At Coach Hire Network, we are committed to protecting your privacy and handling your personal data with transparency, care and respect. This Privacy Policy explains what information we collect, why we collect it, how we use it, and the rights you have under UK data protection law, including the UK GDPR and the Data Protection Act 2018.
By using our website (https://new.coachhirenetwork.co.uk), submitting a quote request or booking transport through us, you agree to this Privacy Policy.
1. Who We Are
Coach Hire Network ("we", "us", "our") provides national coach, minibus and chauffeur‑driven vehicle hire by connecting customers with trusted, vetted transport operators across the UK.
We act as:
- Data Controller for personal data you provide directly to us (e.g. your name, email, phone number, journey details).
- Data Processor & Controller (mixed) when facilitating bookings with transport partners.
If you have questions about this policy, you can contact our Data Protection Lead at:
2. Personal Data We Collect
We only collect information necessary to provide quotes, manage bookings and deliver our services.
A. Information you provide to us
- Name
- Email address
- Phone number
- Pick‑up & drop‑off locations
- Dates and times of travel
- Passenger numbers
- Vehicle preferences (minibus size, coach type, spec level)
- Accessibility or special requests
- Company or organisation name (if applicable)
- Payment details (processed securely through payment providers)
B. Information collected automatically
When you visit our website, we may collect:
- IP address
- Device type & browser type
- Pages viewed & time spent on the site
- Cookies (see Section 10)
C. Information from third parties
- Transport operators providing booking confirmations or updates
- Payment processors
- Review or feedback platforms (where you leave a public review)
We do not buy data from external sources.
3. How We Use Your Personal Data
We use your information to:
A. Provide quotes & manage bookings
- Produce accurate transport quotes
- Communicate with you about your enquiry
- Allocate your booking to a suitable operator
- Provide confirmations, updates and driver details
B. Improve our services
- Measure website performance and user behaviour
- Improve customer experience and service efficiency
C. Legal, compliance & protection
- Prevent fraud or misuse
- Maintain accurate financial and booking records
- Comply with legal obligations (e.g. HMRC)
We do not sell your personal data.
4. Sharing Your Personal Data
We only share data when necessary to deliver your booking or comply with UK law.
We may share your information with:
A. UK Transport Operators
To fulfil your booking, we share:
- Your name and contact details
- Journey itinerary
- Passenger numbers
- Special requirements
We only work with vetted, professional operators who comply with UK data protection rules.
B. Secure third‑party service providers
Such as:
- Payment processors
- Email/SMS communication platforms
- Website analytics tools (e.g. Google Analytics)
- CRM or booking management tools
C. Legal or regulatory authorities
If required to do so by law.
We never sell or rent your personal data to third parties.
5. Legal Basis for Processing
Under UK GDPR, we process your data based on:
- Contract — to provide quotes, bookings and customer support
- Legitimate Interest — to improve our website, prevent fraud, ensure network reliability
- Consent — for cookie usage or optional marketing communications
- Legal Obligation — for tax, accounting or regulatory compliance
6. How Long We Keep Your Data
We retain personal data only as long as needed:
- Quote requests: up to 12 months
- Bookings & invoices: up to 7 years (legal requirement)
- Marketing communications: until you opt out
- Cookies: see Section 10
Data no longer required is securely deleted or anonymised.
7. Your Rights Under UK GDPR
You have the right to:
- Access your personal data
- Correct inaccurate information
- Delete your data ("right to be forgotten")
- Restrict processing
- Object to marketing
- Move/transfer your data ("data portability")
- Withdraw consent at any time
To exercise your rights, email: info@coachhirenetwork.co.uk
We will respond within 30 days.
8. Marketing Preferences
We may send helpful updates or offers only if you opt‑in.
You can unsubscribe at any time by clicking the opt‑out link in any email or contacting us directly.
We never spam.
9. How We Keep Your Data Secure
We use technical and organisational measures to protect your data, including:
- Encrypted storage and transmission
- Secure UK or GDPR‑compliant hosting
- Access controls and password protection
- Staff training on data protection
- Logged access to sensitive information
No system can be 100% secure, but we take strong precautions to protect your data.
10. Cookies & Tracking
We use cookies to:
- Keep the website functioning correctly
- Analyse site performance
- Improve user experience
- Personalise content and journey suggestions
You can manage or disable cookies via your browser at any time.
A full Cookie Policy is available on our website.
11. Links to External Websites
Our website may link to external transport operators, event venues or travel information.
We are not responsible for the privacy practices of these websites.
12. Children's Data
Our services are not directed at children under 16.
Any data relating to school trips is provided only by teachers, staff or authorised adults.
13. International Data Transfers
We primarily store all data in the UK or EEA.
If we use third‑party tools outside the UK/EEA, these providers must meet UK GDPR adequacy standards (e.g. Standard Contractual Clauses).
14. Updates to This Policy
We may update this privacy policy to reflect:
- Legal changes
- Improvements to our services
- Updates in how we process your data