Cannon Cars is registered with the Information Commissioner’s Office under registration reference – Z4870725 – Expiry Date 10th July 2020.
1 About us
1.3 We have appointed a data protection officer to oversee our handling of personal information. If you have any questions about how we collect, store or use your information, you can contact our data protection officer using the details set out in section ‘13 Contacting us’.
2 Who do we collect information about?
We collect information about:
2.1 Previous, current and prospective customers.
2.2 Cannon Cars website users.
2.3 Business contacts at our and other suppliers.
3 When do we collect personal information?
We collect information about you:
3.1 When you contact us to make a booking by:-
3.1.2 Smartphone booking app.
3.1.3 Online Booker.
3.2 When you sign up to our email mailing list.
3.3 When you use our website.
3.4 If you respond to a customer survey, questionnaire or marketing campaign.
3.5 If you report a problem.
3.6 Or if you contact us for any other reason.
4 What personal information do we collect and use?
4.1 In order for us to provide a minicab and courier service we will collect all information required by our regulator, TFL, to make a compliant booking and to complete the booking as requested, such as (but not limited to):-
4.1.5 Contact Telephone Number(s).
4.1.6 Information about your job, including job title.
4.1.7 Special Instructions.
4.1.8 Any information you deem relevant to the booking.
4.1.9 Financial information such as your bank details, debit/credit card and payment details.
4.1.10 IP address.
4.1.11 Device ID information.
4.1.12 Details of transactions you carry out through our site or our app and of the fulfilment of your bookings.
5 How do we collect your information?
We collect personal information from a number of different sources, including:
5.1 Directly from you or from someone else on your behalf.
5.2 From your use of our website and cookies.
5.3 Through customer surveys and responses to marketing campaigns.
5.4 Through publicly available sources such as internet search engines and social media sites.
6 What are our purposes for using your personal information?
6.1 We process your personal information to ensure that your booking is completed as requested.
6.2 If payment is by debit/credit card or account to ensure payment is taken for the booking.
6.3 Management of complaints (including communicating with you and resolving any complaints that you might have).
6.4 Prevention and detection of and investigating and prosecuting fraud. This might include sharing your personal information with third parties such as the police.
6.5 Complying with our legal or regulatory obligations.
6.6 Managing our business operations such as maintaining accounting records.
6.7 Provide marketing information to you (including information about other products and services, undertaking customer surveys and marketing campaigns) via our eNewsletters (see section 8.1).
6.8 Tracing and recovering debt.
6.9 Ensuring that content from our site is presented in the most effective manner for you and for your device.
6.10 Investigating or detecting the unauthorised use of our systems, to secure our system and to ensure the effective operation of our systems.
7 Who do we share your information with?
7.1 Drivers, so that they may complete the booking as requested.
7.2 Our regulator(s).
7.3 The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime.
7.4 Our third party service providers such as despatch system provider, IT suppliers, auditors, lawyers, payment processing agencies.
7.5 Third parties who undertake analysis for the purposes of product improvement.
7.6 If we choose to sell the business, then selected third parties in connection with the sale, transfer or disposal of the business. We will ensure that such third parties have the appropriate technical and organisational measures in place to safeguard your data.
7.7 We may disclose your personal information if we are under a duty to disclose or share your personal data to comply with any legal obligation, or in order to enforce/apply our terms and conditions of supply and/or any other agreements, or to protect the rights, property, or safety of Cannon Cars Ltd our customers, or others.
7.8 We do not allow unauthorised publishing or disclosure of customer’s non-public contacts.
8 What marketing activities do we carry out?
8.1 We may also use your personal information to provide you with information by email about our products or services or those of our partners which may be of interest to you or to send eNewsletters. You have the option to opt out at any time.
8.2 We operate an opt in email list only. Sign up is via our website http://www.cannoncars.co.uk/email-subscription-sign-up/
8.3 If you wish to unsubscribe from emails sent by us, you may do so at any time by clicking on the “unsubscribe” link that appears in all emails. Otherwise you can always contact us using the details set out in section 14 to update your contact preferences. In such circumstances, we will continue to send you service related (non-marketing) communications where necessary, for example sending you a booking confirmation or a receipt.
8.4 Typically we send one email a month around the start of the month. In exceptional circumstances we reserve the right to send additional messages.
8.5 We do not sell or pass on any information to any other organisations (unless legally required to do so).
8.6 We do not carry out any marketing activities by text message and have no plans to do so in the future. We will continue to send you service related (non-marketing) text message communications where necessary, for example confirming your Minicab has arrived.
8.7 We do not carry out any marketing activities by telephone and have no plans to do so in the future. We will continue to make service related (non-marketing) telephone calls where necessary, for example replying back to enquiries.
8.8 We do not carry out any marketing activities by post and have no plans to do so in the future. We will continue to send you service related (non-marketing) postal communications where necessary, for example sending monthly invoices to account customers.
9 How long do we keep personal information for?
9.1 Information relating to each booking is kept for up to 6 months and is then securely archived.
9.2 We will only keep your personal information for as long as reasonably necessary to comply with our legal and regulatory obligations.
10 Your rights
10.1 Under data protection law you have certain legal rights in relation to the personal information that we hold about you. You may exercise these rights at any time by contacting us using the details set out in section 13.
10.2 in some cases we may not be able to comply with your request (e.g. we might not be able to delete your data) for reasons such as our own obligations to comply with other legal or regulatory requirements. However, we will always respond to any request you make and if we can’t comply with your request, we will tell you why.
Your rights include:
10.3 The right to access your personal information.
10.3.1 You are entitled to a copy of the personal information we hold about you and certain details of how we use it. There will not usually be a charge for dealing with these requests. Your information will usually be provided to you in writing, unless otherwise requested, or where you have made the request by electronic means, in which case the information will be provided to you by electronic means where possible.
10.4 The right to rectification.
10.4.1 We take reasonable steps to ensure that the information we hold about you is accurate and complete. However, if you do not believe this is the case, you can ask us to update or amend it.
10.5 The right to erasure (also known as ‘the right to be forgotten’).
10.5.1 In certain circumstances, you have the right to ask us to erase your personal information. Examples would include where the data is no longer required for the original purpose, consent has been withdrawn and there no overriding ground for continuing the processing, or for compliance with the national law.
10.6 The right to restriction or suspension of processing.
10.6.1 In certain circumstances, such as a question over its accuracy, you are entitled to ask us to stop using your personal information or to suspend its use.
10.7 The right to data portability.
10.7.1 In certain circumstances, you have the right to ask that we transfer any personal information that you have provided to us to another third party of your choice.
10.8 The right to object to marketing.
10.8.1 You can ask us to stop sending you marketing messages at any time.
10.9 The right to lodge a complaint with the Information Commissioner’s Office (ICO).
10.9.1 We would hope that you will always raise any issues with us first, and that we will be able to resolve them to your satisfaction. However, if this isn’t possible then you always have a right to complain directly to the Information Commissioner’s Office (ICO) if you believe that any use of your personal information by us is in breach of applicable data protection laws and regulations.
11 How we protect your information?
11.1 Access to our computer systems are password protected and each staff member has an individual, secure, password protected logon.
11.2 Passwords are ‘starred out’ immediately as they are typed.
11.3 Internet Access on Workstations is restricted to approved secure websites, for example, the official airport websites (Heathrow, Gatwick, City….etc) to facilitate monitoring airport arrivals, ensuring timely despatch.
11.4 Our office is a secure office.
11.5 Invoices are emailed, optional hard copies can be posted.
11.6 Paper files are stored in lockable cupboards/filing cabinets.
11.7 Re processing of debit/credit card payments, we are fully PCI compliant.
11.8 Any payment transactions will be encrypted.
11.9 All information you provide to us is stored on secure servers.
11.10 Our servers are kept separate and are located in a locked room.
11.11 Technicians working for our despatch system provider, that in the course of their work, including maintenance and investigating issues, are trained to proportionate in their investigations and any private data accessed as a necessary part of the investigations will be disposed of securely.
11.12 Booking detail/information is sent to drivers on their secure, bespoke xDA devices, which we own and provide them with.
11.13 The xDA’s are PIN protected.
11.14 Driver PIN’s are ‘starred out’ immediately as they are typed.
11.15 Information is used solely for the purpose of completing the booking.
11.16 The information that we collect from you may be transferred to and stored at, a destination outside of the United Kingdom. It may also be processed by staff operating outside the UK who work for us or for our suppliers and/or our data storage providers. These staff members may carry out duties in, among other things, fulfilling your booking, completing your booking, processing payment details and providing other support services. By submitting your personal data, you agree to this transfer, storing and/or processing.
11.17 Unfortunately, as the transmission of information via the internet is not completely secure and although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site or our app; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
11.18 Where you have chosen a password or where we have given you a password, which enables you to access certain parts of our site and/or our app, you are responsible for keeping this password private and confidential. You must not share the password with anybody.
11.20 As part of our BSI ISO 9001 compliance, we are regularly audited and our Data Protection compliance forms part of this.
12.2 We use ‘Third Party Cookies’.
12.3 A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
12.4 You can block cookies by activating the setting on your browser that allows you to refuse the setting of some or all of the cookies.
12.5 However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access some parts or all of our site and/or app.
13 Booking app / Buddy system
13.1 Our booking apps will capture certain personal information used to help make your booking with us.
13.2 The information includes passenger name, telephone number and email address. This information is only used for your booking with us.
13.3 Extra information used may include access to your contacts. This information is only used for the “Buddy” feature on the app.
14 Contacting us
If you have any questions about how we collect, store or use your personal information, you may contact our data protection officer at:
Data Protection Officer, Cannon Cars Ltd, 10-12 Bourne Way, Bromley, Kent, BR2 7EY
Or by Email: firstname.lastname@example.org