Privacy notice

This notice explains what personal data we collect when you book a journey or use our website, why we need it, who we share it with, how long we keep it and the rights you have.

Last updated 10 October 2026

1. Who we are

Royal Chauffeurs of London is the trading name of [to be confirmed], company number [to be confirmed], registered office [to be confirmed]. We are the controller of your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered with the Information Commissioner's Office (ICO), registration number [to be confirmed].

For any question about your data, email us at [email protected]. A dedicated privacy contact is [to be confirmed].

2. The data we collect

Depending on how you use our service, we may collect:

Your name, phone number and email address.
Journey details: pickup and drop-off addresses, stops, dates and times.
Flight or train numbers, and the name to show on a name board.
Passenger details: names, number of passengers and luggage.
Children's ages, so we can fit the right child seat.
Special requests and notes, including any access needs you choose to tell us about.
Company name and purchase order number for business bookings.
Payment details. Your card is handled by our payment provider; we only see a confirmation, the card type and the last four digits.
Your booking history and our messages with you by phone, email or WhatsApp.
Website technical data, such as your IP address, browser type and security information.

3. Where the data comes from

Most of it comes from you when you book or contact us. If someone books for you, such as a colleague, assistant or family member, we get your details from them. If you book for others, please tell them about this notice.

We also receive payment confirmations from our payment provider, live flight information from public flight data, and technical data from our hosting and security provider.

4. Why we use it and our lawful basis

We only use your data when the law allows us to. For each use, the lawful basis is shown in brackets.

If you tell us about a health condition or disability so we can help you, we use that information only to arrange your journey, and only with your explicit consent. You can withdraw that consent at any time.

We never sell your data. We do not use it for advertising.

To take, confirm and carry out your booking, track your flight and contact you about the journey (contract).
To take payment, issue receipts and keep accounts (contract and legal obligation).
To keep the booking records that TfL requires of every licensed private hire operator, and to meet tax rules (legal obligation).
To handle complaints, lost property and claims (legal obligation and legitimate interests).
To keep our website and systems secure and prevent fraud (legitimate interests).
To improve our service, for example by looking at which journeys are popular (legitimate interests).
To send you news or offers, only if you have agreed. You can unsubscribe at any time (consent).

5. Who we share it with

We share only what each party needs, and our service providers may use your data only on our instructions.

Our chauffeurs, who need your name, phone number and journey details.
Our payment provider, to process card, Apple Pay and Google Pay payments.
Google, whose mapping services look up addresses and work out routes, distances and times.
Our email provider, to send confirmations and receipts.
Cloudflare, our hosting and security provider, which protects our website.
Our professional advisers, such as accountants, lawyers and insurers, when needed.
Transport for London, the police or other authorities, when the law requires it.

6. International transfers

Some of our providers, such as Google and Cloudflare, may process data outside the UK, for example in the United States. When this happens, we make sure your data is protected by a recognised safeguard, such as a UK adequacy decision (including the UK-US data bridge) or the UK International Data Transfer Agreement or Addendum.

7. How long we keep it

We keep your data only as long as we need it, then delete it or make it anonymous.

Booking records: at least 12 months from the journey, as TfL requires of private hire operators.
Complaint and lost property records: at least 12 months, as TfL requires.
Payment and accounting records: 6 years after the end of the financial year, to meet tax and company law.
Marketing preferences: until you unsubscribe.
Website security data: for the short time our providers need it.

8. Your rights

You have the rights listed below. To use any of them, email us at [email protected]. It is free, and we will reply within one month.

If you are unhappy with how we use your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Access: ask for a copy of the data we hold about you.
Rectification: ask us to correct data that is wrong or incomplete.
Erasure: ask us to delete your data, unless the law requires us to keep it.
Restriction: ask us to limit how we use your data.
Objection: object to how we use your data for our legitimate interests or for marketing.
Portability: ask for data you gave us in a format you can take elsewhere.
Withdraw consent: where we rely on your consent, you can withdraw it at any time.

9. Security

Our website uses encryption (HTTPS) on every page. We never see or store your full card number. Only the people who need your data to do their job can access it, and chauffeurs see only the details of their own journeys.

We do not make decisions about you by automated means that have a legal or similar effect. Prices are worked out automatically from the route and car, and are the same for everyone.

10. Children

Our booking service is for adults. We collect children's ages only from the adult making the booking, and only so we can provide the right child seat.

11. Changes to this notice

We may update this notice from time to time. The date at the top of this page shows when it last changed. If we make an important change, we will tell you before it applies.