1 Who we are
RelaxRide provides pre-booked private hire and airport transfer services across London. For the purposes of UK data protection law, RelaxRide is the "data controller" responsible for your personal data.
| Trading name | RelaxRide |
|---|---|
| Registered name & no. | [INSERT — e.g. RelaxRide Ltd, Company No. 00000000] |
| Registered address | [INSERT REGISTERED ADDRESS] |
| ICO registration no. | [INSERT ICO NUMBER] |
| Contact | hello@relaxride.co.uk · 020 7946 0000 |
2 The data we collect
We only collect what we need to provide and improve our service. Depending on how you use RelaxRide, this may include:
If you book a transfer or hold a customer account
- Account details — your name, email address, phone number, and a password (stored to let you sign in and manage bookings).
- Booking details — pickup and drop-off addresses, date and time, vehicle type, passenger numbers, and any flight number you provide.
- Address lookups — when you type an address, we use a third-party mapping service to suggest matches and estimate distance and fares (see section 5).
- Attachments — any files you or your driver upload against a booking (for example, a photo or document relating to the trip).
- Communications — messages you send us by email, phone or WhatsApp.
If you apply to drive with us
- Application details — your name, phone number and email address.
- Vehicle & preferences — vehicle type and preferred airport.
- Licensing details — your private hire licensing authority and licence number, plus your stated availability. We use these to verify you are licensed to carry passengers.
If you are an active driver
- Sign-in credential — the PIN used to access the driver dashboard.
- Location data — your device location while you are on an active job, so customers can track their transfer (see section 4).
We do not ask for or store payment card numbers on this site. Where card payments apply, they are handled by a separate regulated payment provider. [Confirm/adjust this statement to match how you actually take payment.]
3 How and why we use your data
Under UK GDPR we must have a lawful basis for each use of your data. Ours are set out below.
| What we do | Why | Lawful basis |
|---|---|---|
| Take and fulfil your booking; assign a driver; keep you updated | To deliver the transfer you asked for | Contract |
| Create and run your account; let you track and manage bookings | To provide account features you signed up for | Contract |
| Verify a driver's identity and licence; manage the driver network | To operate safely and lawfully | Contract / Legal obligation |
| Share live driver location with the relevant customer during a job | Passenger safety and service quality | Contract / Legitimate interests |
| Respond to enquiries and provide support | To help you | Legitimate interests |
| Keep records, handle complaints, and meet tax/regulatory duties | Running the business responsibly | Legal obligation / Legitimate interests |
Where we rely on legitimate interests, we have considered your rights and only proceed where our interest is not overridden by them. If we ever use your data for marketing, we will rely on your consent, which you can withdraw at any time.
4 Driver location data
When a driver is on an active job, their device shares its location periodically so the assigned customer can see the vehicle's progress and estimated arrival. Drivers can stop sharing by ending the job or turning off location access on their device, though this may limit the service we can provide.
We do not use driver location for any purpose unrelated to delivering and tracking transfers, and we do not continuously track drivers outside of active jobs.
6 International data transfers
Some of the providers above (for example Google) may process data outside the UK. Where that happens, we rely on safeguards recognised under UK data protection law — such as UK adequacy regulations or the International Data Transfer Agreement / Addendum — to ensure your data receives equivalent protection.
7 Storage, browser data & cookies
Your booking, account and application information is stored so the service can function across visits and so staff and drivers can manage jobs. The site also stores limited information in your browser to keep the app working (for example, to remember a booking in progress).
We use only what is necessary to make the website and booking flow work. [If you add analytics, advertising or other non-essential cookies, you must add a cookie banner that asks for consent before they load, and describe them here.]
8 How long we keep your data
We keep personal data only as long as we need it:
- Booking & account records — for the life of your account and a reasonable period afterwards to handle queries, disputes and complaints.
- Financial records — typically retained for 6 years to meet UK tax and accounting requirements.
- Driver application & licensing records — for as long as you drive with us, plus a reasonable period afterwards.
- Unsuccessful driver applications — kept only for a limited period, then deleted.
9 Keeping your data secure
We take reasonable technical and organisational measures to protect your data against loss, misuse and unauthorised access, and we limit access to those who need it to do their job. No system can be guaranteed 100% secure, but we work to protect your information and will notify you and the ICO of a serious breach where the law requires.
10 Your rights
Under UK GDPR you have the right to:
- Be informed about how we use your data (this policy).
- Access a copy of the personal data we hold about you.
- Rectification — have inaccurate data corrected.
- Erasure — ask us to delete your data in certain circumstances.
- Restrict or object to certain processing.
- Data portability — receive your data in a portable format.
- Withdraw consent at any time, where we rely on consent.
To exercise any of these, contact us using the details below. We will respond within one month. There is normally no charge.
11 Children
Our services are intended for adults. We do not knowingly collect data from children to create accounts or driver applications. If you believe a child has provided us with personal data, please contact us and we will delete it.
12 Changes to this policy
We may update this policy from time to time. When we do, we will change the "last updated" date at the top of this page, and where changes are significant we will take reasonable steps to let you know.
13 Contact us & complaints
For any privacy question or to exercise your rights, contact us:
| hello@relaxride.co.uk | |
| Phone | 020 7946 0000 |
| Post | [INSERT POSTAL ADDRESS FOR DATA REQUESTS] |
You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO), at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to resolve any concern first.