- 1. INTRODUCTION
This Privacy Notice sets out how Safeguard Coaches protects any personal information that you give to us when you use the website www.safeguardcoaches.co.uk, or connect with us directly.
Safeguard Coaches is committed to ensuring that your privacy is protected. When Safeguard Coaches ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this Privacy Notice.
Our Privacy Notice explains in detail the types of data we may collect about you or have access to and how we will use and store your personal data.
Safeguard Coaches may on occasion change this policy and this page will be updated. You should check this page from time to time to ensure that you are happy with any changes.
This policy is effective from 1 October 2018.
- 2. WHO ARE SAFEGUARD COACHES?
- Safeguard Coaches, a coach hire company based in Guildford. Our address is Safeguard House, Clay Lane, Guildford, Surrey GU4 7NZ.
- 3. WHEN DO WE COLLECT YOUR PERSONAL DATA?
We collect data directly from you when you:
- Fill in a contact form on the website
- Send us an email
- Call us directly
- Your image appears on CCTV footage onboard our coach
- When you ask us for a quote or make a booking
- Make a payment to us for our services
- Use our coach services as a passenger
- 4. WHAT PERSONAL DATA DO WE COLLECT?
The type of personal information that we may collect from you
- First & last name
- Date of Birth
- Business Name
- IP address
- Payment Information (please note credit card details will not be stored on our system)
- Passport details (only if required for a passenger manifest by ferry companies)
- Special requirements for travel
- 5. HOW DO WE USE THE PERSONAL INFORMATION WE COLLECT?
- 6. HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We are obliged to keep certain data to fulfil certain legal obligations and matters of record keeping e.g. financial records which we are required to keep for 6 years. Any data that is retained is minimised to ensure that we are only keeping that which is required. We will securely delete all data when it is no longer required.
- 7. SHARING YOUR PERSONAL DATA
Safeguard Coaches do not share the personal information of individual passengers that has been given to us directly.
Safeguard Coaches will never pass on your personal details to other organisations for their use, except when we have your express permission to do so or when the law requires it. We do not sell your or swap your personal data. However where applicable we share your information with subcontractors and suppliers. Staff, consultants and service providers acting on our behalf may be allowed to access your personal data; we will only allow them to do this at our explicit instruction and for an exact purpose.
We may need to disclose your personal data upon request to regulatory and government bodies as well as law enforcement agencies.
- 8. YOUR RIGHTS
Under GDPR you have rights over your data.
1 The right to be informed, you have the right to know about the collection and use of your personal data. 2 Request access to your personal data that we hold on you; this will be free of charge unless the request is unreasonable or unduly difficult. If you want to access your personal data, please let us have details of the personal data you want to see and proof of your identity by email to: firstname.lastname@example.org 3 Request correction of your personal data if it is out of date, or is incorrect. 4 Request erasure of your personal data from our records, this can be done in certain circumstances. 5 Restrict processing of your personal data. You have a right to require us to stop processing your personal data in a particular way, this may only happen in certain circumstances. 6 Portability of your data, you may wish to request a copy of your data and take it elsewhere. 7 Object to the processing of your data in a certain way, you can stop your personal details being used for direct marketing. 8 Automated processing, individuals have the right to object to a decision based totally on automated processing.
Our Subject Access Request Policy can be found here.
If you wish to withdraw your consent to the collection and processing of your data, contact our Data Manager on 01483 5611 03 or download our Subject Access Request form here.
The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. You are responsible for the accuracy of your personal data, please let us know if needs to be updated.
If you feel that your data is not being managed in an appropriate manner you can raise a concern with the ICO. You can also find general information from the ICO https://ico.org.uk/for-the-public
- 9. MARKETING & COMMUNICATIONS
- 10. COOKIES
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, analyse traffic to our website, to help with the security of our website, to allow you to log in to the site and to gain consent where appropriate.
Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Overall, cookies help us provide you with a better website service, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
- 11. SECURITY
We are committed to ensuring that your information is safe and secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect from you.
- 12. LINKS TO OTHER WEBSITES
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
- 13. CHILDREN
We do not store personal data from children. We do collect personal data from children if they are part of trip that is going to use a ferry service. We are required by the ferry company to complete a passenger manifest and for children aged 4 – 15 years we are required to collect travel document type, passport or ID card, travel document number and travel document country of issue, travel document expiry date, date of birth and nationality. This data is passed to the ferry company.
- 14. HOW TO CONTACT US
If you have any questions or queries about how we collect and use your data, please feel free to contact us:
By email to: email@example.com
By mail to: The Data Manager, Safeguard Coaches, Safeguard House, Clay Lane, Guildford Surrey GU4 7NZ