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Privacy Policy

At Haines Minicoaches Ltd, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, handle, and protect your personal information when you use our website inquiry form or arrange transport services with us.

1. Who We Are

Haines Minicoaches Ltd (“we”, “us”, or “our”) is a private limited coach hire company providing passenger transport services. For the purposes of data protection laws, we act as the Data Controller for the personal information collected through this website and our subsequent booking processes.

2. Information We Collect and How We Collect It

We keep our online data collection minimal. We collect personal information from you in two stages:

A. Via Our Website Inquiry Form

When you request a quote or check availability on our website, we collect:

  • Contact Details: Your name, email address, and phone number.

  • Journey Details: Pick-up and drop-off locations, dates, times, passenger numbers, and any specific trip notes or requirements.

B. Via Our Follow-Up Confirmation Call

When we call you back to confirm your booking and arrange payment, we may take:

  • Any final operational details required for the journey.

  • Your billing name or business details to provide an invoice for bank transfer (BACS).

  • Note: We do not take or process credit/debit card numbers over the phone or on our website.

3. How We Use Your Information

We use your information strictly for the following lawful business reasons:

To Fulfill a Contract

  • To calculate and provide an accurate quote based on your inquiry form.

  • To make a follow-up phone call to discuss your itinerary, confirm booking availability, and provide invoice details.

  • To issue your booking confirmation and safely coordinate your vehicle and driver.

To Satisfy a Legal Obligation

  • To maintain accurate corporate invoice and tax records following your bank transfer payment.

  • To comply with UK transport regulations and licensing laws.

4. How Long We Keep Your Data

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for. By law, financial and transaction records (such as invoices and proof of bank transfers) must be kept for six years for UK tax and accounting purposes. Inquiry forms that do not result in a confirmed booking are securely deleted periodically.

5. Sharing Your Information

We value your trust and do not sell, rent, or trade your information with third parties for marketing purposes. Your information is only shared with:

  • Our Drivers & Transport Managers: Only the specific details required to execute your journey safely (such as passenger names, contact numbers, and routing details).

  • Our Bank: Your payment reference and name will appear on our secure banking platform when you complete your bank transfer.

6. Your Legal Rights

Under UK data protection laws, you have specific rights regarding your personal information:

  • The Right to Access: You can request a copy of the information we hold about you.

  • The Right to Correction: You can ask us to fix any incorrect contact or journey details.

  • The Right to Erasure: You can request that we delete your data (provided we no longer need it for active transport contracts or legal tax records).

To exercise any of these rights, please contact us using the details below.

7. Security of Your Data

We take data security very seriously. Our website uses secure SSL encryption (HTTPS) to ensure that the details you type into our inquiry form are sent to us securely. Once received, access to your details is strictly limited to authorized staff handling your booking.

8. Changes to This Policy

We may update this Privacy Policy from time to time to keep up with legal updates or changes to our transport operations. Any updates will be posted directly to this page.

Contact Us

If you have any questions about this Privacy Policy, or if you would like to review the details we hold about an upcoming journey, please contact us:

  • Email: info@hainesminicoaches.co.uk

  • Phone: 01737 360203

  • Address: Unit 1, Rydon Business Centre, Barnett Wood Ln, Leatherhead KT22 7DJ