Privacy policy.

1. Introduction

ASH Cabs Dunfermline (“ASH Cabs”, “we”, “us” or “our”) respects your privacy. This notice explains how we collect, use, share and protect personal information when you visit our website, make an enquiry or booking, contact us, or use our taxi, private-hire and airport-transfer services.

We handle personal information under applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018. Reading this notice does not mean you consent to every use of your information: we use the lawful basis appropriate to each purpose.

2. Who we are

ASH CABS LTD decides how and why the information described in this notice is processed. Use the contact details above to ask a privacy question or exercise your rights.

3. Personal information we collect

• Customer details: name, telephone number, optional email address and contact details supplied with an enquiry.
• Journey details: pickup, destination, intermediate stops, dates and times, route coordinates, fare estimate, vehicle preference, passenger and luggage counts, notes, amendments and cancellations.
• Assistance information: relevant assistance needs you choose to share. Please describe the help needed rather than a diagnosis. Where your information reveals health or disability details, the online form asks for separate explicit consent.
• Transactions: fares, payments, refunds, references and accounting records where applicable. The website booking form does not take online card payments. The clearly labelled deposit demonstration has optional dummy fields. Use made-up values only: these values stay in the dialog and are not submitted or saved. The request stores the planned deposit, unpaid status and remaining balance for its pro forma. Do not enter card numbers, bank details or unnecessary sensitive information into notes.
• Communications: enquiries, WhatsApp or email messages, feedback, complaints and information needed to resolve a service issue.
• Website information: hosting/security logs may include IP addresses, request times and browser information. Optional measurement, described below, is separate from booking data.

4. How we collect information

We collect information when you use the route planner, request a quotation or booking, call, email or message us, amend or cancel a journey, travel with us, or give feedback. We may receive relevant information from someone booking on your behalf or a business arranging your transport.

Location is your choice. The website asks your device for its location only when you use “My location” or a similar location button. You can instead search or select a map pin. It does not continuously track your location in the background.

The map, local search index and road-routing data are served by this website. Route calculation runs in your browser; selected coordinates and route information are sent to our server for estimates and requests. Exact UK postcode searches may contact Postcodes.io with the postcode and normal connection information.

5. Live address and map-pin lookup

When you search for an address or identify a point on the map, address text or coordinates may be sent through our server to the key-free Photon service operated by komoot, using OpenStreetMap data. We do not attach your account details, passenger name or telephone number to these lookups. Lookup results are temporarily cached in private server storage to reduce repeat requests. Cached results expire after 24 hours and expired files are removed during routine cleanup. The provider receives our server connection information. Address coverage and availability vary; a nearby address label does not move the entrance pin you chose. You may instead give the taxi team your pickup details directly by telephone.

6. Why we use your information

• Receive, price, review and confirm journey requests; arrange pickups, stops and return journeys; allocate drivers and share relevant instructions.
• Respond to enquiries and communicate changes, pickup arrangements, delays or cancellations.
• Arrange the vehicle, luggage space and assistance you request, subject to availability.
• Administer payments, refunds, accounting, debts and service disputes where applicable.
• Maintain the website, staff access and security; diagnose technical faults and prevent abuse.
• Measure website use when you allow analytics; measure configured advertising when you separately allow marketing.
• Meet legal, tax and licensing obligations and establish, exercise or defend legal claims.

An online request is not a confirmed booking. Staff must accept the journey. A reference means the request was saved; it does not guarantee a vehicle, fare or automatic notification.

7. Our lawful bases

Contract and steps before a contract: information needed to respond to your booking request and provide the agreed journey.

Legal obligation: records or disclosures required by tax, accounting, licensing or other applicable law.

Legitimate interests: managing operations and enquiries, protecting systems, preventing abuse, resolving complaints and defending claims, where these interests do not override your rights.

Consent: optional analytics and marketing technologies, and marketing communications where required. You can withdraw consent without affecting processing already carried out lawfully.

Health or disability information: where assistance information reveals special-category data, we normally seek your explicit consent to use and share the relevant details with staff and the assigned driver to arrange assistance. You may withhold or withdraw it by contacting us. We may then be unable to arrange the particular assistance, but will discuss practical alternatives. If another legal exception applies, we will use it only where its conditions are met.

8. Who receives your information

We do not sell personal information. We share only information relevant to the purpose, where necessary and lawful:

• Drivers and operational staff: contact, journey and relevant assistance details to arrange your service.
• Hosting and IT providers: website hosting, database, backup and maintenance services supporting the website.
• Communications providers: telephone, email and WhatsApp services when used to communicate with us. WhatsApp is provided by Meta; its own privacy terms apply to that service.
• Google: optional website analytics and configured advertising after the relevant consent. Google Maps links open an external service; a configured reviews connection requests public business reviews without sending booking information.
• Payment providers, professional advisers and insurers: where needed for an actual payment, accounts, advice, a complaint or a claim. Online card checkout is not enabled in this booking form.
• Authorities and regulators: lawful requests or duties involving licensing bodies, law enforcement, courts or other authorised bodies.

Where a provider acts on our behalf, appropriate contractual and security arrangements must apply. External services you choose to visit have their own privacy notices.

9. International transfers

Some providers, including Google, Meta/WhatsApp and communications services, may process information outside the UK. The relevant destination and safeguards depend on the service and account arrangements. Where a restricted transfer is made, we use the safeguards required by UK law, such as UK adequacy regulations or appropriate contractual safeguards with any necessary assessment. Contact us to request information about the safeguards relevant to your information.

10. How long we keep information

We keep information only for the relevant purpose and review it when it is no longer needed. Our normal review schedule is:

These periods do not override mandatory licensing or legal retention. We restrict access to records held for an unresolved matter and securely delete or anonymise information when it is eligible. A website update does not itself purge historical business records.

Google and other optional providers also apply their own account-level retention settings. You can ask us about the settings in use. Clearing browser cookies may prevent us identifying older first-party measurements for erasure through the preference tool.

11. Cookies and website technologies

Essential storage supports staff authentication, booking security and your privacy preferences. Optional analytics and marketing remain off until you choose them. Existing consent for first-party measurement alone is not treated as permission for newly connected third-party tools.

If you allow analytics, first-party measurement records published page paths, coarse device categories, page views and selected actions, using a random browser token. It does not record names, phone numbers, email, booking references, journey addresses or coordinates, query strings, raw IP addresses or full user-agent strings. A measured session ends after 30 minutes of inactivity. Coverage is incomplete when visitors decline or block tracking.

When enabled by the operator, Google Analytics loads after analytics consent. Configured Google Ads or Meta Pixel require marketing consent; a reviewed Tag Manager container requires both categories. We send generic actions, such as a booking request being saved, without the booking contents. These providers may receive normal connection/device information and set their own cookies. We do not enable enhanced conversions or send passenger data for advertising.

The application honours Do Not Track and Global Privacy Control signals by keeping optional tracking off. Change or withdraw your choices at any time using Privacy choices. Booking and maps remain available when you decline. See the cookie notice for storage details and provider information.

12. How we protect information

We use reasonable technical and organisational measures, including staff access controls, account security, HTTPS on the live site, private configuration/storage and software maintenance. Access is limited to authorised people with an operational need. We assess relevant provider arrangements and respond to security incidents as required by law.

No method of electronic transmission or storage guarantees absolute security. Please do not send unnecessary sensitive information in an enquiry or booking note.

13. Your data protection rights

Subject to applicable conditions and exemptions, you may ask for access to your information, correction, erasure, restriction or portability. You may object to processing based on legitimate interests and object at any time to direct marketing. Where processing relies on consent, you may withdraw it at any time; withdrawal does not affect prior lawful processing.

Contact [email protected] or call 01383 333333. We may request proportionate information to verify your identity. We normally respond within one month; where a lawful extension or exemption applies, we will explain it. You will not normally pay a fee. We do not use this website to make a solely automated decision confirming or refusing your taxi booking: staff confirmation is required.

14. Service messages and direct marketing

Booking confirmations, pickup arrangements, changes and cancellations are operational messages. They are separate from promotional marketing. This website does not automatically enrol you in a mailing list when you request a journey.

If we send promotional communications, we follow applicable UK privacy and electronic communications rules and obtain consent where required. You may opt out using the method provided or by contacting us. This does not stop essential messages about an existing booking.

15. Children’s information

Passengers may be under 18. We use only the information needed to arrange and provide the journey, communicate with the relevant customer or responsible adult, and meet applicable legal and safety requirements. We do not knowingly use children’s information for unrelated direct marketing. Avoid including children’s full details unless they are necessary for the booking.

16. Third-party websites and services

Links to Google Maps, WhatsApp and other external services open services we do not control. Their own terms and privacy notices apply. Review those notices before providing information directly. Our map-data credits identify the sources of the self-hosted road and search data.

Google privacy notice · WhatsApp privacy notice · Map and data credits

17. Accounts, driver assignments and the travel assistant

Customer accounts use a name, phone number, email address, a password hash and essential account-session storage. Email verification and password-recovery links are time limited. Requests are linked to the signed-in customer; older guest requests are linked only after the matching email is verified.

Private driver accounts show only current assigned journeys, necessary customer contact and assistance instructions, navigation and payment totals. Owners manage driver records and assignments. The WhatsApp button opens a draft for a staff member to review and send; opening Google Maps or WhatsApp shares the selected journey information with those providers under their own policies.

Invoices, credits and verified payment records support accounting and disputes. The dummy checkout accepts optional made-up card text for demonstration only. Those values are not read, submitted or stored by the booking system; no payment is processed. SMTP credentials are encrypted separately from public settings, and operational emails are queued for the configured email provider. Email delivery is inactive until the operator connects SMTP.

The automated travel assistant uses approved website answers and current booking settings. It sends the question to this website to choose an answer; it does not call an external AI provider or retain a conversation transcript. Avoid entering unnecessary personal or sensitive information. Account sessions expire after eight hours of inactivity; disable access or contact the team to address account closure and retention, subject to accounting, licensing and legal obligations.

18. Changes to this notice

We may update this notice when services, systems or legal requirements change. The latest version appears here with its update date. Where required, we will communicate material changes and seek a new choice before using information for a new consent-based purpose.

19. Contact us

ASH Cabs Dunfermline · ASH CABS LTD
4 Almond Road, Dunfermline, Fife, KY11 4BU, United Kingdom
Email: [email protected]
Telephone: 01383 333333 or 01383 331515

Describe your enquiry clearly and include only the information needed to understand it. Please do not send card details or unnecessary health information.

20. Complaints

Please contact us first so that we can try to address your concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your personal information has been handled unlawfully or your rights have not been respected.

Information Commissioner’s Office
Make a complaint to the ICO
Telephone: 0303 123 1113