Privacy Policy

RCS London Transfer Ltd

Last updated: 01/01/2025

RCS London Transfer Ltd (“RCS”, “we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect personal data when providing ground transportation and related services to our business partners and their passengers.

This policy applies to our website, booking systems, operational tools, communications and services.

1. Who We Are

Company name: RCS London Transfer Ltd
Registered in: United Kingdom
Role under data protection law: Data Controller
Contact email: info@rcslondontransfer.co.uk

RCS operates as a B2B ground transport and experience supplier, providing services exclusively to travel agencies, tour operators, DMCs and corporate partners.

2. Scope of This Policy

Although our contractual relationship is with business partners, we necessarily process passenger personal data supplied by those partners in order to safely and effectively deliver services.

This policy covers:

  • Business partner representatives
  • Passengers travelling under partner bookings
  • Website visitors

3. Personal Data We Collect

3.1 Business Partner Data

We may collect:

  • Name, company name, job title
  • Business email address and phone number
  • Billing and payment details
  • Contractual and commercial information

3.2 Passenger Personal Data (Provided by Partners)

We may process the following categories of passenger data only when necessary for service delivery:

Standard personal data

  • Full name
  • Contact details (phone/email, when required operationally)
  • Pick-up and drop-off locations
  • Flight or transport details

Service-related preferences

  • Language preferences
  • Luggage information
  • Child seats or group composition

Special category data (limited and specific)
We may process certain sensitive data only where explicitly required to provide appropriate care and service, such as:

  • Food allergies or dietary restrictions (for tours or experiences)
  • Mobility needs or disabilities
  • Medical or accessibility considerations (e.g. need for frequent toilet breaks)

We do not collect medical records or detailed health histories.
Such data is used strictly for operational accommodation and safety.

4. How We Collect Data

We collect personal data via:

  • Booking forms and manifests submitted by partners
  • Passenger Information Forms (PIFs)
  • Email, messaging or operational systems
  • Our website (limited technical data only)

We do not collect data directly from passengers unless operationally required.

5. Legal Basis for Processing

We process personal data under the following lawful bases:

  • Performance of a contract – to deliver transport and related services
  • Legitimate interests – operational coordination, service quality and safety
  • Legal obligations – regulatory, licensing or insurance requirements
  • Explicit consent – for special category data when required

6. How We Use Personal Data

We use personal data to:

  • Deliver transport, tours and related services
  • Personalise passenger experience and accommodate needs
  • Ensure passenger safety and accessibility
  • Coordinate drivers, vehicles and schedules
  • Communicate operational updates
  • Meet legal, insurance and regulatory requirements

We do not sell personal data and do not use it for marketing to passengers.

7. Sharing of Personal Data

We may share data only with:

  • Drivers and operational staff
  • Approved subcontractors acting under our instructions
  • Technology providers supporting booking and dispatch systems
  • Legal, insurance or regulatory bodies where required

All third parties are contractually required to comply with UK GDPR standards.

8. International Data Transfers

Where data is transferred outside the UK or EEA (for example, to international partners or cloud providers), we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs)
  • Equivalent legal protections

9. Data Retention

We retain personal data only for as long as necessary:

  • Operational records: typically up to 6 years (legal and insurance purposes)
  • Passenger preference data: retained only while relevant to service delivery
  • Financial records: as required by law

Data is securely deleted once no longer required.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Restricted access controls
  • Secure storage systems
  • Encrypted communications where appropriate
  • Staff confidentiality obligations

11. Data Subject Rights

Under UK GDPR, individuals have the right to:

  • Access their personal data
  • Request correction or deletion
  • Restrict or object to processing
  • Data portability (where applicable)
  • Withdraw consent (where consent applies)

Requests can be made via:
info@rcslondontransfer.co.uk

12. Cookies & Website Data

Our website uses limited cookies for:

  • Basic functionality
  • Analytics and performance monitoring

No passenger booking data is collected directly via cookies.

See our Cookie Policy for more information.

13. Complaints

If you believe we have not handled personal data appropriately, you have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
www.ico.org.uk

14. Changes to This Policy

We may update this Privacy Policy from time to time.
The most recent version will always be published on our website.

15. Contact Us

For any privacy-related questions or requests:

RCS London Transfer Ltd
📧 info@rcslondontransfer.co.uk