How your journey details are used

Updated 11 October 2026.

Who looks after your information

Take One Services Ltd., company number 14739789, is responsible for the booking information we collect. Our registered address is Centre 42, 42 Watling Street, Radlett, Hertfordshire, WD7 7NN. Contact accounts@takeoneservices.com or +44 20 4615 5510 about privacy or your booking.

What we collect and why

We collect your name, email, telephone number, pick-up and destination addresses, journey date and time, vehicle choice, passenger count, luggage and any details you choose to add. We keep the quoted price, booking reference, accepted terms, payment and refund references, extra-time requests, communications and assigned driver and car details.

We use these details to give you a quote, arrange and deliver your journey, send updates and deal with changes, cancellations and refunds. This is necessary to take steps at your request before a contract and to carry out your booking contract. A quote request does not confirm a booking.

We also keep records required by licensing and accounting rules, which is a legal obligation. We use limited security and audit information to protect bookings, prevent misuse, investigate problems and keep reliable recovery copies. These are our legitimate interests; you can ask us about them or object to this use.

Please provide only information needed for the journey. Contact us directly about accessibility arrangements and avoid putting medical details in a general notes box. If you book for someone else, make sure they know how we will use their details.

Who receives the information

• Authorised TOS staff and the assigned driver receive the details needed to arrange and carry out the journey. If a licensed operator supplies the journey for TOS, we share the necessary booking details with that operator and tell you who they are. TOS remains responsible for your booking.
• Render hosts the booking service and database. The application runs in Frankfurt. Google Cloud Storage holds private recovery copies in London.
• Ideal Postcodes receives the postcode when you use Find address and returns a list of postal addresses. Manual address entry is also available. We do not send your name, email, phone or payment details for postcode lookup.
• Google Maps Platform checks journey addresses and road distances when automatic journey pricing or a staff journey check is used. We send the journey addresses or their place identifiers, not your name, email or card details, for those checks.
• Stripe processes card payments, extra-time payments and refunds. We receive payment status and references; the TOS website does not collect or store full card numbers. Stripe also handles some information for its own payment, fraud prevention and legal purposes. See Stripe’s privacy notice.
• Resend delivers booking emails and receives the recipient address and message content. Replying to an email sends your reply to the TOS contact mailbox.
• We may disclose relevant records to licensing authorities, police, tax authorities or professional advisers where required by law or necessary to deal with a claim.

Keeping details safe and transfers abroad

The staff dashboard requires a password. Booking records and private connection keys are outside the public website folder. Backup access is restricted. Your private booking link lets its holder see that journey and request changes, so keep it private.

Some suppliers and their support or processing systems operate outside the UK, including in the United States. Choosing a UK or European hosting region does not mean every supplier activity stays there. We use providers’ data-processing arrangements and applicable international transfer safeguards, such as contractual safeguards or recognised adequacy arrangements. Contact us for details of the safeguards relevant to your information.

How long we keep information

We keep licensing booking and dispatch records for at least 12 months. We review operational journey details after that period and remove details no longer needed, unless a complaint, dispute, investigation or another legal requirement means they must be kept. Unsuccessful enquiries are reviewed after six months.

Financial and accounting records are normally kept for six years after the end of the company financial year they relate to, and longer where required. This does not mean every journey note needs to be kept for six years. Retention review is carried out by TOS staff; the booking system does not currently delete customer records automatically.

Daily cloud recovery copies are retained for 30 days, with a further seven-day recovery period for deleted copies. Local recovery copies are kept privately and reviewed separately. If we restore a backup, we reapply any recorded deletion or correction requests before using it for normal operations.

Your choices and rights

Depending on the circumstances, you can ask to see, correct, delete, restrict or obtain a portable copy of your information, or object to certain uses. Some records must be retained by law. Contact us using the details above; we may ask for information to verify your identity. You can also complain to the Information Commissioner’s Office.

The system calculates journey prices and confirms payments automatically. It does not make decisions about eligibility for credit, employment or similar services. Contact TOS if a price or address check looks wrong.

Cookies, emails and advertising

The booking pages use essential browser storage to remember your current booking link and essential cookies for staff sign-in. Google Ads booking measurement is optional and is disabled until configured by TOS. When enabled, we ask before loading Google advertising code or setting advertising cookies. Rejecting measurement does not affect booking or payment. If you accept, Google receives ad-click information, a random purchase identifier and the paid amount in GBP so we can measure which adverts lead to bookings. Google may also receive technical information such as your IP address and browser details. We do not provide your name, email, phone number, journey addresses, card details or private booking link through this tracking. We do not enable enhanced conversions, personalised advertising or Google Analytics in this connection. You can change your choice using Advertising choices; we remember that choice for up to 180 days. Consent is the basis for this optional measurement. Google handles the received information under its own privacy arrangements; see Google’s privacy policy. Booking and driver emails are service updates; submitting a booking is not agreement to marketing.