Privacy Policy

1. Who is responsible for your data

BAOCAR LTD is a controller for BaoCar account administration, security, billing, support, fraud prevention, direct BaoCar communications and legal compliance.

The licensed Operator of Record identified during checkout or in your order confirmation is a separate controller for accepting and providing the journey, dispatching drivers/vehicles, statutory booking records and transport complaints. Where BaoCar hosts booking, driver or fleet information solely on an operator’s instructions, BaoCar acts as that operator’s processor. If BaoCar and an operator jointly determine a campaign or other purpose, we will identify the arrangement and responsibilities.

Contact: support@baocar.uk · Contact form

2. Data we collect

• Identity & contact: name, email, phone, address details you provide
• Booking data: pickup/drop-off, dates/times, passenger/luggage counts, notes, flight info you enter
• Account / auth: login identifiers (e.g. magic-link email verification via our auth provider)
• Support chat: messages and optional booking reference you send
• Payment: payment status and references; card details are handled by the payment processor (we do not store full card numbers)
• Technical: device/browser data, IP, cookies/local storage needed for language, tenant branding, and session
• Operator/driver accounts: company, licence, vehicle, insurance, right-to-work/check outcome, expiry, approval and audit records submitted or confirmed during enrolment
• Active-journey location (chauffeurs only): current latitude/longitude and, where the device supplies them, accuracy, heading and speed after the assigned chauffeur presses “Start journey”. While the journey is in service, that current point may be shown to the passenger signed in to the booking. BaoCar does not collect the passenger’s device location through this tool.
• Sources: information you provide, an inviting operator, payment/identity providers, licensing or company registers, and security/fraud signals

3. Why we use data (lawful bases)

• Contract: to provide a service you request, administer your account, process agreed payments and provide support
• Legitimate interests: platform security, fraud prevention, service administration, protecting users, B2B relationship management and routing requests to the intended operator; we balance these interests against your rights
• Legal obligation: tax/accounting, data protection, responding to lawful requests and any duties that apply to our activities
• Consent: where required (e.g. non-essential cookies or marketing — if/when enabled)

Active-journey location is used only for live dispatch and for showing the passenger, on the booking status page, that the chauffeur is on the way during an assigned job that is in service. Device permission is requested by the chauffeur’s browser or operating system. That permission is separate from the lawful basis relied on by the responsible controller; operators should normally assess necessity and legitimate interests or service-performance grounds rather than rely on employment consent. No automated penalty is applied merely because Start or Complete was pressed late.

Licensed operators determine their own lawful bases for transport, statutory booking and driver/vehicle records and must provide their own privacy information where required.

4. Who we share data with

• The Operator of Record, its authorised dispatch personnel and the assigned driver to the extent needed for your journey
• Payment providers (e.g. Stripe or similar)
• Infrastructure providers (hosting, database/auth such as Supabase, email delivery, maps providers for address/route features)
• The responsible Operator’s authorised dispatch staff may see the assigned chauffeur’s current active-job position. The passenger signed in to that booking may see the same current point on the booking status page while the journey is in service. Restricted BaoCar administrators may access it only where necessary for security, support or legal compliance. Those maps are rendered using Google Maps. A shared status link that shows only status and times does not include the live position.
• Authorities when required by law

We do not sell your personal data.

5. International transfers

Where a restricted transfer takes place outside the UK, we use an applicable adequacy regulation or contractual safeguard such as the UK International Data Transfer Agreement/Addendum and carry out any required transfer-risk assessment. Details relevant to your data are available on request.

6. Retention

We keep data only for a documented period based on purpose, legal duties, disputes, security and the Operator’s lawful instructions. Financial records are generally retained for up to six years after the relevant accounting period/relationship where required. Unsuccessful applications and expired compliance documents are reviewed for deletion or restricted retention rather than kept indefinitely. Superseded vault files enter a controlled deletion queue, and temporary itinerary attachments are normally removed 30 days after the booking closes unless a documented legal, safeguarding or dispute hold applies. Statutory PHV booking records are retained by the responsible Operator for the period its law or licence requires.

The active tracking store keeps one current position per ongoing booking and overwrites it when an update arrives; it does not create a GPS journey-path history showing how the chauffeur drove. The row is deleted when the booking is completed, cancelled, rejected or otherwise closed. If updates stop unexpectedly, it expires after five minutes and is removed by the expiry process. Ordinary past booking records—such as pickup, destination, assigned driver, status and completion time—remain subject to their normal retention rules. Limited infrastructure backups and security logs may persist for their controlled lifecycle, but are not exposed as a GPS path-replay tool.

7. Security

We use access controls, encrypted transport (HTTPS), and provider security features. No method is 100% secure. Conversation history on Contact is gated behind email magic-link verification to reduce casual access to other people’s threads.

8. Your rights

Under UK GDPR you may request: access, rectification, erasure, restriction, portability, and objection (in certain cases). You may also lodge a complaint with the ICO (ico.org.uk).

Email support@baocar.uk with enough detail for us to verify your request.

If your request concerns journey fulfilment or an operator’s statutory records, we may route it to the identified Operator of Record. Each controller remains responsible for requests relating to its own processing.

9. Cookies & local storage

We use essential storage for language preference, white-label tenant context, and login session. We do not currently set analytics or marketing cookies. If we add them later, we will update this policy and seek consent where required.

10. Children

Our services are aimed at adults (18+). We do not knowingly collect data from children for accounts.

11. Automated decisions

Compliance flags and fraud/security tools may support human review or temporarily restrict access. BaoCar does not currently make solely automated decisions that produce legal or similarly significant effects without an applicable safeguard. We will update this notice before introducing such processing.

12. Changes

We may update this policy by posting a new version here with a revised “Last updated” date.