Privacy Policy

Apex Executive Travel is committed to handling your personal information lawfully, fairly and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what we collect, why, how long we keep it and the rights you have.

• 1. Who we are
• 2. Information we collect
• 3. How we use it
• 4. Lawful bases
• 5. Sharing your information
• 6. International transfers
• 7. How long we keep it
• 8. Cookies
• 9. Your rights
• 10. Security
• 11. Children
• 12. Complaints and changes

1. Who we are

Apex Prestige Motion Limited (company number 17526563, registered office 42 Cornwall Street, Devonport, Plymouth PL1 4NY), trading as Apex Executive Travel, is the data controller for personal data collected through this website and our booking and transport services. For any question about your data, contact us at [email protected].

2. Information we collect

• Identity and contact data: name, phone number, email address and, for business customers, company and billing details.
• Booking data: pick-up and drop-off addresses, dates and times, flight or train details, number of passengers, luggage, and any special requirements you tell us about.
• Accessibility or health information: only if you choose to tell us, for example that a passenger needs extra help or a wheelchair-accessible vehicle. We use it only to arrange your journey.
• Payment data: payment status and limited information needed to take payment, issue refunds and keep accounts. Full card details are handled by the payment provider, not stored by us.
• Communication data: calls, emails, SMS and messages you send us, including complaints and lost property enquiries.
• Technical data: when you visit this website, our hosting and security providers process your IP address, browser type and the pages requested, in server logs used for security and to keep the site working.

3. How we use your information

• to give you quotes and to take, manage and carry out your bookings;
• to allocate a driver and vehicle and coordinate your journey, including monitoring flight arrival times;
• to contact you about your booking, changes, delays, lost property, complaints or support;
• to take payment, process refunds, deal with disputes and keep financial records;
• to meet our legal, licensing, insurance and safety obligations;
• to protect our website and systems, prevent fraud and improve our service.

We do not use your information for marketing unless you have agreed to it, and you can opt out at any time.

4. Lawful bases for processing

• Contract: processing needed to provide the quote, booking or journey you asked for.
• Legal obligation: where we must keep or share records, for example under private hire licensing rules, tax law or a lawful request from the authorities.
• Legitimate interests: running and improving our business, handling complaints, keeping passengers and drivers safe, and preventing fraud, where these interests are not overridden by your rights.
• Consent: for optional marketing, and for any accessibility or health information you choose to give us. You can withdraw consent at any time.

5. Sharing your information

We never sell your personal data. We share it only where necessary, with:

• the driver and, where applicable, the licensed partner operator carrying out your journey;
• payment providers and banks, to take payments and issue refunds;
• providers of our booking, website hosting, security, email, telephone and messaging services, who act on our instructions;
• our accountants, insurers and professional advisers, where reasonably required;
• the licensing authority, police, courts or other public bodies where the law requires it or where it is needed to protect someone's safety.

6. International transfers

Some of our service providers may process data outside the UK. Where that happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.

7. How long we keep your information

• Booking records: for as long as private hire licensing rules require, and in any case long enough to deal with any questions or complaints about the journey.
• Financial and accounting records: up to 6 years, as required for tax purposes.
• Complaints and incident records: for as long as needed to resolve the matter and defend any legal claim.
• Website server logs: for a short period for security purposes, then deleted.

When information is no longer needed, it is securely deleted or anonymised.

8. Cookies

This website does not use advertising or analytics cookies and does not track you across other websites. Our fonts and images are served from our own server. Our security and content-delivery provider may set strictly necessary cookies to protect the site from abuse; these do not require consent. If we add any optional cookies in future, we will ask for your consent first.

9. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you;
• have inaccurate or incomplete data corrected;
• have your data deleted where there is no valid reason for us to keep it;
• restrict or object to certain processing, including direct marketing;
• receive a copy of your data in a portable format, where applicable;
• withdraw consent at any time, where processing is based on consent.

To use any of these rights, email [email protected]. We will respond within one month and there is normally no charge.

10. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. Access is limited to people and providers who need it to provide our service.

11. Children

Our services are not aimed at children as independent customers. We only hold information about children where an adult books a journey for them and gives us details needed for the trip, such as child seat requirements.

12. Complaints and changes to this policy

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

We may update this policy from time to time. The latest version will always be published on this page with its date.