1. Introduction
Runway Rides Ltd ("we", "us", "our") is a licensed private hire operator based in Leeds (Leeds City Council Operator Licence #371). We are committed to protecting your personal data and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains what personal data we collect, how we use it, who we share it with, how long we keep it, and what your rights are.
2. What Data We Collect
We may collect and process the following categories of personal data:
- Identity data: Your name, title, and any identification provided.
- Contact data: Phone number, email address, postal address.
- Journey data: Pickup and drop-off locations, date and time of travel, number of passengers, vehicle preferences, special requirements.
- Payment data: Payment method, transaction records. We do not store full card details.
- Communication data: Records of correspondence including phone calls, WhatsApp messages, emails, and any complaints or feedback.
- Technical data: IP address, browser type and version, time zone, operating system, and platform when you visit our website.
- Cookie data: Information collected through cookies on our website. See our Cookie Policy for full details.
3. How We Use Your Data
We use your personal data for the following purposes:
| Purpose |
Legal Basis |
| Processing and fulfilling your booking |
Performance of a contract |
| Providing you with a quote |
Legitimate interest / pre-contractual steps |
| Contacting you about your journey |
Performance of a contract |
| Safety and security |
Legitimate interest |
| Handling complaints and disputes |
Legitimate interest / legal obligation |
| Compliance with licensing requirements |
Legal obligation |
| Improving our services |
Legitimate interest |
| Website analytics and cookie management |
Consent |
4. Who We Share Your Data With
We may share your personal data with the following parties where necessary:
- Our drivers: To fulfil your booking (name, pickup/drop-off locations, phone number, special requirements).
- Leeds City Council: As required by our private hire operator licence conditions, including access to booking records and driver records.
- Law enforcement: Where required by law or to assist with criminal investigations.
- Regulatory bodies: Including the Information Commissioner's Office (ICO) and other authorities as required.
- Insurance providers: In connection with claims or incidents.
- IT service providers: Who help us maintain our website and communication systems, under strict data processing agreements.
We will never sell your personal data to third parties.
5. How Long We Keep Your Data
We retain your personal data only for as long as necessary for the purposes set out in this policy:
- Booking records: 12 months from the date of the journey.
- Complaints records: 12 months from resolution.
- Financial records: 6 years, as required by HMRC and Companies Act 2006.
6. Your Rights
Under the UK 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 ask us to correct any inaccurate or incomplete data.
- Right to erasure: You can ask us to delete your personal data where there is no compelling reason for us to continue processing it.
- Right to restrict processing: You can ask us to suspend the processing of your personal data in certain circumstances.
- Right to data portability: You can request that we transfer your data to another organisation or directly to you, in a structured, commonly used, machine-readable format.
- Right to object: You can object to the processing of your personal data where we are relying on a legitimate interest.
To exercise any of these rights, please contact us at info@runwayrides.co.uk or call 07521 214136. We will respond to your request within one month.
7. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes:
- Secure storage of electronic records with access controls.
- Encrypted communications where possible.
- Staff training on data protection and confidentiality.
- Regular review of our security practices.
8. Complaints
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to address your concerns before you contact the ICO. Please contact us first at info@runwayrides.co.uk.
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.
