PRIVACY POLICY

Last updated: 12 /06/ 2026

This Privacy Policy explains how Journeys by Tom collects, uses and protects your personal information when you use this website, contact me, request a quote or make a booking.

Journeys by Tom is a pre-booked private hire service based in Edinburgh.

For the purpose of UK data protection law, the data controller is:

Journeys by Tom
Website: www.edingo.uk
Email: journeysbytom@gmail.com
Phone / WhatsApp: 07852215484

1. What personal information I collect

When you contact me, request a quote or make a booking, I may collect the following information:

  • your name

  • phone number

  • email address

  • pickup location

  • destination

  • date and time of travel

  • number of passengers

  • luggage details

  • flight number, where relevant

  • payment confirmation details

  • messages sent by WhatsApp, email, SMS or website contact form

  • any information you choose to provide about your journey

I do not intentionally collect sensitive personal information unless you choose to provide it because it is relevant to your journey, for example accessibility needs or assistance dog information.

2. How I collect your information

I may collect your personal information when you:

  • complete a contact or booking form on this website

  • contact me by WhatsApp, SMS, phone or email

  • request a quote

  • confirm a booking

  • make a payment

  • travel with Journeys by Tom

  • contact me after a journey, including for lost property or complaints

3. Why I use your personal information

I use your information to:

  • respond to enquiries

  • provide quotes

  • confirm and manage bookings

  • identify the correct passenger at pickup

  • complete the agreed journey

  • monitor flight arrivals where relevant

  • process booking fees and payments

  • issue receipts or invoices

  • manage cancellations, refunds and no-shows

  • deal with complaints or lost property

  • keep booking records where required

  • comply with legal, licensing, tax and accounting obligations

  • protect the safety of passengers, the driver and the vehicle

I do not sell your personal information.

4. Lawful basis for using your information

Under UK GDPR, I rely on different lawful bases depending on the situation.

Contract

I use your information where it is necessary to provide a quote, confirm a booking and complete the journey you have requested.

Legal obligation

I may need to keep certain records to comply with licensing, tax, accounting or legal requirements.

Legitimate interests

I may use your information where it is necessary for the normal running of the business, including responding to enquiries, managing bookings, dealing with disputes, preventing fraud, recovering unpaid charges or improving the service.

Consent

If I ever use your information for optional marketing, I will only do this where I have your consent or where the law allows it. You can opt out at any time.

5. Payments

Payments may be processed through third-party payment providers such as Square, Stripe, Apple Pay, Google Pay or other secure payment services.

I do not store your full card details.

Payment providers may process your payment information in line with their own privacy policies and legal obligations.

6. Website forms and Squarespace

This website is hosted on Squarespace.

If you submit a form through this website, Squarespace may process the information you enter so that your enquiry can be delivered to me.

Squarespace may also collect basic technical information such as your IP address, browser type, device information and website usage data.

This is normal website plumbing. Slightly creepy if overdone, but unfortunately the internet is held together by this sort of thing.

7. WhatsApp, email and phone communication

If you contact me by WhatsApp, SMS, phone or email, your contact details and message history may be stored on the relevant service or device.

This helps me manage your enquiry, confirm journey details and keep a record of the booking.

Please avoid sending unnecessary sensitive personal information unless it is relevant to your journey.

8. Flight information

For airport pickups, I may use your flight number to check publicly available flight arrival information.

This helps manage pickup timing and waiting time.

I do not use flight information for any unrelated purpose.

9. Who I share your information with

I may share your information only where necessary, including with:

  • payment processors

  • website and form providers

  • email or messaging providers

  • accounting or bookkeeping services

  • professional advisers, if required

  • legal, tax, licensing or regulatory authorities, where required

  • alternative transport providers, but only if this is necessary and agreed or reasonably required to help with your booking

I do not sell or rent your personal information to third parties.

10. How long I keep your information

I keep personal information only for as long as reasonably necessary.

As a guide:

  • enquiry messages that do not become bookings may be kept for up to 12 months

  • confirmed booking records may be kept for up to 6 years for tax, accounting, legal or dispute purposes

  • payment records may be kept in line with payment provider, tax and accounting requirements

  • complaint or dispute records may be kept for as long as needed to deal with the issue and protect legal rights

  • lost property messages may be kept only as long as needed to resolve the matter

Some records may need to be kept longer if required by law, licensing conditions, tax rules, insurance requirements or an active dispute.

11. How I protect your information

I take reasonable steps to keep your personal information secure.

This may include password-protected accounts, secure payment providers, device security and limiting access to booking information.

No online system is completely risk-free, because apparently humanity built the entire digital world on passwords and hope. Still, reasonable care is taken to protect your information.

12. Marketing

I do not currently send regular marketing emails or newsletters for Journeys by Tom.

If this changes, you will be able to unsubscribe or opt out.

I will not sell your details or pass them to other businesses for their own marketing.

13. Cookies and website analytics

This website may use cookies or similar technologies to help the website work properly, understand basic website traffic and improve the user experience.

Cookies may be set by Squarespace or other services connected to the website.

You can control cookies through your browser settings.

If analytics tools are used, they are intended to show general website usage, not to personally identify individual visitors.

14. CCTV, dash cameras and vehicle recording

The vehicle may use forward-facing camera equipment or safety-related recording equipment where permitted by licensing conditions and law.

Any recording equipment is used for safety, security, insurance or legal purposes only.

Images or recordings are not used for marketing and are not posted on social media.

Where required, appropriate notices will be displayed in the vehicle.

15. Your data protection rights

Under UK data protection law, you may have the right to:

  • ask for a copy of the personal information I hold about you

  • ask for incorrect information to be corrected

  • ask for your information to be deleted in certain circumstances

  • ask me to restrict how I use your information

  • object to certain uses of your information

  • ask for your information to be transferred where applicable

  • withdraw consent where consent is the lawful basis

These rights are not absolute. For example, I may need to keep certain records for legal, tax, licensing or dispute reasons.

To make a request, contact:

[add your email address]

16. Complaints

If you have concerns about how your personal information is handled, please contact me first so I can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office.

Website: www.ico.org.uk

17. Changes to this Privacy Policy

This Privacy Policy may be updated from time to time.

The latest version will be published on this website.