1. (Data Controller)
[WAY] is a licensed private hire operator regulated by Southampton City Council.
Operator Licence Number: [15984472]
Address: [69 cranbury avenue southampton Hampshire]
Email: [wayinfo.services@gmail.com]
We act as the data controller for personal data collected through our booking and dispatch services.
2. What Personal Data We Collect
When you book or use our services, we may collect:
Passenger Information
- Name
- Phone number
- Email address
- Pickup and drop-off addresses
- Special instructions (e.g. accessibility needs)
Booking & Journey Data
- Date and time of booking
- Journey history
- Driver allocation details
- Vehicle details
Payment Information
- Card/payment details (processed securely via third-party providers)
- Billing address (if applicable)
Communications
- Call recordings
- Messages between passengers and drivers
- Complaint or feedback records
CCTV / Vehicle Data (if applicable)
- Video/audio recordings from vehicles
- GPS tracking data
3. How We Use Your Data
We process personal data to:
- Manage bookings and dispatch drivers
- Provide private hire services
- Communicate with passengers bookings
- Process payments
- Ensure passenger and driver safety
- Maintain legally required records
- Investigate complaints, incidents, or lost property
- Improve our services
4. Legal Basis for Processing
Under UK GDPR, we rely on:
- Contract – to provide transport services
- Legal obligation – compliance with licensing conditions set by Southampton City Council
- Legitimate interests – efficient operation, safety, and fraud prevention
Where applicable (e.g. marketing):
5. Licensing and Regulatory Compliance
As a licensed operator under Southampton City Council, we are required to:
- Maintain accurate booking and dispatch records
- Record details of all journeys
- Provide information to authorised council officers upon request
- Cooperate with enforcement, safeguarding, and compliance investigations
6. Sharing Your Data
We may share your personal data with:
- Licensed private hire drivers working with us
- Southampton City Council
- Law enforcement agencies such as Hampshire Constabulary
- Payment processors and IT service providers
- Regulatory or legal authorities when required
We do not sell your personal data.
7. Data Retention
We retain data in accordance with legal and licensing requirements:
- Booking and journey records: minimum 6 years
- Call recordings: typically 6–12 months
- CCTV footage: typically 7–30 days
- Complaint/incident records: up to 6 years
Retention periods may be extended where required for legal proceedings.
8. CCTV, Call Recording & Tracking
Where used:
- CCTV/dashcams are installed for safety and crime prevention
- Calls may be recorded for training, security, and dispute resolution
- Vehicles may use GPS tracking for dispatch and safety
Clear notices are provided where required.
9. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction or deletion
- Object to processing
- Restrict processing
- Data portability (where applicable)
Requests can be made using the contact details above.
You also have the right to complain to the Information Commissioner's Office (ICO).
10. Data Security
We implement appropriate technical and organisational measures, including:
- Secure dispatch and booking systems
- Encrypted payment processing
- Access controls for staff
- Secure data storage and backups
11. Third-Party Services
We may use third-party providers for:
- Payment processing
- Dispatch software
- Communication systems
These providers process data on our behalf under strict data protection agreements.
12. Marketing (if applicable)
We may send service updates or promotional messages where:
- You have given consent, or
- It is permitted under legitimate interest (soft opt-in)
You can opt out at any time.
13. Changes to This Policy
We may update this policy periodically. The latest version will always be available upon request or on our
website.
