Privacy Policy

1. Who we are

LUXCIS Transfer LTD is the controller of personal information described in this notice. We provide private hire, chauffeur and airport transfer services and operate as a private hire operator licensed by Cardiff Council.

2. Information we collect

Depending on how you contact or use our services, we may collect:

• your name, telephone number, email address and contact preferences;
• pickup and destination addresses, journey date and time, passenger and luggage information;
• flight numbers, terminal details and journey-related special requirements;
• booking references, quotations, confirmations, payment status and transaction records;
• messages sent through our website, email, telephone or WhatsApp;
• complaint, lost-property and customer-service records;
• technical information such as IP address, browser type, device information, server logs and basic website security data.

Please avoid supplying medical or other sensitive information unless it is genuinely necessary for us to arrange a safe and suitable journey.

3. How we obtain information

We usually obtain information directly from you. We may also receive it from a person booking on your behalf, a corporate or travel client, a hotel, event organiser, transport partner, payment provider, or another party involved in arranging the journey.

4. Why we use information and our lawful bases

• Contract: to provide quotations, process booking requests, confirm and perform journeys, take payment and provide customer support.
• Legal obligation: to meet licensing, tax, accounting, insurance, safeguarding and regulatory requirements.
• Legitimate interests: to operate and improve our service, prevent fraud and misuse, keep records, protect passengers and drivers, resolve disputes and maintain website security.
• Consent: where consent is required, for example for certain non-essential cookies or optional marketing communications.
• Vital interests: in an emergency, where processing is necessary to protect someone’s life or physical safety.

5. Who we may share information with

We share only what is reasonably necessary. Recipients may include:

• licensed drivers, vehicle providers or transport partners involved in fulfilling a booking;
• payment, hosting, email, communications, IT and security service providers;
• airports, hotels, corporate bookers or travel organisers where needed to coordinate a journey;
• accountants, insurers, legal advisers and professional consultants;
• Cardiff Council, police, courts, HMRC or other authorities where disclosure is required or lawfully justified.

We do not sell personal information.

6. International transfers

Some communications or technology providers may process information outside the United Kingdom. Where this happens, we expect the provider to use a lawful transfer mechanism and appropriate safeguards.

7. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose collected, including legal, licensing, tax, insurance and dispute-resolution requirements.

• Unsuccessful general enquiries are normally retained for up to 12 months.
• Booking, invoice and payment records may be kept for up to 7 years where needed for tax, accounting or legal purposes.
• Complaints, incidents and insurance-related records may be retained for the relevant limitation, insurance or regulatory period.
• Technical security logs are normally kept for a shorter period unless needed to investigate misuse or an incident.

8. Security

We use proportionate technical and organisational measures intended to protect information against unauthorised access, accidental loss, alteration or disclosure. No internet or storage system can be guaranteed completely secure, so customers should not send unnecessary sensitive information through ordinary messages.

9. Your data protection rights

Depending on the circumstances, you may have rights to request access, correction, deletion, restriction, objection or portability of your personal information, and to withdraw consent where processing relies on consent.

Some rights are subject to legal exceptions. We may need to verify your identity before acting on a request.

10. Complaints to the ICO

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO), the independent regulator for data protection.

11. Children

Our website and booking services are not intended for children to use independently. A parent, guardian or responsible adult should make bookings involving children.

12. Changes to this policy

We may update this Privacy Policy to reflect changes in our services, technology or legal obligations. The latest version will be published on this page with an updated date.