This policy is intended to provide you with information on the data we hold relating to you, what we use it for and your rights relating to that data with effect from 25 May 2018.
Who are we?
You have a right to see the information that we hold about you. To do this you need to provide a request in writing to our Data Protection Contact together with proof of identity.
We will usually process your request free of charge and within 30 days but reserve the right to charge a reasonable administrative fee and to extend the period of time by a further two months if the request is manifestly unfounded or vexatious and/or is very complex
We are Berrys Coaches (Taunton) Limited based at Peter Clifford House, Great Western Way, Taunton, Somerset TA2 6BX. We are a company registered in England and Wales with company number 03929705.
We are a coach company and as such we collect data on our staff and upon those people who use or enquire about our various services. This can be information obtained through our website or through other formats including our telephone booking team.
We are classed as a “controller” of data under the General Data Protection Regulation and the Data Protection Act 2018.
What data do we collect?
The data we collect will vary depending upon, for example, whether you are a customer or a service provider. We will only collect data that is relevant to the matter or matters that we are dealing with. The data is likely to include:
Personal details – such as home address, e-mail address, home and mobile numbers.
Other login and payment details including when our customers use our website.
We use cookies on our website which will track visits to our site. These are used to allow us to ensure our website runs efficiently.
Information collected on the standard forms available on our website.
Information on the services or journeys you have used through us.
Using your personal data – the legal basis and purpose
We will process your personal data for one or more of the following reasons:
It is necessary for the performance of our contract with you
It is necessary to comply with a legal obligation
It is in our legitimate interest to do so
You have given your consent (this can be withdrawn at any time by advising our Data Protection Contact (see below) but does not affect the fact that we will continue to hold your personal details for any or all of the other three categories). Withdrawal of consent may mean that we can no longer do certain things for you.
What do we use your data for?
We may use your information for a number of different reasons which are likely to include one or more of the following purposes:
To operate an account for you either through our website or through our offices for the use of our services including coach travel arising from a contract entered into between you and us.
To process and administer enquiries made by you to us.
To promote details of our services and offers but only where you have opted in to receiving those promotions.
To monitor the traffic on and performance of our website.
The provision of education to our employees
The proper performance of a contract of employment
Maintaining our accounts and records
Supporting and managing employees
Who do we share your data with?
As a coach company and a DVSA approved test centre we are regulated. Any data sharing will normally be limited to other people who will assist us with your matter or monitor our performance. These may include:
Our regulators including the Traffic Commissioner
Our Accountants and other professional advisers
Any third party where we are required by law to disclose the information
Anyone where disclosure is made with your consent or at your request.
Data stored in countries outside the European Economic Area (EEA)
We may from time to time transfer your personal data to a country outside the EEA. This most likely reason for this is that some of our systems store data in the Cloud.
Normally this will be necessary for the performance of your contract with us. Sometimes we may transfer for other reasons.
Should a transfer occur we will ensure that appropriate safeguards are in place at all times. This will include imposing contractual obligations upon the recipient to subscribe to an accepted framework of data protection.
How long do we retain your data?
We will normally keep your data throughout the period of time that we do work for you or you work for us. Afterwards data is normally retained for as long as required to meet our legal obligations and our accounting requirements.
Data Security
We will use our best endeavours to ensure that your data is kept safe. In the event of a security breach
we will liaise with and report to the Information Commissioners Office and other regulatory bodies as appropriate to try and ensure that the effects of any breach are kept to a minimum.
Your rights under the data protection law
Your rights will vary in different circumstances but may include:
The right to be informed about our processing of your data
The right of access to your data
The right to have your data corrected if it is inaccurate or incomplete
The right to have your data erased (the “right to be forgotten”)
The right to restrict the processing of your data
The right to move, transfer or copy your data
The right to object to the processing of your data
Rights concerning automatic decision-making including profiling
Your right of access
Your right to have data erased
You have a right to ask us to erase your personal data in certain cases (details may be found in Article 17 of the GDPR).
We will deal with your request free of charge and within 30 days but reserve the right to refuse to erase information that we are required to retain by law or regulation or that is required to deal with a complaint or to exercise or defend legal claims
To exercise your right to erasure please contact out Data Protection Contact
Our Data Protection Contact
Our Data Protection Contact is Debbie Jewell whose contact details are Debbie.jewell@berryscoaches.co.uk
Our General Terms and Conditions
This policy should be read in conjunction with our Terms and Conditions which will vary from time to time. Copies are available on request and on our website.
Policy Review
This policy was reviewed June 2022 and will be reviewed again from time to time.