Privacy Policy 

Last updated: 18 September 2026 

Guardian Cars respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, why we use it, how it may be shared, how long we keep it, and the rights you have in relation to your personal information. 

1. Who We Are 

Guardian Cars provides pre-booked private hire and passenger transport services.

For the purposes of UK data protection law, Guardian Cars is responsible for deciding how and why your personal information is used.

Contact details

Guardian Cars
Ramsgate, Kent
Email: enquiries@guardiancars.co.uk
Telephone: 07407 310506

2. Information We Collect 

Depending on the service you enquire about or book, we may collect the following personal information:

• Your name, telephone number and email address.

• Pickup and destination addresses, journey dates and times, stops and other journey details.

• Passenger numbers and luggage requirements.

• Flight information for airport collections, including flight numbers and relevant airport details.

• Cruise information where relevant, including the cruise port, ship and collection details.

• Information about another passenger where you are making a booking on their behalf, such as their name and telephone number.

• Special requirements, including accessibility or assistance requirements that are necessary for us to arrange and provide your journey.

• Booking and journey history and records of communications relating to your enquiry or booking.

• Payment and transaction information, such as the fare, payment method, payment status, tips, refunds or cancellation charges. Guardian Cars does not collect or store your full payment-card details.

• Information generated while providing your journey, including assigned-driver and passenger-tracking information.

• Website usage and analytics information collected through services such as Google Analytics, subject to your cookie choices.

3. How We Use Your Information 

We use your personal information where necessary to:

• Review and respond to booking enquiries.

• Prepare quotations and provide information about our services.

• Create, confirm and manage bookings.

• Plan and provide your journey, including determining suitable pickup times, routes and vehicle requirements.

• Allocate your booking to an appropriate driver and provide the driver with the information reasonably necessary to complete your journey.

• Monitor relevant flight information for airport collections.

• Send booking confirmations, courtesy messages and passenger-tracking information.

• Provide journey progress, estimated arrival information and other passenger-tracking features where available.

• Process and record payments, tips, refunds and cancellation charges.

• Respond to questions, complaints or disputes.

• Maintain appropriate business, accounting, tax and regulatory records.

• Operate, maintain and improve our website and services, including through website analytics where permitted by your cookie choices.

• Comply with our legal and regulatory obligations.

4. Our Lawful Bases for Using Your Information

Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the circumstances, Guardian Cars may rely on the following:

• Contract — where processing is necessary to respond to your request, provide a quotation, make or manage a booking, or provide the transport service you have requested.

• Legal obligation — where we need to process or retain information to comply with legal, tax, accounting, licensing or regulatory requirements.

• Legitimate interests — where necessary for the reasonable operation and protection of Guardian Cars, such as maintaining appropriate business records, dealing with enquiries, complaints or disputes, and improving our services, provided those interests do not override your rights and interests.

• Consent — where we specifically ask for your consent, including where you choose to provide certain health or accessibility information necessary for your journey.

Where health or accessibility information amounts to special category personal data, we will only process it where an additional condition under data protection law applies. Where we ask you to provide this information through our booking enquiry form, we use your explicit consent.

You may withdraw your consent to the processing of health or accessibility information at any time by contacting Guardian Cars. Withdrawal of consent does not affect processing that took place before consent was withdrawn.

5. Health, Accessibility and Assistance Information 

If you need assistance or have accessibility requirements that are relevant to your journey, you may provide this information when making an enquiry or booking.

We ask that you only provide information that is reasonably necessary for us to understand and meet your journey requirements. You do not need to provide detailed medical information unless it is necessary for us to arrange or provide the service you require.

Where this information constitutes special category personal data, such as information relating to your health or disability, we will process it only where an appropriate legal condition applies. Where we rely on your explicit consent, we will ask you to provide that consent separately.

Relevant assistance or accessibility requirements may be shared with the driver assigned to your booking where reasonably necessary for them to provide your journey safely and appropriately.

Health, accessibility or other special category information will only be retained for as long as reasonably necessary for the purpose for which it was supplied. Guardian Cars will periodically review such information and remove it when it is no longer reasonably required.

6. Who We May Share Your Information With 

We only share personal information where it is reasonably necessary to provide our services, operate Guardian Cars, process payments, or meet legal and regulatory requirements.

This may include:

• Assigned drivers — we may provide the driver carrying out your booking with information reasonably necessary for the journey, such as your name, telephone number, pickup and destination details, and any relevant assistance or accessibility requirements.

• Google services — we use Google services as part of our website and operational systems, including services used for forms, data storage, mapping, routing and website analytics.

• Communications providers — we may use third-party services, including TextMagic, to send booking confirmations, courtesy messages and passenger-tracking information.

• Payment providers — where you choose to pay electronically, payments may be processed using third-party payment services, including Revolut. Guardian Cars does not collect or store your full payment-card details.

• Public authorities and regulators — we may disclose information where required by law or where reasonably necessary to comply with licensing, tax, regulatory or other legal obligations.

• Professional advisers — where necessary, information may be disclosed to professional advisers such as legal or accounting professionals in connection with the operation or protection of the business.

We do not sell your personal information.

7. Passenger Tracking 

Guardian Cars may provide you with a unique passenger-tracking link for your journey.

The tracking service may display information such as the location and progress of your assigned driver, estimated arrival information and journey-related updates.

Driver location information is used to support the operation of the journey and to provide relevant tracking information to passengers. Guardian Cars does not use the passenger-tracking page to track the passenger's own location.

Tracking links are provided for the relevant booking and should not be shared unnecessarily with other people, as they may provide access to information relating to your journey.

Mapping and routing services may also be used to calculate routes, distances and estimated arrival times.

8. How Long We Keep Your Information 

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, tax, regulatory and operational requirements.

Our general retention periods are:

• Enquiries that do not result in a booking — generally retained for up to 12 months.

• Completed booking and journey records — generally retained for up to 6 years where required for business, accounting, tax, regulatory or legal purposes.

• Payment and financial records — generally retained for up to 6 years, where required for accounting, tax or legal purposes.

• Communications relating to a booking — may be retained with the relevant booking record where reasonably necessary.

• Health, accessibility and other special category information — retained only for as long as reasonably necessary for the purpose for which it was provided and periodically reviewed so that it can be removed when no longer required.

Information may be retained for longer where required by law or where reasonably necessary in connection with a complaint, dispute, legal claim or regulatory matter.

9. Cookies and Website Analytics 

The Guardian Cars website uses cookies and similar technologies to support the operation of the website and to understand how visitors use it.

We use Google Analytics to collect information about website usage, such as pages visited and interactions with the website. This helps us understand how the website is being used and improve our services.

When you visit the website, you are given the option to accept or reject the use of cookies through the cookie controls provided on the site.

If you reject analytics cookies, Google Analytics cookies are not stored on your device. Google may still receive limited information or consent-related signals in accordance with its consent mechanisms, but analytics storage remains restricted according to your cookie choice.

You can change or manage cookie choices through the controls made available by the website or through your browser settings.

For more information about how Google uses information collected through its services, you can refer to Google's privacy information.

10. International Processing and Transfers 

Some of the service providers used by Guardian Cars operate internationally or may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we take reasonable steps to ensure that appropriate safeguards are in place as required by UK data protection law. These may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards.

The location and safeguards applicable to information processed by third-party providers may depend on the particular service being used and the provider's own data-processing arrangements.

11. Your Data Protection Rights 

Under UK data protection law, you may have rights in relation to your personal information, including the right to:

• Access the personal information we hold about you.

• Correct personal information that is inaccurate or incomplete.

• Request deletion of your personal information in certain circumstances.

• Request restriction of the way we use your personal information in certain circumstances.

• Object to certain uses of your personal information.

• Request transfer of information you have provided to us in certain circumstances.

• Withdraw consent at any time where we rely on consent to process your information.

These rights do not apply in every circumstance, and there may be situations where we are legally permitted or required to retain or continue processing certain information.

If you wish to exercise any of these rights, please contact Guardian Cars using the contact details provided in this Privacy Policy.

We may need to verify your identity before responding to a request in order to protect your personal information.

12. Complaints 

If you have concerns about how Guardian Cars uses your personal information, please contact us first so that we have an opportunity to address your concerns.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

You can find information about making a complaint and your data protection rights on the ICO website.

Information Commissioner’s Office

You can contact Guardian Cars regarding a privacy concern using the contact details provided in this Privacy Policy.

13. Changes to This Privacy Policy