How we look after your information

Who we are

Magna Travel Limited ("we", "us") is a private hire operator licensed by South Oxfordshire District Council (operator licence TXPHOS/33511/26). We are the data controller for the personal information described here and are registered with the Information Commissioner's Office (registration ZC274571).

Contact: Office 149, The Henley Building, Newtown Road, Henley-on-Thames RG9 1HG · 01491 740640 · bookings@magnatravel.co.uk

What we collect

• Booking details: your name, mobile number, email address, pickup and drop-off addresses, date and time, number of passengers, luggage and any return journey.
• Journey records: the fare quoted, how you booked, and the vehicle and driver allocated.
• Messages: what you send us by WhatsApp, phone, email or our website form.
• Assistance needs: if you tell us about a disability, mobility need or assistance dog, we record it only so we can provide a suitable vehicle and help.
• Complaints: details you give us when raising a concern.
• Business accounts: contact and billing details for companies, schools and councils we work with.

Why we use it

• To arrange your journey (performing our contract with you): quoting, booking, allocating a driver and contacting you about your trip.
• To meet our legal duties (legal obligation): our licence requires us to keep a record of every booking and to report certain complaints to the council. We also keep financial records for tax purposes.
• To run and improve our service (legitimate interests): handling complaints, preventing fraud and keeping our business safe.

We do not sell your information, and we will only send you marketing if you have agreed to it.

Who we share it with

• The driver allocated to your journey.
• Another licensed private hire operator, if we pass your booking to them to complete it. We keep a record of this, as our licence requires.
• South Oxfordshire District Council, the police or other authorities, when the law or our licence requires it.
• Service providers who help us run the business, such as our messaging, email, website and IT providers. Some of them may process data outside the UK, with appropriate safeguards in place.

How long we keep it

• Booking records: at least 12 months after your journey, as our licence requires, then deleted unless we need them for a complaint, claim or legal reason.
• Complaints: only as long as needed to resolve the complaint and meet licensing requirements.
• Invoices and financial records: six years, as required for tax purposes.

Keeping it safe

We store records on password-protected devices and accounts, with backups, and only people who need your information to provide or check our service can see it.

Your rights

You can ask us for a copy of your information, ask us to correct or delete it, ask us to limit how we use it, or object to how we use it. Some rights are limited where the law requires us to keep records. To make a request, contact us using the details above. We will reply within one month.

If you are unhappy with how we have handled your information, please contact us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Cookies

This website does not use advertising or tracking cookies. If we add any in future, we will update this notice and ask for your consent where required.