Privacy Policy

1. About this Privacy Policy

This Privacy Policy explains how Executive Line Chauffeurs, and where applicable the operating entity behind the DriverNet, collects, uses, stores, shares and otherwise processes personal data through the DriverNet, related driver onboarding portals, driver document submission systems and connected business administration tools.

It is intended for drivers, owner-drivers, self-employed chauffeurs, employed chauffeurs, contractors, sub-contractors and any other individual who uses the DriverNet or who provides data in order to be considered for driver onboarding, compliance review, booking allocation or payment administration.

2. Controller & Contact Details

For the purposes of UK data protection law, Executive Line Chauffeurs is the controller of personal data processed through the Driver App and related driver management systems, except where another identified group company or service provider acts as an independent controller for its own purposes.

Drivers may also contact the company using the website contact routes for privacy-related queries, subject access requests, correction requests or complaints.

3. Legal & Regulatory Framework

This policy is intended to operate in line with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK laws concerning lawful, fair and transparent processing, data security, record retention and the rights of data subjects.

Because the Driver App may require collection of identity documents, licensing data, National Insurance numbers, bank details, location data and police clearance information, the company applies enhanced handling requirements to higher-risk categories of data and expects its staff and processors to do the same.

4. Personal Data Collected

Executive Line Chauffeurs may collect and process the following categories of personal data:

5. Sources of Personal Data

Personal data may be obtained from:

• Directly from the driver during account creation, onboarding, document upload or app use
• Internal staff who review onboarding submissions
• Approved third-party processors (cloud hosting, payment service providers)
• Corporate or travel partner booking systems
• Vehicle documentation supplied by operators
• Fraud prevention checks
• Lawful requests from regulators, police, insurers or courts

6. Purposes of Processing

Driver personal data is processed for the following purposes:

• Creating, verifying and administering driver accounts and access rights
• Validating identity, eligibility, licensing, insurance and compliance status
• Assessing onboarding applications and maintaining lawful driver records
• Allocating bookings, monitoring acceptance and supporting dispatch
• Providing passenger-facing information necessary to fulfil a booking
• Supporting navigation, routing, incident handling, customer support and service quality assurance
• Calculating, processing and reconciling driver payments, fees and remittances
• Detecting, preventing and investigating fraud, misuse and security breaches
• Maintaining business records, audit trails, complaints files and legal defence records
• Complying with legal, regulatory, tax, licensing and law-enforcement obligations
• Improving app performance and maintaining platform security
• Contacting drivers with important service notices, policy updates and compliance reminders

7. Lawful Bases for Processing

Depending on the activity, the company may rely on one or more of the following lawful bases:

• Contract: Performance of a contract or steps taken at the driver's request before entering into a contract
• Legal obligation: Compliance with transport, tax, payroll, right-to-work, anti-fraud, insurance, data protection and licensing obligations
• Legitimate interests: Safe and efficient dispatch, identity verification, fraud prevention, account security, payment administration and operational monitoring
• Consent: Where specifically requested for optional permissions or specific categories of marketing communication

8. Criminal Offence Data & Police Clearance Information

Where the app or onboarding workflow collects a police clearance certificate or other criminal-record-related information, that information is treated as higher-risk data. Access is limited to staff or processors with a genuine need to know, storage systems are restricted using appropriate permissions, and retention is no longer than reasonably necessary for the purpose for which the document was collected.

Such information is only collected where the company has a lawful basis and a legitimate operational reason, such as safety-sensitive onboarding or contractual compliance requirements.

9. Special Category & Identity Document Handling

Because the Driver App workflow may include storage of identity cards, licence images and similar proofs of identity, Executive Line Chauffeurs treats document handling as a heightened-risk activity. Identity documents are not exposed publicly, indexed in unsecured media folders or retained in general-purpose systems without access controls. Access is role-based and documents are processed only by authorised personnel and processors acting under confidentiality and data security obligations.

10. Location Data & Trip Monitoring

When the Driver App collects or processes location information in connection with dispatch, trip management, estimated arrival calculations, safety, insurance or dispute resolution, Executive Line Chauffeurs may use such data to monitor route progress, verify attendance, investigate service issues, evidence pickup or drop-off events, and support complaints or accident handling.

Drivers are informed through the app permissions flow and/or operational notices that location data may be processed in connection with live booking activity and related business functions.

11. Payment & Financial Administration

Where bank account details, sort code data or related payment information are collected, Executive Line Chauffeurs uses this data to process driver payments, reconcile accounts, maintain accounting records, respond to finance queries, prevent fraud and support tax or payroll administration. Bank and payment details are accessed only by finance staff or other authorised personnel who require that information for lawful business administration.

12. Sharing Personal Data

Executive Line Chauffeurs may share driver personal data where reasonably necessary with:

• Customers and passengers, where limited booking fulfilment data is needed
• Corporate clients, booking partners or travel management intermediaries
• Payment service providers, accountants, payroll providers and banks
• Cloud hosting, software, mapping, messaging, document storage and technical support providers
• Insurers, claims handlers, roadside assistance providers or legal advisers
• Regulators, police, courts, licensing bodies or other competent authorities where legally required

The company does not sell driver personal data. Any sharing is limited to what is relevant and proportionate for the relevant purpose.

13. International Transfers

Where any processing or storage takes place outside the United Kingdom, Executive Line Chauffeurs implements appropriate transfer safeguards where legally required. Such safeguards may include standard contractual clauses, adequacy decisions or other lawful transfer mechanisms, together with risk-based technical and organisational security measures.

14. Data Retention

Personal data is kept for as long as reasonably necessary for the purpose for which it was collected, for operational continuity, legal and regulatory recordkeeping, complaint handling, accounting and tax requirements, or to establish, exercise or defend legal claims. Different categories of data may be retained for different periods.

As a general rule, identity, payment, compliance and booking records may need to be retained for a number of years after the end of a driver relationship. Documents that are no longer required are securely deleted, anonymised or archived under restricted access arrangements.

15. Data Security Measures

Appropriate technical and organisational security measures are used to protect personal data, including:

• Document access controls and role-based permissions
• Strong passwords and authentication mechanisms
• Encryption in transit where feasible
• Anti-malware, logging, backup and recovery arrangements
• Staff confidentiality expectations and processor due diligence
• Secure development and hosting practices

For particularly sensitive fields such as National Insurance numbers, bank account data or police clearance documents, stronger storage restrictions and tighter staff access controls are applied.

16. Driver Rights

Subject to the limits and conditions of data protection law, drivers may have rights to:

• Request access to their personal data
• Request rectification of inaccurate data
• Request erasure in certain circumstances
• Request restriction of processing
• Object to certain types of processing
• Data portability in some cases
• Complain to the Information Commissioner's Office

Requests should be directed to Executive Line Chauffeurs using the published contact routes. The company may request reasonable evidence of identity before actioning a request.

17. Automated Decision-Making

If Executive Line Chauffeurs uses automated tools to support fraud detection, account security, booking-risk analysis, document screening or similar internal workflows, the company ensures that significant decisions with legal or similarly substantial effect are not taken solely by automated means unless permitted by law and accompanied by appropriate safeguards.

18. Cookies, Analytics & Linked Services

If the Driver App or related onboarding pages use analytics, crash reporting, mapping SDKs, messaging services or linked websites, personal data may also be processed by those providers in accordance with their own legal terms and privacy notices. Drivers are informed where third-party services are embedded and where app permissions such as camera, file upload, push notifications or location access are used.

19. Changes to this Policy

Executive Line Chauffeurs may update this Privacy Policy from time to time to reflect operational changes, legal requirements, app feature changes or processor updates. The latest version is made available in the app, on the company website or through another appropriate communication channel.

20. Contact & Complaints