Privacy Policy

Phoenix Taxis is committed to ensuring
that your privacy is protected

Privacy Policy

Phoenix Taxis respects your privacy and wants you to be confident that personal information held by our company is safe, secure and held only as long as is necessary.

Phoenix Taxis is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). This means that we have a duty of care towards the personal data that we collect and use.

We ask that you read this privacy policy carefully as it contains important information.  It explains who we are and how and why we collect, store, use and share personal information.  It also describes your rights in relation to your personal information and explains how to contact us and supervisory authorities in the event you have a complaint.

Who we are and our contact details:
Readypay Ltd trading as Phoenix Taxis. You can contact us by phone, email, or post.
Our postal address is:

Phoenix Taxis,
Albion Way,
Blyth,
NE24 5BW.
Our main email address is bookings@phoenixtaxisbl.co.uk
Our telephone number is 01670 540 222.

 

Phoenix Taxis has appointed DataCo International UK Limited to be its data protection officer. Their contact details are:

DataCo International UK Limited
Suite1
7th Floor
50 Broadway
London
SW1H 0BL
privacy@dataguard.co.uk
020 3695 6452

 

Data collected by us:
We collect the following information when provided to us:

Customers

  • Customer Name, address, telephone number and email address
  • Taxi booking information including the date & time, pickup location, and destination.
  • Payment information when not paying by cash or card in the vehicle with one of our drivers.

Drivers/ Personal Transport Assistants

  • Name, address telephone number and email address.
  • Payment information, licensing status, DBS, local authority badge information.
  • Vehicle Information including Insurance, registration, MOT and vehicle capabilities.
  • Journey information when carrying out a booking on behalf of Phoenix Taxis.

Staff

  • Name, address, telephone number and email address, NI Number.
  • Payment information
  • Next of Kin contact details

 

We collect your data when you:

  • Make a booking with us via telephone, mobile app, email, or our online booking portal.
  • Register on our mobile app as a customer (Android and iOS).
  • Apply for a Corporate Account.
  • Browse on our website.
  • Contact us via telephone, email, and social media or in person.
  • When you register or operate with us as a driver.
  • When you join us as Personal Transport Assistant.
  • Join the company as an employed member of staff.


How do we process your personal data?
All personal data relating to the booking of our services and products by telephone, app online or email are processed using our cloud-based computer software provided by “GPC Computer Software Limited”.

Drivers are also requested to upload any required documentation to the drivers portal on the cloud based software.

For full details of their privacy policies please visit:
https://www.autocab.com/driver-companion-privacy-policy

https://www.autocab.com/customer-due-diligence-privacy-policy


What Sensitive Data Do We Collect?

  • We will only collect the following information upon receiving specific authority to do so from individuals who have agreed to our terms & conditions and privacy policies.
  • Debit or credit card details (card number, expiry date, CVC and AVS)
  • DBS Checks for Drivers and PTA’s

How do we process your sensitive data?

Payment Data
All sensitive personal data relating to the payment of our services and products is processed using our cloud-based merchant providers “Judopay” and “Barclaycard”. Both Judopay and Barclaycard are PCI data security standard (PCI-DSS) level 1 compliant. This is the most stringent level of security certification available for card payments and ensures GDPR provision compliance (GDPR (EU) 2016/679).

For full details of their privacy policies and terms & conditions please visit:
https://www.judopay.com/legal/privacy-policy/

https://www.barclaycard.co.uk/content/dam/barclaycard/documents/business/help-and-support/BPS-Privacy-Notice-Short-Version_V3.pdf

 

Criminal Conviction Data – Drivers/PTA’s
We will only collect criminal conviction data where it is appropriate to do so, given the nature of your role, and where the law permits. This data will usually be collated when you have been refused a Hackney Carriage License or Education Permit stage.

We use criminal conviction data to determine your suitability, or your continued suitability for the role. We believe that the processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.

Please see the table at the end of this policy which details examples of how we use your personal data and our legal basis for processing.

 

Recorded phone calls:
Anyone who contacts Phoenix Taxis by telephone is notified that we record all conversations.

We record all phone calls to ensure that we can provide an accurate and reliable service to our customers and drivers. Calls are recorded using the Phantom system provided as part of “GPC Computer Software Limited”

Internet cookies
Like most websites, Phoenix Taxis’ website uses ‘cookies’. Cookies are small text files containing information about your browsing session, which are stored in your browser directory. We will always ask for consent on our website before using your cookies. You may refuse the use of cookies by selecting the appropriate settings on your browser.

We use cookies to improve your online experience, preferences, and user experience. We may also use cookies for marketing purposes from third-party partners such as Google and Facebook. These cookies allow us to display targeted Phoenix Taxis promotions to you on other websites.

Our website uses Google Analytics, a service which allows us to analyse user activity to improve the site. Google Analytics does not identify individual users or associate your IP address with any other data held by Google.

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.

 

Dash Cam Footage
Some of the vehicles that are used by drivers who work with Phoenix Taxis are fitted with internal and external Dash Cams.  These cameras are not operated by Phoenix Taxis and any data recorded is under the control of the vehicle owner, not Phoenix Taxis.  The vehicle owner is responsible for the footage under his or her control.

As part of their agreement with Phoenix Taxis, any driver who makes any use of dash cams are required to ensure that:

Within the relevant vehicle used, there is a clear sign indicating that CCTV is in operation; Inform any passengers of the presence of CCTV; and ensure that the CCTV hardware is not configured to record any audio.

 

Data provided to us by other sources:
We may also receive personal information indirectly, such as.

Relating to customers – when one person makes a reservation for a friend, family member or colleague or if your employer has a Corporate Priority Account. In such circumstances, we would expect that you would be aware that your data, such as name and journey details, had been provided to us. We also arrange to inform you of the origin of any data provided to us.

Relating to customers and others – on occasion, it is anticipated that a vehicle owner may provide Phoenix Taxis with CCTV footage with the single purpose of relaying such footage to the police or insurance providers.

Relating to drivers – where you have asked an insurance or training company to provide us with personal data or otherwise where you have agreed to our being provided with your personal data (such as part of our referral scheme).

How we use your personal information
Phoenix Taxis uses personal data that it obtains so that it can meet its business obligations to customers, drivers and regulatory authorities, provide a safe and efficient service, to make improvements and to undertake marketing activities and maintain internal records.

 

The reasons we are allowed to use personal data:
Where we collect and use your personal data, we do so under one of the lawful bases for doing so as provided by article 6 of the GDPR.

GDPR Article 6(1) permits us to use your personal data where it is necessary to fulfil a contract, the comply with legal obligations, where it is necessary for the purposes of the legitimate interests pursued by Phoenix Taxis (such as marketing activities) or by a third party, where it is necessary to do so due to it being in the vital interests of you or another or where you have given your consent for use of the data.

We use personal data where we need to do so in order to fulfil obligations to a contact to which the data subject is a party (or in order to take steps at the request of the data subject prior to entering into a contract), where are legally obliged to do so, where it is necessary for the purposes of the legitimate interests (provided those interests are not overridden by the interests or fundamental rights and freedoms of the data subject) and to protect the vital interests of someone (e.g. where there is risk to life).

With the explicit consent of certain data subjects, we hold and use personal details that allow us to directly market our services to them.  This consent can be withdrawn at any time.

Further information concerning how we use personal data and our lawful basis for doing so is described further in this policy.

 

Who we share your personal data with
All data that is collected, processed, and stored is secure and we do not share it with third parties.

For details on how GPC, Judopay & Barclaycard handle your data please visit the respective links above.

Upon lawful request from authorities, we are obliged to assist and share personal data.

For example, driver and journey information is provided to Northumberland County Council as part of our legal obligation to do so as a Taxi and Private Hire Operator. This legal obligation is a requirement of licence by Northumberland County Council Licensing Department.  For more information on how Northumberland County Council may use personal information provided to it, please visit www.northumberland.gov.uk.

 

Data Retention
We keep personal information of customers and drivers only for as long as it is reasonably necessary for us to do so.

For example:
We will retain your personal information if you are a customer with an active account with us, outstanding debt or have recently interacted with us.

We will retain personal information of drivers whilst they are trading with Phoenix Taxis. If a driver ceases trading with us, his or her personal details will be removed after 2 years as required by Northumberland County Council Licensing.  The driver’s journey details will remain on record for two years.

At the end of the relevant periods described above, we will delete or destroy your personal data though we may retain your personal data for longer where it is necessary for us to do so, for example in connection with a dispute or to evidence our compliance with relevant laws.

 

How we store your information & keep it secure
Our dispatch, booking, administration and management systems are cloud based.

We are committed to keeping your personal information safe. We’ve got physical, technical and administrative measures in place to prevent unauthorised access or use of your information and we ensure that we comply with our own internal security policies.

We also require that our suppliers protect such information from unauthorised access use and disclosure. We will also routinely refresh our information to ensure we keep it up-to-date.

Employees within our company who have access to your data have received training on Information Security and GDPR.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information

 

Your data protection rights.
Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Your right to withdraw consent – you have the right to withdraw your consent in relation to our processing of your personal data at any time.
  • Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at invoice.queries@phoenixtaxisbl.co.uk , Phoenix Taxis T/A Readypay Limited Northumberland Taxi, South Albion Retail Park, Blyth, Northumberland NE24 5BW or 01670 540 222 if you wish to make a request.

 

How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

 

Changes to this privacy notice
This privacy notice was published and last updated on 11/01/2024.

We may change this privacy notice from time to time, when we do we will inform you by updating our webpage and, if the update is of a significant nature directly by informing you verbally, by email or post.

 

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

Failure to Provide Data
If you fail to provide us with certain data, this may mean that we are unable to fulfil our requirements for entering into a contract with you. This could include being unable to operate under Phoenix Taxis and provide you with journeys to undertake or administer contractual benefits.

 

Do you need extra help?
If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).

 

How we use your data What data we use Legal basis for processing
To create a booking and provide you with passenger transport or delivery services Your contact details, vehicle requirements and location GDPR Article 6(1)(b)
In order to provide service to you, fulfil our contract with you or enter into contract
To apply for and open Corporate Priority Account (Business Credit Account) Your contact details, company details, third party credit rating information, banking details, user details GDPR Article 6(1)(b)
In order to provide service to you, fulfil our contract with you or enter into contract
To register you on our app Your email address, telephone number and password GDPR Article 6(1)(b)
In order to provide service to you, fulfil our contract with you or enter into contract
To take payment by card on our app Add payment details to your app ‘wallet’. Payment details via our payment service provider Judopay GDPR Article 6(1)(b)
In order to take payment and fulfil our contract with you
To communicate with you and provide journey updates such as booking confirmation, dispatch, driver arrival, receipts and invoices using push notifications via the app, SMS updates, calls and emails Contact details and booking information GDPR Article 6(1)(b)
In order to provide service to you, fulfil our contract with you or enter into contract. Legitimate interest to ensure the service we provide is relevant and improved
To notify you of changes to our service Contact details and booking information GDPR Article 6(1)(b)
In order to provide a service to you, fulfil our contract with you or enter into contract
To provide you with marketing information about services we believe may be of interest to you Contact details, booking information GDPR Article 6(1)(a) and
GDPR Article 6(1)(f)
You have given us consent.
The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
To provide data to public authorities where required CCTV, contact details, booking information, recorded phone calls GDPR Article 6(1)(c) &
GDPR Article 6(1)(d)
Processing of such personal data by Phoenix Taxis is necessary for compliance with a legal obligation to which Phoenix Taxis is subject.
For example, Phoenix Taxis is obliged to provide data to Northumberland County Council Licensing Department.
Phoenix Taxis may also be obliged to provide data to the police and other public authorities.
In certain circumstances, Phoenix Taxis may also provide personal information to a public authority (such as the emergency services) where doing so is necessary to protect the vital interests (e.g. a risk to life) of the data subject or another natural person.
We also use personal information to prevent use of our services by customers who have engaged in inappropriate/dangerous behaviour, non-payment and fraud. Contact details GDPR Article 6(1)(f)
We retain information about banned users to prevent the use of our services. The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and those of the drivers.  In these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We also use information to prevent matching of customers and drivers for whom there is a higher risk of conflict, due to previous complaints or other external factors.
Drivers:
How we use your data What data we use Legal basis for processing
To provide you with a journey to undertake Journey information, vehicle capabilities, route, fare GDPR Article 6(1)(c) &
GDPR Article 6(1)(d)
Processing of such personal data by Phoenix Taxis is necessary for compliance with a legal obligation to which Phoenix Taxis is subject.
For example, Phoenix Taxis is obliged to provide data to Northumberland County Council Licensing Department.
Phoenix Taxis may also be obliged to provide data to the police and other public authorities.
In certain circumstances, Phoenix Taxis may also provide personal information to a public authority (such as the emergency services) where doing so is necessary to protect the vital interests of the data subject or another natural person.
To ensure that your vehicle documentation is valid Vehicle insurance, Hackney Carriage/ Private Hire License, MOT, terms and conditions of contracts GDPR Article 6(1)(c)
Processing of such personal data by Phoenix Taxis is necessary for compliance with a legal obligation to which Phoenix Taxis is subject.
It is a legal obligation for an operator to record such data.
To ensure that driver documentation is valid Contact details, Hackney Carriage/ Private Hire License GDPR Article 6(1)(c)
Processing of such personal data by Phoenix Taxis is necessary for compliance with a legal obligation to which Phoenix Taxis is subject.
It is a legal obligation for taxi and private hire operator to record such data.
To make decisions about the business using statistical analysis within decision support systems Driver working hours, driver earnings, journeys undertaken GDPR Article 6(1)(f)
The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We believe that Phoenix Taxis has a legitimate interest to record and consider data that will help it assess, maintain and improve the service we provide.  We understand that the data subjects involved anticipate our recording and use of such data as it forms part of our routine practice.
To consider and respond appropriately to any claim or complaint directed to the company relating to the conduct of drivers holding out to be operating under the Phoenix Taxis name Hackney Carriage journeys undertaken from taxi ranks or by being hailed GDPR Article 6(1)(f)
The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We believe that it is a legitimate interest of Phoenix Taxis to take record and use data in a manner that will help protect the business, by means of its reputation and brand.  We understand that the data subjects involved are aware of our recording and using their data as it is our standard practice.
To comply with a commercial contract terms and conditions Contact details, Hackney Carriage/ Private Hire License GDPR Article 6(1)(b) &
GDPR Article 6(1)(f)
We use personal data where we need to do so in order to fulfil obligations to a contract to which the data subject is a party (or in order to take steps at the request of the data subject prior to entering into a contract.
The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We also believe that it is necessary for Phoenix Taxis to hold and use such information for the purposes of our pursuing our legitimate interests, i.e. for the purposes of running our business and to maintain and improve service levels. We understand that the data subjects know that we store and use such data as part of our routine practices.
To comply with HMRC retention of accounting records Journey details carried out on an account basis GDPR Article 6(1)(c)
Processing of such personal data by Phoenix Taxis is necessary for compliance with a legal obligation to which Phoenix Taxis is subject.
Communicate with you to provide journey updates, company information, contract terms and conditions and other factors that could affect your work Contact details GDPR Article 6(1)(b) &
GDPR Article 6(1)(f)
We use personal data where we need to do so in order to fulfil obligations to a contract to which the data subject is a party (or in order to take steps at the request of the data subject prior to entering into a contract.
In order to provide a service to you.
The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We also believe that it is necessary for Phoenix Taxis to hold and use such information for the purposes of our pursuing our legitimate interests, i.e. so that we can communicate with you for the purposes of running our business and to maintain and improve our service.  We understand that the data subjects know that we store and use such data as part of our routine practices.
To deal with legal claims against                        Phoenix Taxis Vehicle details, contact details, GDPR Article 6(1)(f)
The processing of such data is necessary for the purposes of Phoenix Taxis’ legitimate interests and, in these circumstances, we do not believe that those interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We believe that it is a legitimate interest of Phoenix Taxis to take record and use data in a manner that will help protect the business, by means of its reputation and brand.  We understand that the data subjects involved are aware of our recording and using their data as it is our standard practice.