Privacy Policy

HerFleet Data Protection Policy

HerFleet is committed to protecting the privacy and security of our customers’ and employees’ personal information.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in how we collect, use, store, and protect personal data.

This policy outlines how HerFleet handles personal information to ensure it is:
● Used lawfully, fairly, and transparently.
● Collected for valid purposes only.
● Accurate and kept up to date.
● Stored securely and protected against unauthorised access.

What Information We Collect
We may collect and process the following personal data:
● Name, address, email address, and telephone number
● Journey details (pick-up and drop-off locations)
● Payment information (where applicable)
● Special requirements or assistance requests
● Employment information (for staff and drivers)

How We Use Personal Data
We use personal data to:
● Provide private hire services
● Manage bookings and customer accounts
● Communicate with customers regarding their journeys
● Improve customer experience
● Meet legal, tax, and insurance obligations
● Recruit and manage drivers and staff

Lawful Basis for Processing
We only process personal data when there is a lawful reason to do so, including:
● Consent (where you have given clear permission)
● Contractual necessity (to deliver our services)
● Legal obligations (e.g., licensing requirements)
● Legitimate interests (e.g., improving our services)

Data Sharing and Disclosure
We do not sell, trade, or rent personal data to others. We may share data with:
● Regulatory bodies (e.g., Milton Keynes Council) if legally required
● Insurance companies if related to a claim
● Law enforcement agencies if required by law
● Approved service providers who support our operations (e.g., payment processors)
All third parties are required to respect the security of your data and treat it in accordance
with the law.

Data Security
HerFleet takes appropriate security measures to protect personal information, including:
● Secure databases and password protection
● Encryption of sensitive data where necessary
● Access controls limiting who can view data
● Regular system monitoring and updates

Data Retention
We only keep personal data for as long as necessary:
● Customer booking details are kept for up to 6 years for legal and insurance purposes.
● Employment-related data is kept according to HMRC and regulatory requirements.
Once data is no longer needed, it will be securely deleted or destroyed.

Your Rights
You have rights under data protection laws, including the right to:
● Access your personal data
● Correct inaccurate information
● Request deletion of your data (where appropriate)
● Restrict or object to certain processing
● Request transfer of your data
To exercise any of your rights, please contact us at:
Email: bookings@herfleet.co.uk

Contact Information
If you have any questions about this policy or how we handle your personal information,
please contact:
Data Protection Officer
Email: bookings@herfleet.co.uk
HerFleet Ltd 2025
You also have the right to lodge a complaint with the Information Commissioner’s Office
(ICO) at www.ico.org.uk.

This policy applies to all customers, employees, and business partners of HerFleet.