Privacy Policy
Privacy Notice – Flex Cabs Ltd
Flex Cabs Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy.
Flex Cabs Ltd is a private hire transport company. This Privacy Notice explains how we collect, use, and protect your personal information when you use our services, visit our website, apply for work with us, work with us as a driver, or otherwise interact with us.
Please read this Privacy Notice carefully to understand your rights in relation to your personal data and how we collect, use, and process it. If you do not agree with this Privacy Notice, you should not use our website or services.
1. Controller’s Contact Information
Flex Cabs Ltd is the data controller for the personal data we process unless otherwise stated in contractual arrangements. We act as the data controller for the purposes of the UK General Data Protection Regulation (“UK GDPR”) and all applicable data protection legislation.
Contact details:
Company: Flex Cabs Ltd
Website: www.flexcabs.co.uk
Email: info@flexcabs.co.uk
Telephone: 020 3051 5669
2. What Types of Information Do We Collect About You?
Website & General Enquiries
You may provide personal information when you contact us via our website, email, telephone, or other communication channels. This typically includes your name, contact details, and enquiry information. Providing this information is voluntary, but without it we may be unable to respond to your enquiry or provide services.
Business-to-Business (B2B) Data
If you use our services through your employer or company, we may receive your personal data from your employer. This usually includes your name, business contact number, and business email address.
Job Applicants, Current and Former Employees
When you apply for a role at Flex Cabs Ltd, we use the information you provide solely to assess and process your application.
Where required, we may share your information with third parties (for example, for references or Disclosure and Barring Service (DBS) checks). We will inform you before doing so unless disclosure is legally required.
If you become an employee, we will retain employment-related information securely and use it only for purposes relevant to your employment. After your employment ends, we will retain your data in line with our retention schedule and legal obligations before securely deleting it.
Drivers
While you provide services to Flex Cabs Ltd, we may collect and process the following personal data:
Identity Information
Full name, title, date of birth, photograph
Driving licence details
Private hire licence details (e.g. Transport for London or other relevant licensing authority)
Proof of right to work and eligibility to enter into a driver contract
Contact Information
Home and work address
Telephone numbers and email addresses
Emergency contacts and next of kin
Contractual & Compliance Information
Driver contract details and start date
Training records
Background checks (including DBS, credit, and directorship checks where applicable)
Complaints, feedback, and performance-related records
Financial Information
Payments for bookings
Bank or building society account details
Health & Legal Information
Information about physical or mental health where relevant
Information relating to criminal proceedings, driving offences, or insurance-related matters
Criminal Activity & Fraud Prevention
Where fraud or suspected fraud occurs, we may collect information from third parties and public records to prevent, detect, and investigate fraudulent activity.
Information from Other Sources
We may receive information from:
Group companies
Fraud prevention agencies
Analytics and telematics providers (including GPS location, vehicle usage, driving behaviour, and odometer readings)
Data validation providers (e.g. Experian)
Publicly available sources such as Companies House, the Electoral Register, or information publicly shared online
Technical & Usage Information
When you visit our website or use our applications, we automatically collect technical information, including:
IP address
Device type, operating system, and browser information
Mobile network information
Pages visited and usage data
Device identifiers and cookies
3. Lawful Basis for Processing Your Data
We process personal data only where we have a lawful basis, including:
Contract: To fulfil a contract with you
Consent: Where you have given clear permission
Legitimate Interests: To operate and improve our services securely and efficiently
Legal Obligation: Where required by law or regulation
4. How We Use Your Information
We use your personal information to:
Provide private hire transportation and related services
Communicate with you
Create and manage bookings, confirmations, invoices, and receipts
Handle lost property enquiries
Detect and prevent fraud and crime
Meet insurance, legal, and regulatory requirements
Respond to complaints, feedback, and customer service enquiries
Monitor and improve service quality
Administer loyalty schemes, events, and promotions
Send marketing communications where you have opted in
5. Profiling
Fraud Prevention
We use automated and manual checks to assess booking and account activity for fraud prevention purposes.
Marketing
We may segment customers based on journey history to deliver relevant marketing communications where consent has been given.
6. Sharing Your Information
We do not sell or rent your personal data.
We may share your data with:
Analytics and search engine providers (UK/EU)
Payment processors and merchant acquirers (UK/EU)
IT support and platform service providers
Insurance and claims handling providers
Marketing and advertising partners (where consent is given)
Review and feedback service providers
We may also disclose information:
Where legally required
To law enforcement or public authorities
In connection with fraud prevention or legal claims
As part of a business sale, merger, or asset transfer
7. Security of Your Personal Data
While no method of transmission over the internet is completely secure, we implement appropriate technical and organisational measures to protect your personal data against loss, unauthorised access, or misuse.
8. Data Retention
We retain personal data only for as long as necessary, taking into account:
Legal and regulatory obligations
The purpose for which the data was collected
Whether you have an ongoing relationship with us
Legitimate business interests
Requests for deletion
9. Your Rights
You have the right to:
Access your personal data
Correct inaccurate or incomplete data
Request data portability
Request erasure (in certain circumstances)
Restrict or object to processing
Withdraw consent where processing is based on consent
To exercise your rights, contact us at info@flexcabs.co.uk or call 020 3051 5669.
10. Other Websites
Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies.
11. Cookies & Marketing
We use cookies to improve your experience. Please see our Cookie Policy for details and consent options.
12. Complaints
If you have concerns about how we process your personal data, please contact us:
Email: info@flexcabs.co.uk
Phone: 020 3051 5669
If you are not satisfied, you may lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/concerns
Email: casework@ico.org.uk
Telephone: 0303 123 1113
13. Changes to This Privacy Notice
We review this Privacy Notice regularly and will publish updates on our website.
Last updated: September 2024