Privacy Notice

Effective Date: 16 September 2026

1. Who We Are

Sovenza Limited trading as Sovenza Executive Travel ("Sovenza", "we", "us" or "our") provides chauffeur, executive travel and airport transfer services in the UK. For personal data covered by this notice, Sovenza Limited is the data controller unless we expressly tell you otherwise.

2. What Personal Data We Collect

• Identity and contact: name, email, telephone number and, where provided, billing/contact address.
• Booking and journey: pickup/drop-off addresses, postcode, journey date/time, passenger and luggage details, vehicle preference, flight number and related flight information, booking reference and notes.
• Payment and transaction: payment status, transaction references and invoice details. Where a third-party payment provider is used, full card details are normally processed by that provider rather than retained by Sovenza.
• Communications: relevant emails, WhatsApp/SMS messages and telephone communications.
• Technical/usage: IP address, browser/device information, security logs, website usage and cookie-related information, depending on technologies enabled.
• Marketing preferences: opt-in/opt-out status and preferences.

3. How We Use Personal Data and Lawful Bases

• Provide and manage bookings and communicate about journeys: contract/pre-contract steps.
• Payments, invoices, accounting and required records: contract and/or legal obligation.
• Legal, regulatory, insurance, fraud-prevention and dispute purposes: legal obligation and/or legitimate interests, as applicable.
• Service quality, security, system administration and protection of Sovenza, customers and staff: legitimate interests, where appropriate.
• Non-essential cookies, analytics or marketing technologies: consent where required.
• Direct marketing: consent or another lawful basis where legally permitted, with applicable PECR requirements also followed.

4. Where We Get Personal Data

• Directly from you when you make a booking, request a quote, contact us or communicate with us.
• From another person making a booking on your behalf.
• From booking, payment, address-lookup, flight-information or other service providers used to deliver the service.
• From public or third-party sources where reasonably necessary for operational, fraud-prevention, safety or compliance purposes.

5. Who We Share Personal Data With

• Drivers, employees and vetted subcontractors who need relevant journey information.
• Booking, hosting, IT, address-lookup, mapping, flight-information, payment and communications providers supporting the service.
• Accountants, insurers, legal advisers and other professional advisers where required.
• Public authorities, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law.

We do not sell customer personal information.

6. International Transfers

Some technology or service providers may process personal data outside the UK. Where this occurs, Sovenza will use an appropriate lawful transfer mechanism and safeguards where required, such as an applicable adequacy decision, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, or another lawful safeguard available under the applicable framework.

7. How Long We Keep Personal Data

• Booking, invoice and accounting records: generally up to 6 years where needed for tax, accounting, contractual, legal or dispute purposes.
• Journey/operational records: only as long as reasonably necessary for service delivery, disputes, legal requirements and legitimate business purposes.
• Communications: as long as reasonably necessary for customer service, dispute handling, security, legal or operational purposes.
• Marketing data: while needed for the relevant marketing relationship or until withdrawal/opt-out, subject to suppression requirements.
• Technical/security logs: according to the relevant security and system-retention schedule.

We periodically review retention and securely delete or anonymise information when it is no longer required.

8. Your Data Protection Rights

• Access: request a copy of personal data we hold about you.
• Rectification: ask us to correct inaccurate or incomplete information.
• Erasure: ask us to delete personal data where the legal conditions apply.
• Restriction: ask us to restrict processing in certain circumstances.
• Object: object to certain processing, including direct marketing; the application of the right depends on the processing and lawful basis.
• Data portability: in applicable circumstances, request certain personal data in a structured, commonly used and machine-readable format.
• Withdraw consent: where we rely on consent, withdraw it at any time; this does not affect earlier lawful processing.

To exercise a right, email info@sovenza.co.uk with "Data Protection Request" in the subject line. We may request proportionate information to verify identity.

We normally respond without undue delay and within one calendar month. Where permitted for complex or multiple requests, the period may be extended by up to a further two months and we will explain why.

9. Cookies and Similar Technologies

The website may use strictly necessary cookies and similar technologies to operate the booking service, maintain security and remember information needed for a requested function. Where non-essential analytics, advertising, tracking or similar technologies require consent, we will seek consent before setting or using them as required by applicable law.

10. Security

• Limit access to booking and customer information to authorised personnel and relevant suppliers.
• Use HTTPS/TLS, access controls, strong authentication, secure backups and role-based permissions where appropriate.
• Do not store payment card details unnecessarily; use appropriate payment providers.
• Ensure drivers, staff and subcontractors are subject to appropriate confidentiality and data-protection obligations.
• Maintain a documented personal-data breach response and escalation process.

11. Booking-System Privacy by Design

For the Sovenza booking form, collect only information needed for the journey and make the privacy information available at the point of collection. The planned address flow is:

Apply the same privacy and security approach to pickup, drop-off, return pickup and return drop-off fields.

12. Automated Decision-Making and Profiling

Sovenza does not currently intend to make decisions about customers based solely on automated processing or profiling that produce legal or similarly significant effects. If this changes, this notice should be updated before the new processing is introduced.

13. Children

Sovenza's services are arranged by adults and the website is not directed at children. Journeys may include children as passengers; information about a child should be limited to what is necessary for the booking or safety purpose and provided by an appropriate adult where applicable.

14. Complaints

If you have a concern about how Sovenza has handled your personal information, contact us first at info@sovenza.co.uk so we can investigate and try to resolve it.

You can also complain to the Information Commissioner's Office (ICO):

15. Changes to This Privacy Notice

We may update this notice when our services, technology, suppliers, legal obligations or data-processing activities change. The effective date at the top will be updated when the notice is revised.

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