Privacy policy
How BRZ Chauffeurs LTD collects, uses, shares and protects your personal data, under UK data protection law and the record-keeping rules for London private hire operators.
Effective 19 October 2026. BRZ Chauffeurs LTD, company number 17434457.
1. Who we are
1.1 This policy explains how BRZ Chauffeurs LTD collects, uses, shares and protects personal data when you book or travel with us, work with us, or use our website. It is written to meet the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR), and the record-keeping duties placed on London private hire operators by the Private Hire Vehicles (London) Act 1998 and the regulations made under it.
1.2 BRZ Chauffeurs LTD is the data controller for the personal data described in this policy. This means we decide why and how your data is used and we are responsible for protecting it.
| Detail | |
|---|---|
| Legal name | BRZ Chauffeurs LTD |
| Company number | 17434457 (registered in England and Wales) |
| Registered office | 45 Russell Road, London E16 3QT |
| Telephone and WhatsApp | 020 3837 0075 (+44 20 3837 0075) |
| info@brzchauffeurs.co.uk | |
| ICO registration number | Will be shown here once issued |
| TfL private hire operator licence | Will be shown here once issued |
1.3 We are not required to appoint a Data Protection Officer. Questions about this policy or your data should be sent to info@brzchauffeurs.co.uk, marked “Data Protection”.
2. The personal data we collect
2.1 We collect only what we need to take and fulfil your booking, meet our legal duties as a London private hire operator, and run our business.
2.2 Customers, bookers and passengers
- Identity and contact details: name of the person booking and of the lead passenger (if different), phone number, email address, WhatsApp number and billing address.
- Booking details: date and time the booking was made, requested pick-up date and time, pick-up address, main destination and any stops, flight or train number, number of passengers and luggage, vehicle class chosen (Executive Saloon, First Class Saloon, Executive MPV or First Class SUV), the agreed fare or estimate, and special requests such as a child seat or meet-and-greet sign.
- Journey records: the name of the staff member who took the booking and who dispatched the vehicle, the private hire driver licence number of your chauffeur, the vehicle registration, waiting time and any extra charges.
- Payment details: payment method, transaction reference, invoices and refunds. Card numbers are handled by our payment provider; we do not store full card details.
- Communications: emails, WhatsApp messages, call notes and, if we record booking calls, those recordings.
- Complaints and lost property: details of any complaint you make, and descriptions of items left in our vehicles.
- Accessibility or health information: only if you choose to tell us (for example, that a passenger uses a wheelchair or needs assistance), so we can provide a suitable vehicle and service.
2.3 Corporate clients: the name, job title and contact details of the people who book and authorise travel, plus account and invoicing details.
2.4 Chauffeurs, booking and dispatch staff, and job applicants
- Name, date of birth, address, contact details, National Insurance number, right-to-work documents and bank details for payment.
- Private hire driver licence number and expiry, DVLA driving licence details, and vehicle licence, MOT and insurance documents.
- Criminal record (DBS) information. All chauffeurs are DBS-checked before joining, and booking and dispatch staff must hold a basic DBS check. We record the certificate reference number and date, not a copy of the certificate.
- Training records, work schedules, performance and any complaints about service.
2.5 Website visitors: IP address, browser and device type, pages viewed and information from cookies (see section 7), plus anything you enter in our booking or contact forms.
2.6 Vehicle cameras: if a vehicle is fitted with a dash camera or in-car CCTV, a notice is displayed inside the vehicle. Images and/or audio are recorded only for safety, crime prevention and to resolve incidents or claims.
3. How we use your data and our lawful bases
3.1 Under Article 6 of the UK GDPR we must have a lawful basis for each use of personal data. The table below sets out what we do and why.
| What we use the data for | Lawful basis |
|---|---|
| Taking, confirming, dispatching and completing your booking; sending booking confirmations with driver and vehicle details; flight and train monitoring | Contract |
| Keeping booking, driver, vehicle, staff register, complaints and lost property records as required by the Private Hire Vehicles (London) Act 1998 and the Private Hire Vehicles (London) (Operators’ Licences) Regulations 2000, and producing them to TfL or the police on request | Legal obligation |
| Taking payment, issuing invoices and refunds under our cancellation policy, and keeping accounts for HMRC | Contract and legal obligation |
| Handling complaints and returning lost property | Legal obligation and legitimate interests |
| Checking chauffeurs’ and booking and dispatch staff’s licences, right to work and DBS status | Legal obligation |
| Contacting you about delays, changes or waiting time | Contract |
| Service improvement, customer feedback, fraud prevention, safety and defending legal claims | Legitimate interests |
| Dash camera or in-car CCTV footage | Legitimate interests (passenger and driver safety, crime prevention) |
| Sending marketing emails or messages about our services | Consent, or for existing customers the “soft opt-in” under PECR. You can opt out at any time. |
| Non-essential website cookies | Consent |
3.2 Special category and criminal offence data. Accessibility or health information is used only with your explicit consent, or where needed to protect someone’s vital interests. DBS and criminal record information about chauffeurs and staff is processed under Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018, because TfL licensing rules and safeguarding duties require it. We keep an appropriate policy document for this processing.
3.3 Automated decisions. We do not make decisions about you based solely on automated processing.
3.4 If you do not provide data. Some details are required by law for every booking, such as the passenger’s name, pick-up address and main destination. If you do not provide them, we cannot accept the booking.
4. Who we share your data with
4.1 We never sell your personal data. We share it only where needed:
- Your chauffeur: the passenger’s name, phone number, pick-up and destination details and any special requests, so the journey can be completed.
- Transport for London (TfL) and the police: TfL licensing and compliance officers and police constables can require us to produce booking, driver, vehicle, staff and complaints records. We must comply.
- Other licensed private hire operators: only if we sub-contract a booking, in which case we will tell you the name of the operator who will carry it out.
- Service providers acting for us: booking and dispatch software, payment processors, website hosting, email and telephone providers (including WhatsApp), IT support and our accountants. They act on our instructions under written contracts.
- Insurers, solicitors and loss adjusters: where there is an accident, incident or claim.
- HMRC and other authorities: where the law requires it, or to prevent or detect crime.
- Your employer: for corporate bookings, journey and invoice details are shared with the company account holder.
- A buyer of our business: if BRZ Chauffeurs LTD is sold or restructured, under appropriate confidentiality.
5. International transfers
5.1 We store and process data in the UK wherever possible. Some service providers (for example email, cloud storage, payment or messaging services) may process data outside the UK. When this happens, we make sure the transfer is protected by UK adequacy regulations, the ICO’s International Data Transfer Agreement or Addendum, or another safeguard permitted by UK data protection law. You can ask us for details.
6. How long we keep your data
6.1 We keep data only as long as necessary. TfL’s minimum periods are a legal floor; tax law requires some records for longer.
| Record | How long we keep it | Why |
|---|---|---|
| Booking records and any recorded booking calls | 12 months from the date the booking was accepted | TfL operator regulations |
| Complaints records | 12 months from the date entered (longer if a claim is open) | TfL operator regulations |
| Lost property records | 12 months from the date entered | TfL operator regulations |
| Lost property items | 30 days, then disposed of | Our lost property policy |
| Chauffeur and vehicle records | 12 months after the chauffeur or vehicle stops working with us | TfL operator regulations |
| Register of booking and dispatch staff | 12 months after the person stops taking bookings or dispatching | TfL operator regulations |
| DBS certificates | Not kept: we record the reference number and date, then return the certificate | DBS and TfL guidance |
| Invoices, payments and accounting records | 6 years from the end of the financial year | HMRC and Companies Act 2006 |
| Employment and payroll records | 6 years after employment ends | HMRC and limitation periods |
| Unsuccessful job applications | Up to 12 months | Resolving recruitment disputes |
| Dash camera or CCTV footage | Overwritten within 31 days unless needed for an incident or claim | Legitimate interests |
| Marketing preferences | Until you opt out (we keep a suppression record so we do not contact you again) | Consent and PECR |
| Website analytics | As set out in our cookie settings, normally no more than 26 months | Consent |
6.2 Where an incident, complaint or legal claim is ongoing, we may keep relevant records until it is fully resolved.
7. Security, cookies and children
7.1 Security. Records are held at our licensed operating centre and in secure, password-protected systems with access limited to authorised staff. Booking records cannot be altered after the journey without a logged change. Staff who handle bookings are trained in data protection. If a data breach is likely to put your rights at risk, we will report it to the ICO within 72 hours and tell you without undue delay where required.
7.2 Cookies. Our website uses essential cookies so the site and booking forms work. We use analytics or marketing cookies only if you accept them through our cookie banner, and you can change your choice at any time.
7.3 Children. We do not knowingly collect data directly from children. Bookings for passengers under 18 must be made by a parent, guardian or responsible adult.
8. Your rights
8.1 Under UK data protection law you have the right to:
- Access a copy of your personal data.
- Rectification of inaccurate or incomplete data.
- Erasure, where we no longer need the data. We cannot delete records TfL or HMRC require us to keep until the legal period ends.
- Restrict our use of your data in certain circumstances.
- Object to processing based on legitimate interests, and to direct marketing at any time.
- Data portability for data you gave us under contract or consent.
- Withdraw consent at any time, without affecting earlier processing.
8.2 To use any of these rights, contact info@brzchauffeurs.co.uk or call 020 3837 0075. We may ask for proof of identity. We will respond within one month, which can be extended by two months for complex requests. There is normally no charge.
9. Complaints
9.1 If you are unhappy with how we have handled your data, please contact us first. We will acknowledge your complaint within 30 days and investigate it.
9.2 You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
10. Changes to this policy
10.1 We will update this policy when our services, systems or the law change, including when our TfL operator licence is granted. The effective date at the top shows when it was last updated. Significant changes will be highlighted on our website.
10.2 Contact us. BRZ Chauffeurs LTD, 45 Russell Road, London E16 3QT. Company number 17434457. Phone 020 3837 0075. Email info@brzchauffeurs.co.uk.