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TALLY HO! COACHES LIMITED           

                         

PRIVACY POLICY

 

1. Introduction

 

1.1 We are committed to safeguarding the privacy of all our customers and employees.

 

1.2 This policy applies where we are acting as a data controller and processor with respect to the personal data of customers and employees; in other words, where we determine the purposes and means for processing personal data.

 

1.3 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of services, we may ask you to consent to our use of cookies when you first visit our website.

 

1.4 Our website incorporates privacy controls which affect how we will process your personal data. However, we do not produce nor supply direct marketing communications and without a need for republication of your personal information.

 

1.5 In this policy, "we", "us" and "our" refer to Tally Ho! Coaches Limited. For more information about us, see Section 10.

 

2. How we use your personal data

 

2.1 In this Section 2 we have set out:

 

(a) the general categories of personal data that we may process;

 

(b) the purposes for which we may process personal data; and

 

(c) the legal bases of the processing.

 

2.2 We may need to process information relating to a bus service enquiry and/or bus pass application; bus pass data. The data may include your name, email address, phone number, signature, home address and the pass holder’s name(s). This data will be used for the purposes of processing the pass holder’s bus pass application and record keeping. The legal basis for processing this data is a legitimate and contractual requirement, necessary to fulfil our obligation or contractual agreement. The submission of an application form for a minor signifies confirmation that the child (under18) is party to the contract. You can request to receive an application form for the next academic year, however you are required to ‘opt in’ by checking the tick box provided on the application form. Consent can be withdrawn at any time by issuing written notice to info@tallyhocoaches.co.uk

 

2.3 We may process information relating to your account; account data. The account data may include your name, email address, phone number, work/home address. The source of the account data is either yourself or your employer. This data may be used for the purposes of arranging and confirming coach hire and on-going communication with you. The legal basis for processing this data is a legitimate and contractual requirement, necessary to fulfil our obligation or contractual agreement.

 

2.4 We may process information contained in any enquiry submitted to us by email, telephone or web enquiry; enquiry data. The enquiry data will be processed solely for the purposes of providing a quotation or processing a job application. The legal basis for processing this data is a legitimate and contractual requirement, necessary to fulfil our obligation or contractual agreement.

 

2.5 We may process information for the purposes of maintaining customer relations, including customer contact information; customer relationship data. The customer relationship data may include your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is yourself or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting relevant products and services to customers. The legal basis for processing this data is a legitimate and contractual requirement, necessary to fulfil our obligation or contractual agreement.

 

2.6 We may process information relating to financial transactions, namely the purchasing of services that you enter into with us; transaction data. The transaction data may include your contact details, your card/ payment details, signature and other transactional information necessary to complete the transaction. The transaction data may be processed for the purpose of supplying the purchased services and keeping a record of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely the proper administration of our business.

 

2.7 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters; notification data. The notification data may be processed for the purposes of sending you relevant notifications such as bus pass renewals or an enhancement to your service. The legal basis for processing this data is a legitimate and contractual requirement, necessary to fulfil our obligation or contractual agreement. Notifications will be proportionate and relevant to the purchased service(s). Consent can be withdrawn at any time by issuing written notice to info@tallyhocoaches.co.uk (You will not receive notifications on bus pass renewals unless you specifically choose to do so).

 

2.8 We may process information contained in or relating to any communication that you send to us; correspondence data. The correspondence data may include the communication content associated with the communication. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for processing this data is a legitimate interest necessary to fulfil our obligation and/or contract; namely the proper administration of our business and communications with users.

 

2.9 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

 

2.10 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

 

2.11 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

 

2.12 Please do not supply any other person's personal data to us, unless we specifically request you to do so, e.g. a child’s bus pass information.

 

2.13 We may process employee information when conducting driver licence and DBS checks; employee data. This data relates to the employee’s certification or qualification to undertake their role within the company. The licence checks are conducted via the gov.uk website and are for the purposes of administration and compliance. The legal basis for processing this data is our legal obligation to undertake such safety checks; namely the proper administration of our business. The DBS checks are conducted via a local authority and are for the purposes of administration and compliance to contractual conditions. The legal basis for processing this data is a legitimate and contractual requirement necessary to fulfil our obligation and/or contract.

 

2.14 The personal data we are likely to request to provide any service would be, and not limited to: Name, email address, home address, phone number, job title, signature, and names of passenger(s).

 

3. Providing your personal data to others

3.1 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for processing this data would be our legal obligation.

3.2 We may disclose some enquiry data to a subcontractor in the event that one is required, however, the data will be limited to date, time, location and number of passengers. The legal basis for processing this data is a legitimate and contractual requirement necessary to fulfil our obligation and/or contract.

3.3 In future, financial transactions relating to our website and services may be handled by a payment service provider. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. The legal basis for processing this data is a legitimate and contractual requirement necessary to fulfil our obligation and/or contract.

 

4. Retaining and deleting personal data

 

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

4.1 This Section 4 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

 

4.2 Personal data that we process for any purpose(s) shall not be kept for longer than is necessary for that purpose(s).

 

4.3 We will retain your personal data as follows:

 

(a) Buss Pass Data will be retained for a minimum period of 12 months following receipt of application or renewal and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

(b) Account Data will be retained for a minimum period of 12 months following point of enquiry or renewal and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

(c) Enquiry Data will be retained for a minimum period of 12 months following enquiry and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

(d) Customer Relationship Data will be retained for a minimum period of 12 months following the establishment of a client credit account and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

(e) Transaction Data will be retained solely for the purpose of processing a specific transaction and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

(f) Notification Data will be retained for a minimum period of 12 months following the establishment of a client credit account and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

(g) Correspondence Data will be retained for a minimum period of 12 months following the establishment of a client credit account and only for as long as required by us to provide you with the services you have requested, fulfil our contractual obligations and to comply with other law, including for the period demanded by our tax authorities, or to support a claim or defence in court in the future.

 

4.4 Notwithstanding the other provisions of this Section 4, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we may be subject to, or in order to protect your vital interests or the vital interests of another natural person.

 

5. Amendments

 

5.1 We may update this policy from time to time by publishing a new version on our website and updating our terms and conditions.

 

5.2 You should check this page/policy periodically to ensure that you are satisfied with any changes.

 

5.3 We may notify you of changes to this policy by email.

 

6. Your rights

 

6.1 In this Section 6, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

 

6.2 Your principal rights under data protection law are:

 

(a) the right to access;

 

(b) the right to rectification;

 

(c) the right to erasure;

 

(d) the right to restrict processing;

 

(e) the right to object to processing;

 

(f) the right to data portability;

 

(g) the right to complain to a supervisory authority; and

 

(h) the right to withdraw consent.

 

6.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

 

6.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

 

6.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to legitimate or contractual-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

 

6.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

 

6.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

 

6.8 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

 

6.10 To the extent that the legal basis for our processing of your personal data is:

(a) consent; or

 

(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

 

and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

 

6.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

 

6.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

 

6.13 You may exercise any of your rights in relation to your personal data by written notice to us.

 

7. About cookies

 

7.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

 

7.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

 

7.3 Cookies do not typically contain any information that personally identifies a user, and we do not store personal information obtained from cookies. Information may be linked to the information stored in and obtained from cookies.

 

8. Cookies that we use

 

8.1 We use cookies for the following purposes:

 

(a) authentication - we use cookies to identify you when you visit our website and as you navigate our website; identify cookies.

 

(b) status - we use cookies to help us to determine if you are logged into our website; identify cookies.

 

(c) analysis - we use cookies to help us to analyse the use and performance of our website and services; identify cookies.

 

(d) cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally; identify cookies.

 

9. Managing cookies

 

9.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links: 

(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox); 

(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

 

(e) https://support.apple.com/kb/PH21411 (Safari); and

 

(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

 

9.2 Blocking all cookies will have a negative impact upon the usability of many websites.

 

9.3 If you block cookies, you will not be able to use all the features on our website.

 

10.    Our details

 

10.1 This website/ policy is owned and operated by Tally Ho! Coaches Limited.

 

10.2 We are registered in England and Wales under registration number 5040510 and our registered office is at 7 Station Yard Industrial Estate, Kingsbridge, Devon, TQ7 1ES.

 

10.3 Our principal place of business is at 7 Station Yard Industrial Estate, Kingsbridge, Devon, TQ7 1ES.

 

 

10.4 You can contact us:

 

(a) by post, to the postal address given above;

 

(b) by telephone, on the contact number 01548 853081

 

(c) by email, using the email address : holidays@tallyhocoaches.co.uk

 

 

11.    Removal of your information

 

11.1 If you wish us to remove personally identifiable information from our database you may contact us at info@tallyhocoaches.co.uk

 

12.    Credit

 

12.1 This document was created using the GDPR guidelines set out by the Information Commissioners Office (ICO) and with reference to SEQ Legal. https://seqlegal.com

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