Cachet Cars Ltd Privacy Policy

Last updated: Reviewed January 2025
Next Review: January 2028 – or sooner if required

We value your privacy very highly. This Privacy Policy describes how Cachet Cars Ltd (“us,” “we,” “our”), a Private Limited Company formed in England with registration number 05993703, collects, uses, stores, and shares personal information in the course of our business operations. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This includes data collected when you visit or use our website at https://cachetcars.com (the “Website”), communicate with us by phone or email, or otherwise interact with our services.

By engaging with our business—whether via our Website, phone calls, email, or in person—you agree to the practices outlined in this Policy. If you disagree with any part of this Privacy Policy, you should refrain from using our services or Website.

Scope of this Policy

This Policy applies to:

Visitors and users of our Website
Clients and prospective clients making inquiries or bookings
Any other individuals who communicate with us by phone, email, or other channels in connection with Cachet Cars Ltd

It explains what personal data we collect, why we collect it, how we use it, and the legal basis for processing it. It also details the rights you have over your data and how to exercise them.

What Information We Collect, How We Use It, What Happens if We Don’t Have It, and the Legal Basis for Processing This Information

We collect personal information in various ways, including information that you enter on our Website, provide during phone calls or email correspondence, or share with us for booking or account setup. Below are the main categories of personal data that we collect.

Identifying Information

Specific Piece of Information

Name

Legal Basis for Processing This Information

The user has provided consent to the processing of their information
Processing is necessary to perform a contract with the user
Processing is necessary in order to take steps that the user has requested prior to entering into a contract
Processing is necessary for compliance with a legal obligation
Processing is necessary for the purpose of a legitimate interest pursued by us or by a third party

How We Use This Information

Analytics
Auditing compliance
Auditing transactions that you have entered into
Counting ad impressions to unique visitors (if applicable)
Detecting security incidents
Enforcing our Terms of Service
Marketing and advertising
Performing services (e.g., booking a chauffeur)
Processing or fulfilling orders or transactions
Processing payments
Protecting against malicious, deceptive, fraudulent, or illegal activity, and prosecuting those responsible
Providing customer service
Providing financing (if applicable)
Resolving disputes
Targeted advertising
Undertaking activities to verify or maintain the quality or safety of our services or devices
Verifying customer information
Verifying position and quality of ad impressions

What Happens if We Don’t Have This Information
Without your name, we cannot:

Perform analytics related to your usage
Perform auditing or verify your transactions
Provide marketing or advertising tailored to you
Fulfil bookings or process payments
Deliver adequate customer service
Undertake other legitimate business activities as listed above

(Identical structure applies for the following data categories. For brevity, the uses and consequences remain the same unless explicitly changed.)

Identifying Information – Postal/Shipping Address
• Legal Basis: Same as above
• How We Use This Information: Same uses (analytics, auditing, fulfilling services, etc.)
• What Happens if We Don’t Have It: We cannot complete certain services or regulatory obligations, etc.
Identifying Information – Billing Address
• Legal Basis: Same as above
• How We Use This Information: Same uses (analytics, auditing, fulfilling services, etc.)
• What Happens if We Don’t Have It: We cannot handle billing or payment procedures, etc.
Identifying Information – Phone Number
• Legal Basis: Same as above
• How We Use This Information: Same uses (customer service, transaction confirmations, etc.)
• What Happens if We Don’t Have It: We may not be able to contact you for important updates regarding your booking or service.
Identifying Information – IP Address
• Legal Basis: Same as above
• How We Use This Information: Same uses (analytics, security, etc.)
• What Happens if We Don’t Have It: We cannot monitor site usage effectively, detect security incidents, etc.
Identifying Information – Email Address
• Legal Basis: Same as above
• How We Use This Information: Same uses (communication, transactional, marketing, etc.)
• What Happens if We Don’t Have It: We cannot send booking confirmations, marketing updates, or customer service responses by email.
Identifying Information – Device Identifier
• Legal Basis: Same as above
• How We Use This Information: Same uses (analytics, security, etc.)
• What Happens if We Don’t Have It: We cannot accurately track device-level activity for security, analytics, or service improvements.

Phone Calls

We do not routinely record or monitor phone calls. However, in specific circumstances, we may record or monitor a call for the following reasons:

Quality Assurance – to ensure we are providing the best possible service
Staff Training – to help train our personnel and improve our operational efficiency
Dispute Resolution – to verify booking details, complaints, or inquiries

If we intend to record or monitor a call, you will be informed at the start of the call. Should you object to any recording, you may either:

Inform us during that call, and we will do our best to accommodate your request if feasible; or
Contact us via an alternative communication method (such as email or post), so we can continue assisting you without recording.

Any recorded calls will be stored securely and retained only as long as necessary for the above purposes, or as required by law.

Cookies

A cookie is a small piece of data sent from a website and stored on your device by your browser. This Website collects cookies. Please visit our Cookie Policy to learn more about which cookies we collect, why we collect them, and how to change your cookie settings.

Children’s Privacy

Our services and Website are intended for a general audience and do not routinely offer products or services to children. If we become aware that a user under 16 has provided personal information without parental or guardian consent, we will use that information only to respond and inform them that they cannot use our services or Website. We will also copy this response to a legal parent or guardian if we have record of this.

Analytics Programmes

This Website uses the following analytics programme(s) to collect information about you and your behaviours: Usermaven. To learn how to opt out, please visit the website(s) of the relevant analytics programme(s).

Third Parties

Occasionally, we are legally required to disclose your personal information to certain third parties. For example, if a court or law enforcement agency orders us to provide specific details, we will comply.

Even in the absence of a direct legal obligation, we may share your personal information when there is a compelling reason to do so—namely, if a significant risk clearly outweighs your right to privacy. Although such instances are rare, we may disclose your information to third parties in order to:

Prevent and detect crime, fraud, or other illegal activity
Protect the public, our staff, or other professionals from serious threats
Defend our legal rights or respond to legal claims
Comply with a lawful request from a court or regulatory authority

The third parties we may share personal information with include (but are not limited to):

Service providers that assist us in delivering our chauffeur services or performing technical operations (e.g., data storage)
Partner/Associate Operators who help fulfil bookings when operationally necessary
Families, guardians, or representatives of individuals whose data we are processing (where relevant)
Local and central government bodies (such as HM Revenue & Customs and the Border Agency), if required
Payment processors to facilitate financial transactions
Professional advisors (e.g., accountants, legal counsel)
Enforcement agents, courts, tribunals, police forces, and other regulatory or prosecuting authorities, including international bodies
Debt collection and tracing agencies (if necessary)

We will never sell or transfer your personal information to a third party for marketing purposes unless we have your explicit consent to do so.

Driver Confidentiality Obligations

Confidentiality Agreements
All our drivers and any partner operators sign strict confidentiality agreements, which prohibit them from sharing or discussing passenger details, travel records, or account information outside of their professional duties.
Ongoing Training & Reminders
We regularly remind our drivers of their obligation to protect passengers’ privacy and maintain full confidentiality regarding any information learned during the course of their duties.
Secure Data Disposal
Drivers and staff adhere to our policy of securely disposing of any travel-related information once a booking is completed and there is no legal or operational necessity to retain it.

Data Security Measures

Encryption & Access Controls
We use up-to-date encryption technologies, firewalls, and access controls to protect personal data on our systems. Only authorised personnel who need the information to perform their duties have access.
Regular Security Reviews
We periodically review our security measures, implement software updates, and train our staff to identify and minimise potential risks.
Incident Response
In the unlikely event of a data breach, we have procedures in place to respond promptly, contain the incident, and notify affected individuals and regulators (where required by law).

Partner/Associate Operators

Trusted Third Parties
From time to time, we may partner with trusted third-party operators or chauffeur services to help fulfil your booking. We only share the minimum personal information necessary for them to provide the requested service.
Data Protection Agreements
All associate operators are contractually required to maintain strict confidentiality and follow our data protection standards, ensuring your information remains secure at all times.
Purpose-Limited Use
They are not permitted to use any data provided for their own marketing or other purposes beyond fulfilling the journey or service you have requested.

Administrative Fees for Data Access

No Fee for Standard Requests
We generally do not charge a fee for responding to reasonable data access requests, such as those asking for confirmation of what data we hold or copies of your personal information.
Excessive or Repetitive Requests
However, if your request is manifestly unfounded or excessive—particularly if it is repetitive—we reserve the right to charge a reasonable administrative fee to cover our costs in providing the information.
Transparency & Fairness
We will notify you in advance if a fee applies, explain why it is necessary, and provide details on how to make payment before processing your request.

Data Retention Policy

At Cachet Cars Ltd, we strive to keep personal data for the shortest time necessary to fulfil the purpose(s) for which it was collected. Once that purpose has been met, or once we no longer have a legal basis to hold the data, we will securely delete, anonymise, or otherwise dispose of it in accordance with our internal procedures and applicable laws.

Minimum Retention Period
We are legally required to retain certain transactional data for at least six (6) years to comply with HM Revenue & Customs (HMRC) regulations and other UK legal requirements. This includes information necessary for audit, taxation, and legal compliance purposes.

Routine Reviews
We routinely review the personal data we hold to ensure that it is still necessary for the purposes stated. Where data is no longer required or the retention period has elapsed, we aim to securely erase or anonymise that data in line with our legal and regulatory obligations.

Local Licensing Authority Requirements
In addition to the retention periods outlined above, our local licensing authority requires that we maintain certain journey records for at least six (6) months. This ensures we meet local regulatory obligations and can readily provide documentation if requested by the relevant authorities.

Further Information
If you have any questions about how long we keep your information, or if you wish to exercise any rights you may have regarding your personal data, please contact us at [email protected].

Direct Marketing

We use the information that we collect about you for direct marketing purposes (i.e., offering our chauffeur services or related offerings directly to you). If you no longer wish to receive these marketing communications, you may:

Email Opt-Out: Send an email to [email protected] requesting that we remove you from any current or future marketing emails.
Unsubscribe Link: Where applicable, click the “unsubscribe” link included in promotional emails.

Transferring Data

If you use our services while residing outside the United Kingdom, please be aware that any personal data you provide may be transferred to, and processed in, the UK. We do so in accordance with applicable data protection laws and take reasonable steps to ensure that your information is treated securely and in line with this Privacy Policy.

Your Rights

All visitors or users of our services have the following rights with regard to their personal information:

The right to access the personal information that we have collected about you.
The right to request deletion of all or some of the personal information that we have collected on you.
The right to ask us to transmit your personal information that we have collected on you to another provider (where technically feasible).
The right to request amendment of any of the information that we have collected about you.
The right to withdraw consent to the processing of your data.
The right to request restriction of the processing of your data.
The right to lodge a complaint regarding our collection, sharing, and processing of data with competent authorities in the proper jurisdiction.
The right to stop receiving unwanted direct marketing.
The right to receive the personal information that we hold about you in a portable and, to the extent feasible, a readily usable format that allows you to transmit this information to another entity.

Exercising Your Rights

You may exercise the rights specified above by submitting a request to:

Mrs Jayne Beaumont
Managing Director
[email protected]
+44 (0)1223 655314
Cachet Cars Ltd
Suite 501, The Nexus Building
Letchworth, Herts SG6 9BL
United Kingdom
https://cachetcars.com

We will need to verify your identity prior to carrying out your request and may ask you to provide personal information to do so. We will respond to most consumer requests within 30 to 45 days of receipt, depending upon where you reside. However, some requests may take longer, and we will notify you in writing if we need more time to respond. We have the ability to deny your request(s) if certain exceptions in the law apply. If we do deny your request, we will provide you with the reasons for such denial.

Location of Data Processing

All data processing activities undertaken by us take place in the United Kingdom.

Data Protection Officer

Name: Jayne Beaumont
Email: [email protected]
Role: Data Protection Officer

Third-Party Websites

This Website or other communications from us may contain hyperlinks to websites operated by parties other than us. We provide such hyperlinks for your reference only. We do not control such websites and are not responsible for their contents or the privacy or other practices of such websites. It is up to you to read and fully understand their privacy policies. Our inclusion of hyperlinks does not imply any endorsement of the material on such websites or any association with their operators.

Questions

If you have any questions about this Privacy Policy, please contact us at [email protected].

Complaints – Information Commissioner’s Office (ICO)

If you have concerns about our handling of your personal data or believe we have not complied with your data protection rights, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues:

Website: https://ico.org.uk
Phone: 0303 123 1113

We encourage you to contact us first so we can address your concerns directly.

Copyright Notice

This Privacy Policy (including its text, structure, and layout) is protected under UK copyright law and is the property of Cachet Cars Ltd. Any unauthorised reproduction, distribution, or adaptation—whether in whole or in part—is strictly prohibited without our prior written permission. We reserve the right to pursue appropriate legal action against any party found to be infringing upon these rights.