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Privacy Policy

Your privacy is important to us. This policy explains how City Cars collects, uses, and protects your personal information in accordance with UK GDPR and EU data protection regulations.

Last Updated: 20 December 2025

1. Introduction

City Cars ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our taxi and private hire services, visit our website, or interact with us in any way.

We are a UK-based private hire company operating at 31, Walnut Lane, Crawley, RH11 7NH, United Kingdom. This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU General Data Protection Regulation (EU GDPR) where applicable.

By using our services, you consent to the collection and use of information in accordance with this policy.

2. Data Controller

City Cars is the data controller responsible for your personal data. If you have any questions about this privacy policy or our data practices, please contact us:

3. Information We Collect

We collect and process the following categories of personal data:

3.1 Personal Information

  • Name and title
  • Contact information (email address, phone number, postal address)
  • Payment information (credit/debit card details, billing address)
  • Booking history and preferences
  • Special requirements or accessibility needs

3.2 Location Data

  • Pick-up and drop-off locations
  • Real-time location data during active journeys (with your consent)
  • IP address and approximate location from website usage

3.3 Technical Data

  • Device information (type, operating system, browser)
  • Website usage data (pages visited, time spent, click patterns)
  • Cookies and similar tracking technologies
  • Log files and analytics data

3.4 Communication Data

  • Correspondence with us (emails, phone calls, messages)
  • Feedback and reviews
  • Complaints and support requests

4. How We Use Your Information

We use your personal data for the following purposes and legal bases:

4.1 Service Provision (Contractual Necessity)

  • Processing and managing your bookings
  • Facilitating taxi and private hire services
  • Communicating with you about your bookings
  • Processing payments and managing accounts
  • Providing customer support

4.2 Legal Obligations

  • Complying with licensing and regulatory requirements
  • Maintaining records as required by law
  • Responding to legal requests and court orders
  • Ensuring driver and passenger safety compliance

4.3 Legitimate Interests

  • Improving our services and website functionality
  • Analyzing usage patterns and customer preferences
  • Preventing fraud and ensuring security
  • Marketing communications (with opt-out available)
  • Business analytics and reporting

4.4 Consent

  • Location tracking during active journeys
  • Marketing communications (where consent is required)
  • Cookies and tracking technologies
  • Special category data processing (if applicable)

5. Data Sharing and Disclosure

We may share your personal data with the following parties:

5.1 Service Providers

  • Independent contractors and drivers (only necessary booking information)
  • Payment processors and financial institutions
  • IT service providers and cloud hosting services
  • Customer support and communication platforms

5.2 Legal and Regulatory

  • Government authorities and licensing bodies
  • Law enforcement agencies (when legally required)
  • Legal advisors and courts

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new entity, subject to the same privacy protections.

We do not sell your personal data to third parties for marketing purposes.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law:

  • Booking records: 7 years (for accounting and legal compliance)
  • Customer accounts: While your account is active, plus 3 years after closure
  • Marketing data: Until you withdraw consent or opt-out
  • Legal records: As required by applicable laws and regulations

After the retention period, we will securely delete or anonymize your personal data.

7. Your Rights Under GDPR

Under UK GDPR and EU GDPR, you have the following rights regarding your personal data:

  • Right of Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can request correction of inaccurate or incomplete data.
  • Right to Erasure ("Right to be Forgotten"): You can request deletion of your data in certain circumstances.
  • Right to Restrict Processing: You can request limitation of how we process your data.
  • Right to Data Portability: You can request transfer of your data to another service provider.
  • Right to Object: You can object to processing based on legitimate interests or for direct marketing.
  • Rights Related to Automated Decision-Making: You have rights regarding automated processing and profiling.
  • Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the details provided in Section 2. We will respond to your request within one month (or two months for complex requests).

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data appropriately:

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

  • Encryption of data in transit and at rest
  • Secure payment processing (PCI DSS compliant)
  • Access controls and authentication
  • Regular security assessments and updates
  • Staff training on data protection
  • Secure data storage and backup procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. International Data Transfers

Your personal data is primarily processed and stored within the UK and European Economic Area (EEA). If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

  • Adequacy decisions by the European Commission or UK government
  • Standard Contractual Clauses (SCCs)
  • Binding Corporate Rules
  • Other approved transfer mechanisms under GDPR

10. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience, analyze usage, and provide personalized content. For detailed information about our cookie usage, please refer to our Cookie Policy (if separate) or contact us.

You can control cookies through your browser settings. However, disabling cookies may affect website functionality.

11. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children without parental consent. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by:

  • Posting the updated policy on our website with a new "Last Updated" date
  • Sending an email notification (for material changes)
  • Displaying a notice on our website

We encourage you to review this policy periodically to stay informed about how we protect your data.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

City Cars

31, Walnut Lane

Crawley, RH11 7NH

United Kingdom

Email: [email protected]

Phone: +44 1293 222710