1. Who We Are
Premier Carriage Wedding Cars Ltd ("Premier Carriage", "we", "us", "our") is a company registered in England and Wales, company number 04319797, registered office 15 Rockstone Place, Southampton, Hampshire, SO15 2EP. We're registered with the Information Commissioner's Office, registration number ZC286062.
We are the data controller for the personal information described in this notice. That means we decide what information we collect and what we do with it.
Contact for all data matters: Didier Di Mario, at the address above, by email at enquiries@premiercarriage.co.uk (please put "Data protection" in the subject line), or on 01202 822 659.
We don't have, and aren't required to have, a formal Data Protection Officer. Contact Didier Di Mario directly.
Our relationship with Vehicle Suppliers
When you book, your contract for the vehicle is with the Vehicle Supplier, not with us. We pass your booking details to them so they can carry out your hire.
We and each Supplier are separate, independent controllers of your information. Once we've passed your details to a Supplier, they decide how they use them and they're responsible for their own compliance. We're not joint controllers with them, and we don't control what they do with your details after we hand them over. Our agreement with every Supplier requires them to use your details only for your booking, keep them secure, and comply with data protection law. If you have a question about how a specific Supplier handles your information, ask them directly. We'll give you their contact details.
Links to other websites
Our website links to other sites, and includes embedded content such as maps and videos. We don't control those sites and we're not responsible for their privacy practices. Read their own privacy notices when you visit them.
2. What We Collect
If you're a Client (or enquiring about a booking)
- Identity information: your name, title, and the names of anyone else connected to the booking, for example a partner or a nominated contact on the day.
- Contact information: email address, phone numbers, home or billing address.
- Booking information: your Hire Date, collection address, ceremony address, reception address, timings, number of passengers, vehicle chosen, and anything else that goes on your itinerary.
- Payment information: the amount you've paid, when, and the record of the transaction. We do not see or store your full card number. Card details go directly to our payment processor (see section 5).
- Correspondence: emails, messages, and notes from calls with you.
- Children's information: where you tell us someone travelling will be under 14, we record their age. We need this to meet seat belt and child restraint law. We ask for the age only, not a name or any other detail, unless you choose to give it.
- Accessibility information: if you tell us someone travelling uses a wheelchair, we record that and the chair's dimensions so the Supplier can confirm the vehicle is suitable. See "Special category information" below.
If you're a Vehicle Supplier or Driver
- Identity and business information: your name, business name, company number where applicable, and trading address.
- Contact information: email, phone numbers, address.
- Vehicle information: registration number, make, model, photographs, specification.
- Insurance documents: a copy of your current motor insurance and public liability insurance, which shows your name, address and vehicle details.
- Bank details: account name, sort code and account number, so we can transfer your payments.
- Booking records: the bookings we've passed to you and their outcome, and any compliments or complaints about them.
If you're a website visitor
- Technical information: IP address, browser type and version, device type, operating system.
- Usage information: which pages you visit, how long you stay, what you click.
We only collect analytics and marketing information if you've accepted the relevant cookies. See section 7.
Special category information
Most of the time we don't collect special category information. There are two exceptions, both about health.
Medical exemption certificates. If you hold a medical exemption certificate for seat belt use and send us a copy, that copy contains information about your health. Health information is "special category" information under UK GDPR and gets extra protection.
Wheelchair use. Telling us that a passenger uses a wheelchair is also health information.
We only process this information where you've given us your explicit consent by choosing to send it to us. We use it for one purpose: to make sure the Supplier and driver can carry the passenger safely and lawfully. We pass it to the Supplier for that booking and to nobody else. You can withdraw your consent at any time by contacting us, though if you do, the Supplier may not be able to confirm the vehicle is suitable, or the driver may not be able to carry you without a seat belt.
You don't have to send us this information. If you'd rather deal with it directly with the Supplier, that's fine; tell us and we'll put you in touch.
If you don't give us what we need
If you don't give us the information we need to arrange your booking, we may not be able to arrange it. We'll tell you at the time if that's the case.
3. How We Collect It
- Directly from you, when you fill in a quote form, complete a booking, register a vehicle with us, email us, call us, or reply to us.
- From the Vehicle Supplier, where they give us updates about your booking.
- Automatically, through cookies and similar technology when you use the website. See section 7.
- From publicly available sources, for example Companies House, where we verify a Supplier's company details.
4. Why We Use It, and Our Legal Basis
We only use your information where the law allows. Here's what we do and why.
| What we use it for | Whose information | Our legal basis |
|---|---|---|
| Preparing a quote and checking availability | Client, Supplier | Steps taken at your request before entering a contract |
| Arranging your booking and producing your itinerary | Client, Supplier | Performance of a contract, and our legitimate interest in operating as agent for the Supplier |
| Passing your booking details to the Vehicle Supplier | Client | Performance of a contract, and our legitimate interest in delivering the service you asked for |
| Collecting payment and passing funds to the Supplier | Client, Supplier | Performance of a contract |
| Recording the age of passengers under 14 | Client | Compliance with a legal obligation (seat belt and child restraint law) |
| Handling a medical seat belt exemption or wheelchair requirement | Client | Explicit consent (special category information) |
| Verifying a Supplier's insurance and company details | Supplier | Legitimate interest in making sure vehicles listed on our site are properly insured and legitimately operated |
| Dealing with complaints, disputes, refunds and chargebacks | Client, Supplier | Legitimate interest in resolving problems and protecting our position; performance of a contract |
| Inviting you to leave a review, and checking reviews are genuine | Client | Legitimate interest in publishing honest, verified reviews |
| Keeping accounting and tax records | Client, Supplier | Compliance with a legal obligation |
| Sending you marketing about our own services | Client, enquirer | Legitimate interest, where you've bought from or enquired with us and haven't opted out |
| Sending you marketing where you've signed up separately | Anyone | Consent |
| Website analytics, heatmaps and session replays | Visitor | Consent (via cookie banner) |
| Advertising and remarketing | Visitor | Consent (via cookie banner) |
| Maps and videos embedded in our pages | Visitor | Consent (via cookie banner) |
| Improving our website and services | Everyone | Legitimate interest in running and improving our business |
| Protecting the website against fraud and misuse | Everyone | Legitimate interest in keeping the site secure |
Where we rely on legitimate interests, we've weighed our interest against your rights and we're satisfied our use doesn't override them. Ask us and we'll explain our reasoning for any specific use.
Marketing
You can opt out of our marketing at any time. Use the unsubscribe link in any email, or contact us directly. Opting out of marketing won't stop us sending you the messages we have to send about a booking you've made, such as your itinerary or a balance payment reminder.
We won't share your information with other companies for their own marketing without your express opt-in consent.
Photos and video
Your Supplier, their chauffeur, or we may take photographs or video of the vehicle at your event for marketing purposes. This is set out in our Terms of Hire. You can opt out by telling us or the Supplier before your Hire Date. We rely on legitimate interest for this, and your right to object is absolute for direct marketing purposes.
6. Sending Information Outside the UK
Some of our providers process information outside the UK, mainly in the United States. This applies to Google (including YouTube), Microsoft, Meta and Vimeo, and may apply to some IT and email services. HERE Technologies is based in the Netherlands, which the UK recognises as providing adequate protection.
Where that happens, we make sure one of the following protections is in place:
- the country has been assessed by the UK Government as providing adequate protection; or
- the provider is certified under the UK Extension to the EU-US Data Privacy Framework; or
- we have a contract in place using the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.
Contact us if you'd like details of the protection applying to a specific transfer.
8. How We Keep It Safe
We have technical and organisational measures in place to protect your information against loss, misuse, unauthorised access and disclosure. We limit access to people who need it to do their job, and they're under a duty of confidentiality.
We have a procedure for dealing with suspected data breaches, and we'll notify you and the Information Commissioner's Office where the law requires it.
9. How Long We Keep It
| Information | How long we keep it |
|---|---|
| Bookings that went ahead | 6 years from the Hire Date |
| Quotes and enquiries that didn't lead to a booking | 6 months from the last contact |
| Cancelled bookings where money changed hands | 6 years from the date of cancellation |
| Vehicle Supplier records, including insurance and bank details | 6 years from the end of our agreement with you |
| Medical exemption certificates and wheelchair details | Deleted within 30 days of the Hire Date |
| Marketing preferences and opt-outs | Indefinitely, so we can honour your opt-out |
| Website analytics | 14 months, the retention period set in Google Analytics |
| Microsoft Clarity session replays | 30 days (Clarity's own statistics are kept for up to 13 months) |
The 6-year periods are set by our legal, accounting and tax obligations, and by the limitation period for bringing a claim in England and Wales.
We may anonymise information so it can no longer identify you, and use it indefinitely for statistical purposes.
10. Your Rights
You have the following rights over your information.
- Access. Ask for a copy of what we hold about you.
- Correction. Ask us to correct anything inaccurate or out of date.
- Erasure. Ask us to delete information where we no longer need it. This isn't absolute; we can't delete records we're legally required to keep.
- Restriction. Ask us to pause our use of your information while a dispute about it is resolved.
- Objection. Object to our use of your information where we rely on legitimate interests. Where the objection is to direct marketing, we'll always stop.
- Portability. Ask us to give you, or another controller, a copy of information you gave us, in a machine-readable format. This applies where our use is based on consent or on a contract with you.
- Withdraw consent. Where we rely on your consent, withdraw it at any time. This doesn't affect anything we did before you withdrew it.
To exercise any of these, contact Didier Di Mario using the details in section 1.
No fee, usually. We won't charge you. If a request is clearly unfounded, repetitive or excessive, we may charge a reasonable fee or refuse it.
Proving who you are. We may ask you for information to confirm your identity, so we don't disclose your details to the wrong person.
How long we take. We aim to respond within one month. If your request is complex, or you've made several, we may need longer. We'll tell you if that happens.
Complaining to the regulator
If you're not happy with how we've handled your information, tell us first and we'll try to put it right.
You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, at any time: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113. Website: ico.org.uk.
11. Children
Our website isn't aimed at children and we don't knowingly collect information from them directly. Where a booking involves passengers under 14, we collect their age from the person making the booking, for seat belt and child restraint compliance only.
12. Changes to This Notice
We may update this notice. Any changes go on this page, with the version number and date updated.
Please tell us if your details change during your relationship with us, so what we hold stays accurate.