Privacy Policy

01

Who We Are and Who Controls Your Information

1. Travel Swift UK operates travelswift.co.uk and provides or arranges private group transport services.
2. For the personal information covered by this policy, Travel Swift acts as the data controller unless another party is clearly identified as the controller.
3. Travel Swift can be contacted at:
   • Email: sales@travelswift.co.uk
   • Phone: +44 7441 395240
   • Address: PR1 6BX, Arkwright Road, Preston, Lancashire, UK.

02

What Personal Information We Collect

Depending on how you interact with Travel Swift, the following information may be collected:

1. Identity and contact information: name, email address, telephone number, postal address and organisation details.
2. Quote and journey information: pickup and destination details, dates, times, passenger numbers, luggage totals, journey type, event type and additional requirements.
3. Booking and transaction information: quotation references, booking records, payment status, invoices, payment method and transaction references. Travel Swift does not need to store full card details where a payment processor handles the transaction.
4. Communication information: messages, emails, call notes, complaints, feedback and records of contact with Travel Swift.
5. Technical and usage information: IP address, browser type, device information, operating system, page requests, timestamps, referral information and website security logs.
6. Cookie and consent information: cookie preferences, consent choices and information collected through permitted storage or access technologies.

03

How We Collect Personal Information

1. Directly from you when you submit the quote form, contact form, call, email, message, pay or confirm a booking.
2. From the group organiser or another person acting on behalf of the passengers.
3. From transport operators, drivers, payment providers or other suppliers involved in performing or administering the booking.
4. Automatically through website server logs, essential cookies and other technologies used to operate, secure and understand the website.
5. From public or lawful third-party sources where necessary to verify, investigate or administer a business matter.

A group organiser should provide another passenger’s personal information only where there is a proper reason to do so and should make that passenger aware of this policy where appropriate.

04

Why We Use Information and Our Lawful Bases

Different purposes may rely on different lawful bases:

Where Travel Swift relies on legitimate interests, it considers whether the processing is necessary, proportionate and balanced against the rights and expectations of the person concerned.

05

Journey, Passenger and Accessibility Information

1. Journey information is used to assess availability, select or source an appropriate vehicle, prepare a quotation and perform the confirmed transport.
2. Relevant journey details may be shared with the operator or driver responsible for providing the transport.
3. Please provide only information that is reasonably necessary for the journey.
4. For accessibility requests, practical information such as wheelchair numbers, mobility requirements and required vehicle features may be needed.
5. Travel Swift does not need a medical diagnosis in most cases. Avoid including unnecessary health information.
6. Where information amounts to special-category data, it will be handled only where an appropriate UK data-protection condition applies.

06

Cookies and Similar Technologies

1. The website may use strictly necessary session or security cookies to operate forms, maintain security and remember essential actions.
2. Strictly necessary technologies may operate without optional consent where the law permits.
3. Non-essential analytics, advertising or marketing cookies will not be used unless the required information and consent choices are provided.
4. Where a cookie control is available, you can use it to accept, reject or change optional preferences.
5. Browser settings may also be used to block or delete cookies, although blocking essential cookies can affect website functionality.

07

Who We May Share Information With

Travel Swift may share only the information reasonably needed with:

1. Licensed transport operators, contractors and drivers who review or perform the journey.
2. Payment processors, banks and payment-service providers involved in collecting or refunding money.
3. Website hosting, email, communications, form, security and IT-support providers.
4. Accountants, legal advisers, insurers and other professional advisers.
5. Government bodies, regulators, courts, law enforcement or other parties where disclosure is required or permitted by law.
6. A purchaser, investor or successor in connection with a genuine restructuring, sale or transfer of the business, subject to appropriate confidentiality and data-protection controls.

Travel Swift does not sell personal information. It will not disclose customer contact information to another business for that business’s independent marketing without a lawful basis and any required consent.

08

International Data Processing

1. Some technology, payment or communications providers may process information outside the UK.
2. Where UK data-protection law requires additional safeguards, Travel Swift will use an appropriate transfer mechanism or select a provider covered by a recognised adequacy arrangement.
3. You may contact Travel Swift for more information about safeguards relevant to your personal information.

09

How Long We Keep Information

1. Quote and general enquiry information is kept for as long as reasonably necessary to respond, follow up and manage the potential customer relationship.
2. Confirmed booking, invoice, transaction and accounting records may be retained for at least six years from the end of the relevant company financial year where required for company, accounting or tax purposes.
3. Complaint, claim and dispute information may be kept for as long as needed to investigate, resolve and establish or defend legal rights.
4. Marketing information is kept until you opt out, withdraw consent or the information is no longer needed, subject to retaining a limited suppression record to honour the opt-out.
5. Security logs and technical records are kept only for a period proportionate to security, troubleshooting and legal needs.
6. Information may be retained for longer where the law requires it, a legal claim is ongoing or deletion would conflict with another lawful obligation.

10

Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

1. Request access to personal information held about you.
2. Ask for inaccurate information to be corrected.
3. Ask for incomplete information to be completed.
4. Request deletion in circumstances where the right applies.
5. Request restriction of processing in certain circumstances.
6. Object to processing based on legitimate interests.
7. Object at any time to direct marketing.
8. Request data portability where the legal conditions apply.
9. Withdraw consent where processing relies on consent.
10. Complain about the way personal information has been handled.

These rights are not absolute. Travel Swift may need to verify your identity and may refuse or limit a request where the law permits. No fee is normally charged, but a reasonable fee or refusal may apply to a manifestly unfounded or excessive request.

Send a request to sales@travelswift.co.uk .

11

Marketing Choices

1. Travel Swift may send service-related messages necessary to respond to an enquiry or administer a booking.
2. Marketing emails or messages will be sent only where permitted by applicable data-protection and electronic-marketing law.
3. You can opt out at any time by using an unsubscribe method in the communication or contacting Travel Swift.
4. Opting out of marketing does not stop essential booking, payment, safety or customer-service communications.

12

Information Security

1. Travel Swift uses reasonable technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
2. Measures may include access controls, account security, secure hosting arrangements, logging, backups and limiting access to people who need the information for their role.
3. Service providers are expected to handle personal information securely and in accordance with their contractual and legal obligations.
4. No internet transmission or storage system can be guaranteed completely secure. Contact Travel Swift promptly if you believe information connected with the service has been compromised.

13

Children’s Information and Automated Decisions

1. The website and booking service are intended for adults arranging transport and are not directed at children.
2. A group organiser may provide limited information necessary to arrange transport for child passengers, such as passenger numbers or child-seat requirements.
3. Do not provide unnecessary personal information about a child.
4. Travel Swift does not use personal information to make solely automated decisions that produce legal or similarly significant effects on customers.
5. Automated security or spam controls may be used to protect website forms, but customer enquiries can be reviewed by a person.

14

Data-Protection Complaints and the ICO

1. Send a privacy complaint to sales@travelswift.co.uk and include enough information for Travel Swift to understand and investigate the concern.
2. Travel Swift will acknowledge a data-protection complaint within 30 days of receipt.
3. Travel Swift will take appropriate steps to investigate without undue delay, keep the complainant appropriately informed and explain the outcome.
4. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority.
5. ICO contact information and complaint services are available at ico.org.uk .

Travel Swift would appreciate the opportunity to address the concern first, but contacting Travel Swift does not remove your right to approach the ICO.

15

Changes to This Policy and Contact Details

1. This policy may be updated when services, providers, legal requirements or data-handling practices change.
2. The current version will be published on this page with an updated revision date.
3. Material changes may also be communicated by another appropriate method where necessary.
4. Questions, requests and complaints should be sent to:
   • sales@travelswift.co.uk
   • +44 7441 395240
   • PR1 6BX, Arkwright Road, Preston, Lancashire, UK.