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Privacy Policy Terms & Conditions
UK GDPR & Data Protection Act 2018 Compliant

Privacy Policy

At CABS WALTON, we take the confidentiality, privacy, and security of your personal data with utmost seriousness. This document explains how we collect, use, store, and safeguard your details when you book transfers or use our online services.

Last Updated: September 2026•Jurisdiction: England & Wales

Quick Navigation

1. Introduction & Who We Are2. Personal Data We Collect3. How We Collect Your Data4. Lawful Basis for Processing5. How We Use Your Information6. Data Sharing & Third Parties7. Data Retention & Licensing Laws8. Cookies & Analytics9. Your Rights Under UK GDPR10. Data Security & Storage11. Contact Us & ICO Complaints

1Introduction & Who We Are

CABS WALTON ("we", "our", or "us") operates as a premier private hire taxi and airport transfer service based in Walton On Thames and Weybridge, Surrey, United Kingdom. We operate in full compliance with Elmbridge Borough Council private hire operator licensing requirements and United Kingdom data protection statutes.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, CABS WALTON is the Data Controller responsible for deciding how your personal information is stored, processed, and safeguarded.

Registered Business Details:
Trading Name: CABS WALTON
Operating Base: High Street Weybridge, Surrey KT13 8AB
Contact Email: info@cabswaltononthames.co.uk
Dispatch & Inquiries Phone: 01932 250 250 / +44 1932 250250

2Personal Data We Collect

Depending on how you interact with us (via our website booking form, telephone booking line, email, or WhatsApp), we may collect and process the following categories of personal data:

👤 Contact & Identity DataFull name, title, contact telephone / mobile number, and email address.
📍 Journey & Booking DetailsPickup address, drop-off location, intermediate via stops, journey date, requested pickup time, luggage requirements, and passenger count.
✈️ Flight & Travel InformationInbound flight numbers, arriving terminal, departure airport, and estimated flight landing times for live flight delay tracking.
💳 Transaction & Billing DataPayment transaction confirmation, billing address, corporate account code, invoice records. (Note: We do not store raw credit/debit card numbers on our local servers).
🌐 Technical & Web Browsing DataIP address, browser type, device type, operating system, and pages visited via functional cookies to enhance site usability.
💬 Customer CommunicationsRecords of inquiries, WhatsApp messages, booking notes, reviews, feedback, or lost property claims.

3How We Collect Your Data

We collect your personal information directly through several touchpoints:

  • Direct Interactions: Submitting a quote or booking through our website (cabswaltononthames.co.uk/booking).
  • Telephone & Messaging: Phoning our dispatch team on 01932 250 250 or messaging our official WhatsApp concierge.
  • Corporate Accounts: Booking through an authorized corporate travel administrator or executive booking representative.
  • Automated Technologies: Automated analytics and server logs when you navigate our digital website infrastructure.

4Lawful Basis for Processing Personal Data

Under UK GDPR Article 6, we only process personal information where a valid legal basis exists:

1. Performance of a Contract: Processing is essential to fulfill your transportation booking, send booking confirmations, dispatch your driver, and complete your journey.
2. Legal & Regulatory Obligations: As a licensed Private Hire Operator, local licensing authorities (such as Elmbridge Borough Council) mandate that we maintain strict booking records, passenger records, and driver logs for passenger safety and compliance.
3. Legitimate Interests: Necessary for preventing fraudulent transactions, monitoring fleet efficiency, managing flight delays, resolving customer complaints, and safeguarding passenger welfare.
4. Consent: Where you have opted in to receive service updates, non-essential cookies, or marketing newsletters (which you can withdraw at any time).

5How We Use Your Information

We use your information specifically to:

  • Calculate instant, accurate fixed fare quotations based on pickup and drop-off postcodes.
  • Schedule, allocate, and dispatch licensed drivers and vehicles suited to your luggage and passenger requirements.
  • Transmit automated SMS or WhatsApp notifications containing driver details, vehicle registration, and live arrival status.
  • Monitor inbound flight schedules across Heathrow, Gatwick, Luton, Stansted, and City airport to adjust driver arrival times for delays.
  • Process card payments securely and issue digital booking confirmation receipts and invoices.
  • Assist with tracing and returning items left behind in vehicles under our lost property procedures.
  • Comply with Surrey Police, DVSA, and local council inquiries where legally demanded.

6Data Sharing & Third Parties

We NEVER sell, rent, trade, or monetize your personal data to any external advertising or data brokers.

We disclose limited, strictly necessary information only to authorized parties:

  • Assigned Chauffeurs & Drivers: Your allocated licensed driver receives only details necessary to complete the journey (passenger name, contact telephone, pickup/destination, and flight number).
  • Cloud Dispatch & Telematics Providers: Secure, encrypted private hire booking management software used for dispatch and routing.
  • Payment Service Providers: PCI-DSS compliant payment gateways for card tokenization and processing.
  • Statutory Authorities: Elmbridge Borough Council licensing officers or UK law enforcement agencies where legally required by court order or statute.

7Data Retention & Licensing Laws

We retain personal information only for as long as is necessary to accomplish the purposes outlined in this policy or to satisfy statutory legal requirements:

  • Statutory Booking Records: Under UK Private Hire Operator licensing regulations, all booking records (passenger names, pickup/drop-off points, driver assigned, vehicle registration) must be retained for a minimum of 12 months for council inspection and audit.
  • Financial & VAT Accounting: Transaction histories, invoices, and accounting records are kept for 6 to 7 years in compliance with HMRC statutory accounting rules.
  • Marketing & Inquiries: Non-customer inquiries and consent-based communications are pruned after 24 months of customer inactivity.

8Cookies & Analytics

Our website uses cookies (small text files saved onto your device) to guarantee essential features, remember quote selections, and evaluate overall site performance:

  • Strictly Necessary Cookies: Essential for browsing our site, calculating distance queries, and submitting reservation forms.
  • Functional Cookies: Retain user preferences such as vehicle category choice or pickup address autocomplete cache.
  • Analytics Cookies: Help us anonymously monitor visitor numbers, peak usage hours, and page loading speeds. You may disable cookies via your browser settings at any time.

9Your Rights Under UK GDPR

Under United Kingdom data protection law, you enjoy specific legal rights regarding your personal information:

Right of Access (SAR): Request a copy of the personal data we hold about you.
Right to Rectification: Request correction of inaccurate or incomplete records.
Right to Erasure ("Be Forgotten"): Request deletion of data where legal retention periods do not supersede.
Right to Restrict Processing: Request suspension of processing in specified circumstances.
Right to Data Portability: Obtain your digital data in a structured, machine-readable format.
Right to Object: Object to processing based on legitimate interests or direct marketing.

To exercise any of these rights, please email our Data Protection team at info@cabswaltononthames.co.uk. We respond to all verified statutory requests within one calendar month at no fee.

10Data Security & Storage

We have implemented strict technical, physical, and managerial security protocols to protect your personal information against accidental loss, unauthorized access, alteration, or disclosure:

  • All web communications and online booking forms utilize 256-bit SSL/TLS end-to-end encryption.
  • Access to customer records is restricted on a strict "need-to-know" basis to vetted personnel with multi-factor authentication.
  • Our drivers and staff undergo regular confidentiality training and data handling awareness.
  • Servers are located in certified, secure UK/EU data centers with automated encrypted backups and firewall defense.

11Contact Us & Supervisory Authority

If you have questions, feedback, or concerns regarding this Privacy Policy or how your personal information is managed, please contact us directly:

Call Dispatch01932 250 250
Operating AddressHigh Street Weybridge, Surrey KT13 8AB
Right to Lodge a Complaint: You also have the legal right to submit a complaint at any time to the UK supervisory authority for data protection, the Information Commissioner's Office (ICO) (ico.org.uk). We would, however, appreciate the chance to resolve your concerns directly with you first.

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