Privacy Policy
Last updated: 18 October 2026
Southtax Cars respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, disclose, retain and safeguard personal data when you use our websites, request a quote, make a booking or contact our team.
1. Who We Are
Southtax Cars provides taxi and private hire transport services in Southampton and surrounding areas.
Trading Name: Southtax Cars
Address: 1 Clench Street, Southampton, SO14 3GB, United Kingdom
Privacy Contact: info@southtaxcars.co.uk
This policy is intended to cover:
It also applies to associated booking enquiries and related communications where the identified operator acts as the data controller.
2. Personal Information We Collect
Depending on how you interact with us, we may collect:
Identity and contact information
Full name.
Email address.
Telephone number.
Billing or contact address.
Booking and journey information
Pickup and drop-off locations.
Journey dates and times.
Flight or cruise information.
Passenger numbers.
Vehicle and luggage requirements.
Booking references.
Special journey instructions.
Payment information
Payment status.
Transaction identifiers.
Payment amounts.
Refund records.
Relevant billing details.
Card payment information may be handled by an authorised third-party payment provider. The payment provider’s own privacy terms may also apply.
Technical information
IP address.
Browser and device details.
Website interaction and access logs.
Cookie preferences.
Security and fraud-prevention information.
Customer service communications
Enquiry messages.
Customer feedback.
Complaint records.
Email correspondence.
Call recordings, where recording is in operation and properly disclosed.
3. How We Use Your Information
We use personal data to:
Respond to taxi enquiries.
Provide quotations.
Process and confirm bookings.
Allocate suitable vehicles and drivers.
Coordinate pickup and drop-off arrangements.
Process payments and refunds.
Communicate journey updates.
Manage customer complaints.
Maintain accounting records.
Detect and prevent misuse of our systems.
Maintain website security.
Comply with applicable legal and regulatory obligations.
We may also send marketing communications where permitted by law and the relevant preferences or consents have been obtained.
4. Our Lawful Bases for Processing
The lawful basis depends on the purpose for which information is used.
Contract: To take steps requested before a booking and to provide agreed transport services.
Legal obligation: To comply with applicable legal, tax, accounting and regulatory obligations.
Legitimate interests: Where appropriate, to protect our systems, manage service quality, investigate complaints and operate our business, subject to an assessment of individual rights and interests.
Consent: Where required for optional marketing, certain cookies or other processing for which consent is the appropriate legal basis.
Where sensitive personal information is needed, such as certain health-related accessibility information, we will identify and apply an appropriate additional legal condition and limit collection to what is necessary.
5. Sharing Your Information
We may share necessary information with:
Drivers assigned to your journey.
Appropriately licensed partner transport operators.
Payment processing providers.
Website hosting and IT service providers.
Booking software providers.
Customer communication providers.
Professional advisers where necessary.
Government, regulators, law enforcement or courts when legally required.
We only share information for legitimate purposes and take appropriate steps to protect it.
We do not sell customer personal data to advertisers.
6. International Data Transfers
Some service providers may process information outside the United Kingdom.
Where personal data is transferred internationally, we will apply a lawful transfer mechanism and appropriate safeguards as required by UK data protection law.
Further details of applicable safeguards can be requested using our privacy contact address.
7. How Long We Keep Information
We retain personal information only for as long as necessary for the purposes described in this policy.
Retention depends on the type of information, including:
Booking and transaction records.
Financial and tax records.
Enquiry correspondence.
Customer service and complaint records.
Marketing preferences.
Security logs.
Call recordings, if used.
Certain tax and accounting records must be retained for statutory periods, which may include six years for applicable VAT records.
Other retention periods are determined by operational requirements, legal duties, dispute resolution and the nature of the information.
Before publication, Southtax Cars must adopt and verify an internal retention schedule covering each of these categories.
At the end of the applicable retention period, information will be securely deleted or anonymised unless continued retention is legally justified.
8. Your Data Protection Rights
Subject to applicable legal conditions and exceptions, you may have the right to:
Be informed about how your information is used.
Request access to your personal data.
Ask for incorrect information to be corrected.
Request deletion of information.
Restrict certain processing.
Object to certain uses of your information.
Receive eligible personal data in a portable format.
Withdraw consent where processing relies on consent.
You have the right to object to processing for direct marketing at any time.
To exercise your rights, contact:
We will respond in accordance with applicable UK data protection requirements. Requests are normally handled within one month, subject to lawful extensions or clarification requirements.
9. Marketing Communications
You may receive marketing messages only where an appropriate legal basis exists and electronic marketing rules are satisfied.
Where we rely on your consent, you can withdraw it at any time.
Marketing emails should contain a working unsubscribe mechanism.
Unsubscribing from marketing will not prevent necessary booking or service communications.
10. Cookies and Website Analytics
Our websites may use essential cookies required for core features, including booking functions, security and user preferences.
Other cookies or similar technologies may be used for analytics or marketing where permitted and subject to applicable consent or exemption requirements.
For further details, see our Cookie Policy.
11. Security Measures
We take appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration and loss.
Measures may include access controls, secure communications, restricted administrative permissions, system updates and appropriate provider safeguards.
No internet-based system can be guaranteed to be completely secure.
12. Children’s Personal Information
Where transport is arranged for a child, we may need information provided by a parent, guardian, school or authorised booking organisation.
We limit collection and sharing to information reasonably necessary for the agreed journey, safeguarding arrangements and applicable legal responsibilities.
We do not knowingly use children’s transport information for unrelated marketing.
13. External Websites
Our websites may link to external websites or services.
We are not responsible for the privacy practices of independent third-party websites.
Please review their privacy notices separately.
14. Complaints to the Information Commissioner’s Office
If you are concerned about how your personal data is handled, please contact us first so that we can investigate.
You also have the right to complain to the UK Information Commissioner’s Office.
ICO website: https://ico.org.uk/
15. Changes to This Privacy Policy
We may update this policy to reflect legal, operational or technical changes.
The latest version will be published on our website with an updated revision date.
16. Contact Us
For questions or requests relating to personal information:
Southtax Cars
Email: info@southtaxcars.co.uk
Website: https://southtaxcars.co.uk/