What data do we collect ?
Personal Data we collect is limited to what is necessary to conduct travel bookings and includes name, date of booking, mailing address, contact telephone numbers, email address, contact preferences, details to EPIC Travels systems.
1. Information we collect
We may collect information about you in a variety of ways, including:
- Personal Data: When you book a journey via our 4-step online booking form, contact us via email, WhatsApp, or phone, we collect details such as:
- Full name
- Contact information (email address, telephone number, WhatsApp contact)
- Journey details (pickup/drop-off locations, flight numbers for live tracking, dates, and times)
- Passenger count and special requirements (e.g., child car seats, special assistance)
- Payment Data: Financial data necessary to process your payments (such as credit/debit card details, bank transfer info, or PayPal information). Please note that online card or PayPal transactions are processed securely through third-party payment gateways, and we do not store full payment card details on our servers.
- Automatically Collected Data: Information your browser automatically sends whenever you visit our website, including your IP address, browser type, device details, operating system, and pages visited.
2. how we use your information
Having accurate information permits us to provide you with a smooth, efficient, and safe experience. Specifically, we use your data to:
Process and confirm your bookings and send you official booking confirmations and driver updates.
Coordinate live flight tracking to monitor flight delays and adjust pickup times accordingly.
Communicate with you regarding your travel arrangements via phone, email, or WhatsApp.
Process payments, deposits, and issue invoices or receipts.
Fulfill local authority and school transport contracts (in partnership with Kirklees Council).
Improve our website functionality, customer service, and overall user experience.
3. Disclosure of your information
We do not sell, trade, or rent your personal identification information to others. We may share information only in the following circumstances:
With Our Drivers: Necessary passenger details (name, contact number, pickup/drop-off points) are shared with our assigned licensed drivers to execute your transport service.
Legal & Regulatory Obligations: We may disclose your information if required to do so by law, or in response to valid requests by public authorities (e.g., Kirklees Council licensing, police, or tax authorities).
4. security of your information
We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
5. Data retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. For tax and legal reasons, basic customer and booking records are typically kept for a standard statutory period.
6. your Data protection rights
Under data protection laws, 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 or 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.
7. contact us
If you have questions, comments, or requests regarding this Privacy Policy, please contact us at:
Company Name: Epic Travels Ltd (Licensed under Kirklees Council: OP01120)
Registered Office Address: C/O Sah Associates, 40 Wakefield Road, Dewsbury, West Yorkshire, England, WF12 8AT
Email: bookings@epictravels.co.uk
Phone: 01924 668383