Privacy Policy
& Cookie Policy

Background

The London Minicab Service Limited understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits Our site and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and Our obligations under the law.

Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

Key terms

It would be helpful to start by explaining some key terms used in this policy:

“We, us, our”
means The London Minicab Service Limited, a limited company registered in England under 08953779, whose registered address is First Connections - Private Hire, 95 Gracefield Gardens, London, England, SW16 2TU.
Our data protection officer is Anthony Delicata who can be contacted at info@londonminicabservice.com
“Personal data”
Any information relating to an identified or identifiable individual
“Special category personal data”
- Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership
- Genetic data
- Biometric data (where used for identification purposes)
- Data concerning health, sex life or sexual orientation
“Data subject”
The individual who the personal data relates to

Personal data we collect about you

The personal data we collect about you depends on the particular services we provide to you and the contact that we have with you. We will collect and use the following personal data about you:

your name and contact information, including email address and telephone number and company details, where appropriate;
information to check and verify your identity, e,g, your date of birth;
location data, if you choose to give this to us;
your billing information, transaction and payment card information; and
your travel locations, where needed.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.

How your personal data is collected

We collect most of this personal data directly from you—in person, by telephone, text or email and/or via our website and apps. However, we may also collect information:

via our IT systems, e.g.
- from door entry systems and reception logs;
- through automated monitoring of our website and apps and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

where you have given consent;
to comply with our legal and regulatory obligations;
for the performance of a contract with you or to take steps at your request before entering into a contract; or
for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.

What we use your personal data for:

Providing services to you
To perform our contract with you or to take steps at your request before entering into a contract
Preventing and detecting fraud against you or us
For our legitimate interest, i.e. to minimise fraud that could be damaging for you and/or us
Conducting checks to identify our customers and verify their identity
Other activities necessary to comply with legal and regulatory obligations that apply to our business, e.g. under health and safety law or rules issued by a professional regulator
Depending on the circumstances:
- to comply with our legal and regulatory obligations
- for our legitimate interests
To enforce legal rights or defend or undertake legal proceedings
Depending on the circumstances:
- to comply with our legal and regulatory obligations;
- in other cases, for our legitimate interests, ie to protect our business, interests and rights
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies
To comply with our legal and regulatory obligations
Ensuring business policies are adhered to, e.g. policies covering security and internet use
To comply with our legal and regulatory obligations
Operational reasons, such as improving efficiency, training and quality control
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Ensuring the confidentiality of commercially sensitive information
Depending on the circumstances:
- for our legitimate interests, i.e. to protect trade secrets and other commercially valuable information;
- to comply with our legal and regulatory obligations
Statistical analysis to help us manage our business
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Preventing unauthorised access and modifications to systems
Depending on the circumstances:
- for our legitimate interests, i.e. to prevent and detect criminal activity that could be damaging for you and/or us;
- to comply with our legal and regulatory obligations
Protecting the security of systems and data used to provide the services
To comply with our legal and regulatory obligations
We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Updating customer records
Depending on the circumstances:
- to perform our contract with you or to take steps at your request before entering into a contract;
- to comply with our legal and regulatory obligations;
- for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing bookings
Statutory returns
To comply with our legal and regulatory obligations
To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency
In such cases information will be anonymised where possible and only shared where necessary
Depending on the circumstances:
- to comply with our legal and regulatory obligations;
- in other cases, for our legitimate interests, ie to protect, realise or grow the value in our business and assets

How and why we use your personal data—in more detail

Purpose:
Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or other important notices (other than those addressed above)
- Processing operation:
  Addressing and sending communications to you as required by data protection laws, ie: the UK GDPR or Data Protection Act 2018;
  - Lawful basis relied on under the UK GDPR:
    Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(b))
  - Relevant categories of personal data:
    - your name, address and contact information, including email address and telephone number and company details;
    - your account details (username)
- Processing operation:
  Addressing and sending communications to you as required
  - Lawful basis relied on under the UK GDPR:
    Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(b))
  - Relevant categories of personal data:
    - your name, address and contact information, including email address and telephone number and company details;
    - your account details (username)
- Processing operation:
  Addressing and sending communications to you about changes to our terms or policies or changes to the products or other important notices
  - Lawful basis relied on under the UK GDPR:
    Our legitimate interests (Article 6(1)(f)), which is to be as efficient as we can so we can deliver the best service to you
  - Relevant categories of personal data:
    - your name, address and contact information, including email address and telephone number and company details;
    - your account details (username)

Marketing

We will use your personal data to send you updates (by email, text message, telephone or post) about our services, including exclusive offers, promotions or new services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

contacting us at info@londonminicabservice.com; or
using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.

We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

Who we share your personal data with

We routinely share personal data with:

third parties we use to help deliver our services to you, e.g. payment service providers, our self-employed drivers, warehouses and delivery companies;

iCabbi as our cloud-based dispatch provider used by ourselves and our drivers to enable the company to provide its services. The iCabbi privacy policy can be found here for more information;
other third parties we use to help us run our business, e.g. marketing agencies or website hosts;
third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers; and
our banks.

We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.

We or the third parties mentioned above occasionally also share personal data with:

our external auditors, e.g. in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations;
our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;
law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;
other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations.

Who we share your personal data with—further information

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

Where your personal data is held

Personal data may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, as will be required to complete the service which you have scheduled and ensure payment of the same or perhaps for the period of time for which you are engaged with us.

Different retention periods apply for different types of personal data. If you no longer have an account with us or we are no longer providing services to you, we will delete or anonymise your account data after 1 year but some payment information will be kept for seven years.

Your rights

You have the following rights, which you can exercise free of charge:

Access
The right to be provided with a copy of your personal data
Rectification
The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)
The right to require us to delete your personal data—in certain situations
Restriction of processing
The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
Data portability
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
The right to object:
- at any time to your personal data being processed for direct marketing (including profiling);
- in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims
Not to be subject to automated individual decision making
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
The right to withdraw consents
If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time
You may withdraw consents by writing to
95 Gracefield Gardens, London SW16 2TU
Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights.

If you would like to exercise any of those rights, please:

email, call or write to us—see below: ‘How to contact us’; and
provide enough information to identify yourself (e.g. your full name, address and customer or bill reference number) and any additional identity information we may reasonably request from you;
let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Cookies

Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our services. By using Our Site you may also receive certain third party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than Us. We use third party Cookies on Our Site for Insert description of use of third party cookies, e.g. advertising services. In addition, Our Site uses analytics services provided by Insert name of analytics service provider(s), which also use Cookies. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling Us to better understand how people use Our Site.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner who may be contacted using the details at:
https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

Changes to this privacy policy

This privacy notice was published on 26th October 2023 and last updated on 26th October 2023.

We may change this Privacy Policy as we may deem necessary from time to time, or as may be required by law. Any changes will be immediately posted on Our site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our site following the alterations. We recommend that you check this page regularly to keep up-to-date.

How to contact us Individuals in the UK

You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint. Please ensure that your query is clear, particularly if it is a request for information about the data we hold about you.

Our contact details are shown below:

P: 95 Gracefield Gardens, London SW16 2TU

E: info@londonminicabservice.com

T: 020 7458 4442

Privacy Policy & Cookie Policy