Privacy Policy - Executive Cars Stevenage

Last Updated: 10 April 2026

Executive Cars ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, use, disclose, and safeguard personal data when you: (a) book or use our services; (b) contact us; (c) visit our website (https://executivecarsstevenage.co.uk); or (d) use the Voyager Premium Travel App (the “App”).

We operate as a premium transportation provider and executive car hire service based in Stevenage, serving Hertfordshire, Bedfordshire, and the Home Counties. For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, Executive Cars is the data controller. We take a privacy-by-design approach and aim to use only the personal data we need to deliver a safe, reliable, high-quality service to our customers, including corporate clients and their travellers.

We may collect and process the following categories of personal data (as applicable to the service you use):

Identity and Contact Data: Name, email address, telephone number, and (where relevant) billing address/company details.
Journey and Booking Data: Pick-up and drop-off addresses, dates and times of travel, route and service details, and special requirements (e.g., child seat requirements). For airport transfers, this may include flight number, arrival/departure time, terminal, and related journey notes.
Passenger Communications: Messages, emails, calls (and associated details) and App communications that relate to a booking, amendments, waiting time, meet-and-greet, lost property, complaints, or service queries.
Payment and Transaction Data: Payment status, invoices/receipts, and limited payment reference information. Where you pay by card, card payments are processed securely via third-party payment providers; we do not store full card numbers (and do not store CVV).
Corporate Account Data: Where a booking is made through a corporate account, we may process information relating to travellers and bookers (e.g., employee name, contact details, cost centre/PO reference, and journey history for account management and invoicing).
Technical/App Data (where used): IP address, browser type, device identifiers, and App usage information. Where the App provides location-enabled services (e.g., to support pick-ups and journey progress), we may process location data in line with device permissions and App settings.

We use personal data for the purposes set out below:

Managing bookings and delivering services: To take and manage bookings, allocate chauffeurs/vehicles, operate meet-and-greet/airport monitoring where applicable, manage changes and cancellations, and to provide the requested executive travel service.
Communicating with passengers and bookers: To send booking confirmations, status updates (via SMS, email, telephone, or App notifications), respond to enquiries, provide customer support, and deal with lost property or service issues.
Invoicing and corporate account administration: To create and manage invoices/receipts, reconcile payments, administer corporate accounts (including agreed reporting), and maintain accurate financial records. Where invoices are issued to corporate accounts or corporate clients, we do not include passenger personal information such as passenger telephone numbers or pick-up/drop-off addresses on the invoice itself (save where strictly necessary for the corporate client’s agreed reporting requirements, or where required by law).
Improving our services: To understand service performance, improve booking processes, develop and enhance our website/App experience, and help maintain high standards of customer service and safety.
Safety, security, and incident management: To help verify passenger and driver/chauffeur details relevant to a booking, manage complaints/incidents, and protect passengers, chauffeurs, and the business.
Legal and regulatory compliance: To comply with Private Hire Vehicle (PHV) licensing obligations, tax and accounting requirements, and lawful requests by regulators or law enforcement.
Marketing (where permitted): Where you have consented (or where otherwise permitted by law), to send service updates or promotional communications. You can opt out at any time.

Under UK GDPR, we rely on the following lawful bases to process personal data (depending on the context):

Contractual necessity: Where processing is necessary to enter into, or perform, a contract with you (for example, taking a booking and providing the requested journey).
Legal obligation: Where we must process data to comply with legal or regulatory obligations (for example, tax/accounting record keeping and PHV licensing requirements).
Legitimate interests: Where processing is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This may include improving our services, maintaining service quality, ensuring operational efficiency, preventing fraud, and protecting passengers, chauffeurs, and the business.
Consent (where applicable): For certain marketing communications or optional features, we may rely on your consent. Where we do, you may withdraw consent at any time.

We may share personal data with the following categories of recipients where necessary and proportionate:

Our professional chauffeurs: We share the details necessary to deliver your booking (typically name, contact number, pick-up/drop-off details, timings, and relevant notes such as flight number/terminal for airport transfers). Our chauffeurs are fully licensed and DBS-checked and are required to handle personal data appropriately and securely.
Third-party booking and dispatch systems: We use third-party systems to manage bookings, dispatch, and customer communications, including the Voyager platform/App where applicable.
Payment and accounting providers: Card payments are handled by third-party payment processors; we also use accounting and invoicing systems to manage transactions and corporate billing.
IT and support providers: Hosting, maintenance, security, and technical support suppliers who help us operate our website, systems, and App.
Corporate account holders: Where travel is booked and paid for via a corporate account, we may share journey and invoicing information with the account holder/employer for billing, reporting, and account management.
Regulators and authorities: Where required by law, regulation, court order, or to respond to lawful requests (including licensing authorities, HMRC, and law enforcement).

We implement appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, role-based permissions, secure authentication, staff confidentiality obligations, and encryption/secure protocols where appropriate for data in transit and/or at rest.

We limit access to personal data to those who have a genuine business need to know (for example, operational staff and assigned chauffeurs). We also take steps to ensure third-party providers who process personal data on our behalf are required to apply appropriate security standards.

We keep personal data only for as long as necessary for the purposes set out in this Privacy Policy, including to meet legal, accounting, tax, insurance, and regulatory requirements. Retention periods vary depending on the nature of the data and the service provided.

We typically retain booking and journey records for the period required by PHV licensing and related compliance obligations, and we retain financial records (such as invoices and payment records) for as long as required for tax and legal purposes. We will securely delete or anonymise personal data when it is no longer required.

Subject to applicable law and certain exemptions, you have the following rights under UK GDPR:

Access: The right to request a copy of the personal data we hold about you.
Rectification: The right to request that we correct inaccurate or incomplete data.
Erasure: The right to request deletion of your data in certain circumstances.
Restriction: The right to request that we limit processing in certain circumstances.
Data portability: The right to receive certain data in a structured, commonly used format and to have it transferred to another controller where technically feasible.
Objection: The right to object to processing based on legitimate interests and to object to direct marketing at any time.

To exercise your rights, please contact us using the details below. We may need to verify your identity before responding.

Our website uses cookies to distinguish you from other users and improve your experience. Detailed information on the cookies we use can be found in our Cookie Policy on our website.

For questions about this Privacy Policy, our data practices, or to exercise your data protection rights, please contact:

Executive Cars Stevenage

Website: https://executivecarsstevenage.co.uk

Email: info@executivecarsstevenage.co.uk

Address: Business Technology Centre, Bessemer Drive, Stevenage, England, SG1 2DX

For the attention of: Michael Francis.

If you remain unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).