Horseman Coaches’ Privacy Policy
Introduction
We are committed to safeguarding the privacy of all our customers and employees. This policy applies when we act as a data controller and processor for customers’ and employees’ personal data—meaning we determine the purposes and means of processing such data.
We use cookies on our website. For cookies that are not strictly necessary for providing services, we may ask for your consent when you first visit the site.
Our website includes privacy controls that affect how we process your personal data. However, we do not produce or supply direct marketing communications without a need for sharing your personal information.
In this policy, “we”, “us”, and “our” refer to Horseman Coaches Limited. More information about us is in Section 10.
How We Use Your Personal Data
- General Information
We process personal data for different purposes, including bus service enquiries, bus pass applications, customer relations, account management, financial transactions, notifications, correspondence, legal claims, insurance, risk management, and employee compliance checks. - Bus Service and Bus Pass Data
We may collect your name, email, phone number, signature, home address, and pass holder names. This data is used to process bus pass applications and maintain records. The legal basis is fulfilling contractual obligations. For minors, submission of an application confirms they are part of the contract. You can opt-in for future applications and withdraw consent anytime via info@horsemancoaches.co.uk. - Account Data
This may include your name, email, phone number, and address. It is used to arrange and confirm coach hire and ongoing communication. The legal basis is fulfilling contractual obligations. - Enquiry Data
Information submitted via email, phone, or web enquiries is used to provide quotations or process applications. The legal basis is fulfilling contractual obligations. - Customer Relationship Data
Includes names, employer details, job title, contact information, and communications. It is used to manage relationships, communicate, keep records, and promote relevant services. Legal basis is fulfilling contractual obligations. - Transaction Data
Includes contact details, payment information, and signatures. It is used to provide purchased services and maintain transaction records. Legal basis is contractual performance and legitimate business administration. - Notification Data
Includes information provided for email notifications or newsletters. Used to send relevant updates such as bus pass renewals. Legal basis is contractual obligations. Notifications are proportionate and relevant. Consent can be withdrawn anytime. - Correspondence Data
Information contained in communications with us is used for communication and record-keeping. Legal basis is legitimate interest to properly manage business and communications. - Legal Claims
Personal data may be processed for establishing, exercising, or defending legal claims. Legal basis is legitimate interest to protect legal rights. - Insurance and Risk Management
Data may be used for obtaining or maintaining insurance, managing risks, or seeking professional advice. Legal basis is legitimate interest to protect business. - Compliance and Safety
Employee information may be processed for driver license and DBS checks to ensure proper qualifications. Legal basis is compliance with safety regulations and contractual obligations. - Requested Personal Data
Likely to include name, email, home address, phone number, job title, signature, and passenger names.
Sharing Your Personal Data
- We may share data with insurers or professional advisers for insurance, risk management, professional advice, or legal claims. Legal basis is legal obligation.
- Some enquiry data may be shared with subcontractors, limited to date, time, location, and passenger numbers. Legal basis is fulfilling contractual obligations.
- Financial transactions may be handled by payment service providers. Transaction data will only be shared as necessary for processing payments, refunds, or resolving queries. Legal basis is fulfilling contractual obligations.
Retaining and Deleting Personal Data
Except as otherwise mentioned in this privacy notice, we keep your personal information only as long as needed to provide the services you requested, fulfill our contractual obligations, comply with the law (including periods required by tax authorities), or support a claim or defense in court.
Our data retention policies ensure we comply with legal obligations for keeping and deleting personal data. Personal data is not kept longer than necessary for the purpose for which it was collected.
We retain personal data as follows:
- Bus Pass Data: Kept for at least 12 months after application or renewal, and only as long as required to provide services, meet contractual obligations, comply with law, or support legal claims.
- Account Data: Kept for at least 12 months after enquiry or renewal, under the same conditions.
- Enquiry Data: Kept for at least 12 months after enquiry, under the same conditions.
- Customer Relationship Data: Kept for at least 12 months after establishing a client credit account, under the same conditions.
- Transaction Data: Kept only as long as needed to process the transaction and meet legal obligations.
- Notification Data: Kept for at least 12 months after establishing a client credit account, under the same conditions.
- Correspondence Data: Kept for at least 12 months after establishing a client credit account, under the same conditions.
We may also retain personal data if required by law or to protect the vital interests of an individual.
Amendments
We may update this policy by publishing a new version on our website and updating our terms and conditions. You should check this page periodically to stay informed about any changes. We may also notify you of updates by email.
Your Rights
You have rights under data protection law. These include:
- The right to access your personal data
- The right to correct inaccurate data
- The right to have data deleted in certain circumstances
- The right to restrict processing
- The right to object to processing
- The right to data portability
- The right to complain to a supervisory authority
- The right to withdraw consent
You have the right to know whether we process your personal data and, if we do, to access it along with information about why it is processed, what types of data we hold, and who receives it. The first copy of your personal data will be free, but additional copies may incur a reasonable fee.
You can request corrections to inaccurate data or completion of incomplete data.
You may request erasure of your data in certain situations, such as when it is no longer needed, if you withdraw consent, if you object to processing for marketing, or if it was unlawfully processed. Some exceptions exist, such as when processing is necessary for legal compliance or legal claims.
You may request restriction of processing in specific circumstances, such as if you contest the accuracy of your data, object to processing, or require data for legal claims. During restriction, we may continue to store data but will only process it with your consent or for legal purposes.
You may object to processing based on legitimate interests or public tasks. If you object, we will stop processing unless we have compelling grounds or need it for legal claims.
You may receive your data in a structured, machine-readable format when processing is based on consent or a contract, provided this does not affect the rights of others.
If you believe our processing infringes data protection laws, you can lodge a complaint with a supervisory authority in your EU country of residence, work, or the alleged infringement.
If processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
You can exercise your rights by sending us written notice.
About Cookies
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and stored by the browser. The identifier is then sent back to the server each time the browser requests a page.
Cookies may be either “persistent” or “session” cookies:
- A persistent cookie is stored by a browser and remains valid until its expiry date, unless deleted by the user.
- A session cookie expires at the end of the user session, when the browser is closed.
Cookies generally do not contain information that personally identifies a user, and we do not store personal information obtained from cookies. However, information may be linked to the data stored in or obtained from cookies.
Cookies We Use
We use cookies for the following purposes:
- Authentication: To identify you when you visit and navigate our website.
- Status: To determine if you are logged into our website.
- Analysis: To help analyse the use and performance of our website and services.
- Cookie Consent: To store your preferences regarding the use of cookies.
Managing Cookies
Most browsers allow you to refuse or delete cookies. The methods vary by browser and version. You can find up-to-date instructions here:
Blocking all cookies may negatively affect the usability of many websites. Some features on our website may not function if cookies are blocked.
Our Details
This website and policy are owned and operated by Horseman Coaches Limited.
- Registered in England and Wales under registration number 1339276
- Registered office: 2 Acre Road, Reading, Berkshire, RG2 0SU
- Principal place of business: 2 Acre Road, Reading, Berkshire, RG2 0SU
You can contact us:
- By post: at the address above
- Using our website contact form
- By telephone: using the contact number on our website
- By email: using the email address on our website
Removal of Your Information
If you wish us to remove personally identifiable information from our database, contact us at: info@horsemancoaches.co.uk
Credit
This document was created using GDPR guidelines set out by the Information Commissioner’s Office (ICO) and with reference to SEQ Legal: SEQLegal