PROTECTING YOUR PRIVACY
AA CHAUFFEURS LTD
CONTENTS OF PRIVACY NOTICE
- When do we collect your personal data?
- What sort of personal data do we collect?
- How and why do we use your personal data?
- How we protect your personal data
- How long will we keep your personal data?
- Who do we share your personal data with?
- Where your personal data may be processed
- What are your rights over your personal data?
- Contacting the Regulator
- If you live outside the UK
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how AA Chauffeurs Ltd uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you order a service from us, we’ll collect your address and contact details and pass them to our driver.
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting AA Chauffeurs Ltd to law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
2. When do we collect your personal data?
- When you visit our website and use your account to order services.
- When you create an account with us.
- When you book a service by phone but don’t have (or don’t use) an account.
- When you engage with us on social media.
- When you contact us by any means with queries, complaints etc.
- When you ask us to email you information about our services.
- When you book any kind of appointment with us or book to attend an event.
- When you comment on or review our services.
- Any individual may access personal data related to them, including opinions. So if your comment or review includes information about the AA Chauffeurs Ltd who provided that service, it may be passed on to them if requested.
- When you’ve given a third party permission to share with us the information they hold about you.
3. What sort of personal data do we collect?
- Details of your interactions with us through email / phone contact or by using our website
- Copies of documents you provide to prove your age or identity where the law requires this. (including your driver’s licence, PCO, MOT certificate and insurance details). This will include details of your full name, address and date of birth.
- Details of your visits to our websites or apps, and which site you came from to ours.
- We’ll only ask for and use your personal data collected for Payment information.
4. How and why do we use your personal data?
We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
Here’s how we’ll use your personal data and why:
- To process the services requested. If we don’t collect your personal data we won’t be able to provide the requested services and comply with our legal obligations.
For example, your details may need to be passed to a third party to supply the service that you ordered, and we may keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as same driver requests and so on.
- To respond to your queries and handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
- To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.
- To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud.
5. How we protect your personal data
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
Access to your personal data is password-protected, and sensitive data such as payment card information) is secured.
We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.
6. How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non- identifiable way for statistical analysis and business planning.
7. Who do we share your personal data with?
We sometimes share your personal data with trusted third parties.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract withthem.
- We work closely with them to ensure that your privacy is respected and protected always.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
- We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by- case basis and take the privacy of our customers into consideration.
8. Where your personal data may be processed
Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA),
If you are based outside the UK and request a service from us, we will transfer the personal data that we collect from you to our drivers in the UK.
Protecting your data outside the EEA
The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. If you wish for more information about these contracts, please contact our Data Protection Officer.
Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
9. What are your rights over your personal data?
An overview of your different rights
You have the right to request:
Access to the personal data we hold about you, free of charge in most cases.
The correction of your personal data when incorrect, out of date or incomplete.
For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (such as the end of a relationship).
That we stop any consent-based processing of your personal data after you withdraw that consent.
You have the right to request a copy of any information about you that AA Chauffeurs Ltd holds at any time, and to have that information corrected if it is inaccurate. Please contact Data controller, AA Chauffeurs Limited of Devonshire House, 582 Honeypot Lane, Stanmore, HA7 1JS or email firstname.lastname@example.org
If we choose not to action your request, we will explain to you the reasons for our refusal. Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data based on our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
10. Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (please note we can’t be responsible for the content of external websites).
11. If you live outside the UK
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.