Website Privacy & Cookie Notice

1. Who We Are

William James Travel Limited provides passenger transport services. For data protection purposes, the company is normally responsible for deciding how and why personal information is used.

Address: 60 Roman Way, Bourton-on-the-Water, Gloucestershire GL54 2EW
Email: info@williamjamestravel.co.uk
Telephone: 01451
Company number: 17344268
ICO registration number: [Insert when confirmed]

In this notice, “the company”, “we”, “us” and “our” mean William James Travel Limited.

2. Information We Collect

When someone uses the website or contacts the company, we may collect:

  • their name and contact details;

  • information included in an enquiry or quotation request;

  • proposed journey details;

  • booking and customer-service information;

  • marketing preferences;

  • website and device information, such as IP address, browser type and pages visited; and

  • cookie preferences.

Visitors should not include medical, safeguarding or other sensitive passenger information in a general website enquiry unless specifically asked to do so.

3. How We Use Information

We may use personal information to:

  • respond to enquiries;

  • prepare quotations;

  • arrange and provide transport services;

  • manage bookings and customer relationships;

  • respond to complaints or feedback;

  • operate, protect and improve the website;

  • meet legal and regulatory requirements; and

  • send marketing communications where permission has been given or where otherwise permitted by law.

We will only use information where we have a lawful reason to do so. This may include entering into or carrying out a contract, complying with a legal obligation, protecting our legitimate business interests or obtaining consent.

4. Website Forms

Information submitted through the website may be processed through the website platform, sent to us by email and stored within our approved business systems. We will use the information to respond to the enquiry or manage the requested service.

5. Sharing Information

We may share information where necessary with:

  • authorised employees and drivers;

  • website, IT and cloud service providers;

  • professional advisers;

  • insurers;

  • local authorities, schools or other contracting organisations;

  • regulators, law enforcement bodies or courts; and

  • other organisations where required by law or necessary to protect someone’s safety.

We will not sell personal information to third parties.

6. How We Protect Information

We use appropriate security measures, including:

  • password-protected accounts;

  • restricted access;

  • secure electronic storage;

  • malware and device protection;

  • secure information sharing; and

  • staff confidentiality and data protection training.

Our electronic information is principally stored within Microsoft 365. The website is managed or hosted by Darkstar Systems Limited

7. How Long We Keep Information
We keep personal information only for as long as reasonably necessary. Typical retention periods include:

  • General website enquiries - Up to 6 months after resolution

  • Enquiries that may lead to future work - Up to 24 months

  • Booking and customer records - Up to 24 months after the service, unless longer retention is required

  • Financial records - In accordance with legal and taxation requirements

  • Complaints - Normally 15 months after closure

  • Marketing preferences - Until consent is withdrawn or the information is no longer required.

Information may be retained for longer where it is needed for a complaint, claim, safeguarding matter, investigation or legal requirement.

8. Cookies

Cookies are small files placed on a visitor’s device when they use a website. We may use cookies to:

  • make the website work properly;

  • maintain security;

  • remember cookie preferences;

  • understand how the website is used; and

  • improve website performance.

Necessary cookies may be used without consent where they are required for the website to operate. Optional analytics or functionality cookies will only be used where the visitor has agreed to them. Visitors can accept, reject or manage optional cookies through the website cookie banner or Cookie Settings link.

9. Website Analytics

We may use website analytics to understand:

  • how many people visit the website;

  • which pages are viewed;

  • how visitors find the website;

  • browser and device types; and

  • general patterns of website use.

Analytics provider: Google

Optional analytics will only be used where the required consent has been given.

10. Third-Party Services

The website may include links to or content from third parties, such as maps, videos, social media or review services. These providers may collect information or use their own cookies. Their own privacy and cookie notices will apply.

11. Marketing

We may send occasional information about our services where:

  • the person has agreed to receive it; or

  • the communication is otherwise permitted by law.

Anyone can unsubscribe at any time by using the unsubscribe link or contacting us.

12. Your Rights

Depending on the circumstances, individuals may have the right to:

  • access their personal information;

  • correct inaccurate information;

  • request deletion or restriction;

  • object to certain uses;

  • withdraw consent; and

  • complain about how their information has been handled.

Requests should be sent to:

Email: info@williamjamestravel.co.uk
Address: 60 Roman Way, Bourton-on-the-Water, Gloucestershire GL54 2EW

We will normally respond within one calendar month.

13. Complaints

Anyone who has concerns about how we use personal information should contact us first. They also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

14. Changes to This Notice

We may update this notice when our website, services, systems or legal requirements change. The current version will be published on the website.