Privacy Policy

1. Who we are

Grey Executives provides pre-booked executive transport and chauffeur services from Hitchin, Hertfordshire. We are the data controller for the personal information described in this policy. If you have any question about your information, please contact us at info@greyexecutives.com or call 01462 506506.

2. The information we collect

Information you give us. When you book a journey, request a quote, fill in a form or contact us, we collect the details you provide: your name, email address and phone number; pickup, drop-off and stop addresses; journey dates and times; flight or sailing details; the number of passengers and bags; any special requests (for example a child seat or meet-and-greet); company and billing details for corporate accounts; and the content of any messages you send us.

Payment information. Online card payments are handled by our payment provider, Stripe, on its own secure page. We receive confirmation that a payment was made and its amount, but we never see or store your full card details.

Information collected automatically. When you visit our website, we and our service providers collect technical information such as your IP address, browser and device type, the pages you visit, how you arrived at our website and approximate location (town or region). This is used to keep the website secure and, through Google Analytics, to understand how the website is used so we can improve it.

3. How we use your information and our lawful bases

• To quote, confirm and provide your journey — including assigning a chauffeur, sending confirmations, reminders and updates, and contacting you about your booking. Lawful basis: performance of a contract, or steps you ask us to take before entering into one.
• To take payment and keep business, tax and accounting records. Lawful basis: performance of a contract and compliance with our legal obligations.
• To answer enquiries and handle questions, feedback or complaints. Lawful basis: our legitimate interest in responding to you and running our business.
• To work out prices and journey times from the addresses you enter. Lawful basis: steps you ask us to take before entering into a contract.
• To keep our website and systems secure and to understand how our website is used. Lawful basis: our legitimate interests; where the law requires consent for analytics cookies, we rely on your consent.
• To comply with the law — for example responding to lawful requests from the police or other authorities. Lawful basis: legal obligation.

We do not use your information for automated decision-making, we do not sell it, and we will only send you marketing messages if you have agreed to receive them. You can opt out of marketing at any time.

4. Who we share your information with

We only share your information where it is needed to provide our service, with:

• Our chauffeurs — the driver assigned to your journey receives the details needed to carry it out.
• Website hosting — our website and booking system are hosted by Hostinger.
• Email — booking and enquiry emails are sent and stored using Microsoft 365.
• Payments — Stripe processes online card payments under its own privacy policy.
• Address and route lookups — when you type an address in our booking form, the address text is sent to OpenStreetMap-based services (Photon by Komoot, postcodes.io and OSRM) to find the location and the road distance. No name or contact details are sent with it.
• Website analytics — Google Analytics (provided by Google through Site Kit) helps us understand how visitors use our website.
• Messaging — if you contact us by WhatsApp, your messages are handled by WhatsApp (Meta) under its own terms.
• Professional advisers and authorities — such as our accountants, insurers or the police, where this is necessary or required by law.

5. International transfers

Some of our service providers (for example Google, Microsoft and Stripe) may process information outside the UK. Where they do, the transfer is protected by appropriate safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.

6. How long we keep your information

• Booking and payment records: six years after the journey, to meet UK tax and accounting rules.
• Enquiries that do not lead to a booking: up to 24 months.
• Email delivery logs: 14 days.
• Website analytics data: up to 14 months in Google Analytics.

After these periods, information is deleted or anonymised.

7. Cookies

Cookies are small files saved on your device by your browser. Our website uses:

• Essential cookies — needed for the website and booking form to work and stay secure, and to keep staff logged in. These cannot be switched off.
• Payment cookies — set by Stripe on its secure payment page to process your payment and prevent fraud.
• Analytics cookies — set by Google Analytics (for example _ga and _ga_*, kept for up to two years) to count visits and see how the website is used. The information is aggregated and is not used to identify you.

You can block or delete cookies in your browser settings, and you can opt out of Google Analytics on all websites with Google’s browser add-on (tools.google.com/dlpage/gaoptout). Blocking essential cookies may stop parts of the website, such as booking, from working.

8. Your rights

Under UK data protection law you have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw any consent you have given. To use any of these rights, email info@greyexecutives.com. We will reply within one month. There is normally no charge.

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

9. Security

We use appropriate technical and organisational measures to protect your information, including secure (HTTPS) connections, restricted staff access and secure payment pages. No online system is completely secure, but we work to protect your information and will act promptly if a problem arises.

10. Children

Our services are booked by adults. Journeys for children should be booked or approved by a parent or guardian, who provides the child’s details on their behalf.

11. Changes to this policy

We may update this policy from time to time, for example when we change how we work or the services we use. The latest version will always be on this page, with the date it was last updated.