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Data Protection Policy

Effective Date: 31-08-2025
https://www.exectransfer.co.uk/data-protection-policy

 

1. Introduction

 

Exec Transfer (“we,” “us,” “our”) respects your privacy and is committed to protecting your personal data. This policy explains what data we collect, how we use it, with whom we may share it, and how we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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This policy applies to:

  • Data submitted through our enquiry forms.
     

  • Analytics and advertising data collected on our website.
     

  • Social media activity and interactions.
     

2. Data Controller

 

Exec Transfer is the Data Controller for all personal data described in this policy.

For questions, requests, or concerns, please contact:
Email: info@exectransfer.co.uk
Phone: +44 01392 327777
Address: 76 Whipton Village Rd, Whipton, Exeter EX4 8AL

 

3. Personal Data We Collect

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  • Enquiry Form Data: Name, email, phone number, address information, date of travel, number of passengers, luggage quantity and enquiry message.

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  • Analytics & Advertising Data: IP address, device/browser type, pages visited, referring website, marketing interactions.

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  • Social Media Data: Publicly available profile information and messages you send to us through platforms like Facebook.

 

4. Legal Basis for Processing

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  • Enquiry Form Data: Processed under consent (when you submit your details) and/or contractual necessity (to respond to your enquiry).
     

  • Analytics & Advertising Data: Processed under legitimate interests (improving website performance and marketing), with cookie consent obtained where required.
     

  • Social Media Interactions: Processed under legitimate interests (to respond to enquiries, engage with followers, and promote services).
     

5. How We Use Your Data

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  • To respond to your enquiries and provide requested services.
     

  • To improve our website, services, and customer experience.
     

  • To run marketing campaigns and measure their effectiveness.
     

  • To engage with users via social media platforms.
     

6. Data Sharing and Third Parties

 

We do not sell your personal data. However, we share data where necessary with trusted third parties, each bound by Data Processing Agreements or confidentiality obligations:

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  • Website Hosting & IT Providers – for secure operation of our website.
     

  • Analytics & Advertising Platforms (e.g., Google Analytics, Google Ads) – for marketing and performance tracking.
     

  • Professional Advisors (e.g., accountant, legal advisors) – to comply with financial, tax, or legal obligations

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All data shared is minimised to what is strictly necessary for the stated purpose.

 

7. Data Retention

 

We only keep data as long as necessary for the purposes it was collected:

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  • Enquiry Form Data: Retained up to 12 months from last contact, unless further communication is ongoing.
     

  • Analytics Data: Retained in aggregated or anonymised form for up to 24 months.
     

  • Social Media Interactions: Retained in line with the platform’s retention policies, but not stored separately beyond 12 months.
     

  • Business Records (e.g., accounting): Retained for 6 years to comply with UK tax law.
     

When data is no longer needed, it is securely deleted or anonymised.

 

8. Social Media Activity

 

Exec Transfer uses platforms including Facebook to promote our services and engage with clients.

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  • If you interact with us on these platforms, the platform provider may collect additional data about you according to their own privacy policies.
     

  • We may respond to comments, direct messages, or tags. Any data shared with us through these interactions is used solely for customer communication and service promotion.
     

  • We do not export or combine your social media profile data with our other records unless you have explicitly requested a service.
     

 

9. Your Rights

 

Under UK GDPR, you have the following rights:

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  • Right to be informed about how your data is used.
     

  • Right of access to your personal data.
     

  • Right to rectification of inaccurate or incomplete data.
     

  • Right to erasure (“right to be forgotten”).
     

  • Right to restrict or object to processing (including for marketing).
     

  • Right to withdraw consent at any time.
     

  • Right to data portability.
     

To exercise these rights, contact us at info@exectransfer.co.uk.

 

10. Data Transfers Outside the UK

 

Where we use service providers outside the UK (e.g., cloud hosting or analytics platforms), we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses.

 

11. Security Measures

 

We implement appropriate technical and organisational measures to protect personal data, including:

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  • Encrypted data transfers.
     

  • Restricted access to authorised staff only.
     

  • Regular audits and security updates.
     

 

12. National Supervisory Authority

 

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority.

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13. Updates to This Policy

 

We review this policy regularly and update it when necessary. Any significant changes will be posted on our website.

The latest version is always available at:

https://www.exectransfer.co.uk/data-protection-policy

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