Privacy notice
How we use the personal information of customers, passengers and visitors to this website.
Privacy Notice GC-CT-09, version 1.0, October 2026, with website details added October 2026.
Who we are
Gulf Cars & Travel Ltd, 110 Wembley Park Drive, Wembley, Middlesex HA9 8HP, is the data controller for the personal information described here. We are registered with the Information Commissioner's Office (ICO), reference ZB577328. Contact us at info@gulfcars.co.uk, 020 3369 3333 or 020 8900 2223.
What we collect and why
| Information | Why | Lawful basis |
|---|---|---|
| Name, phone, email, addresses, journey details, flight number | To take and carry out bookings | Contract |
| Payment details (processed by our card provider) | To take payment | Contract |
| Booking and journey records | TfL requires operators to keep them | Legal obligation |
| Accessibility needs, child seat needs | To provide a suitable vehicle | Contract, or your consent where it is health information |
| School passenger information (from councils, schools or parents) | To provide contracted school transport safely | Public task of the council or legal obligation; special category data under substantial public interest (safeguarding) |
| Dashcam or CCTV footage (if fitted) | Safety, crime prevention, insurance claims | Legitimate interests |
| Messages you send through this website, by email or on WhatsApp | To answer you | Legitimate interests, or steps before a contract |
| Driver applications sent through this website | To consider you for work with us | Steps before a contract |
| Marketing emails (only if you opt in) | Offers and news | Consent: unsubscribe at any time |
| Website data and cookies | Run the site and, only if you agree, measure its use | Consent for non-essential cookies |
This website is for adults booking travel. For school transport, pupils' details come to us from councils, schools and parents through secure channels, not through this website. Please don't send pupils' names or medical details through our web forms.
How the website handles your details
- When you send a booking request or message, it goes to a Google Sheet and an email inbox that only our office team can open. Google provides these services to us.
- Price estimates are worked out in your browser from postcode data stored on our own site. Your postcode is not sent to anyone else to do this.
- We don't use advertising cookies. We only use analytics if you agree to it; see our cookie notice.
- Our web host keeps short technical logs, such as IP addresses, to keep the site secure.
Who we share it with
Your driver (only what they need for the journey), our booking system provider (TBMS), payment providers, partner operators when they carry out your journey, councils and schools for contracted transport, insurers, our accountant, Google (which stores website booking requests and emails for us), WhatsApp if you contact us there, our web host, and TfL, the police or other authorities when the law requires. We never sell your data.
Some of these providers may store data outside the UK. Where they do, they use the safeguards UK data protection law requires.
How long we keep it
- Booking records: at least 12 months (TfL) and up to 6 years for accounting.
- Dashcam footage: 30 days unless needed for an incident.
- School passenger data: for the life of the route plus 1 year, or as the council requires.
- Website messages that don't lead to a booking: up to 12 months.
- Driver applications we don't take forward: up to 6 months.
Your rights
You can ask for a copy of your data, ask us to correct or delete it, object to or restrict its use, and withdraw consent. Contact us at the details above. You can complain to the ICO at ico.org.uk or 0303 123 1113.