid disclosing or changing information in response to an unauthorised request.
- We aim to deal with privacy requests within the period required by applicable law. Where a request is unusually complex or several requests are made, additional time may be required where the law permits it.
- If you believe your personal information has been processed unlawfully, you may also have the right to complain to the appropriate data protection supervisory authority.
- For questions or requests concerning your personal information , email us at info@minicabing.com .
