Privacy Policy

Effective date: 1 February 2022. Last reviewed: September 2026.

1. Who we are

Fairmanns Travel Ltd is a family-run coach and bus hire operator based at Wychwood Carp Farm, Farnham Road, Odiham, Hook RG29 1HS, with our depot in Farnborough. We are the data controller responsible for your personal information.

You can contact us about this policy or any data protection matter at info@fairmannstravel.com or on 07900 777 459.

2. Information we collect

We only collect information we need to quote for, deliver and account for your coach hire. This typically includes:

• Contact details — name, organisation, email address and phone number provided via our quote form, phone or email.
• Booking details — pick-up and drop-off locations, dates, times, passenger numbers and any specific requirements (e.g. wheelchair access, luggage, school trip details).
• Payment information — invoice, BACS or card reference details. We do not store full card numbers.
• Correspondence — emails, WhatsApp messages, letters and call notes relating to your enquiry or booking.
• Website data — anonymised analytics (pages viewed, device type, referrer) collected via cookies to help us improve the site.

3. How we use your information

We use your personal information to:

• Prepare and send quotations.
• Confirm and deliver your booking, including sharing pick-up details with the assigned driver.
• Issue invoices and process payments.
• Respond to enquiries, complaints and lost property requests.
• Meet our legal obligations (e.g. tachograph records, insurance, HMRC accounting requirements).
• Improve our service, website and marketing (only where you have opted in).

4. Legal bases for processing

• Contract — to provide the coach hire service you have booked.
• Legitimate interests — to respond to enquiries, keep records of jobs and run our business safely.
• Legal obligation — for accounting, tax, insurance and transport regulation compliance.
• Consent — for optional marketing or non-essential cookies. You can withdraw consent at any time.

5. Sharing your information

We do not sell your personal information. We only share it where necessary with:

• Our drivers, so they can carry out your booking.
• Approved sub-contractor operators when we need to fulfil a booking with a partner vehicle (they are bound by equivalent confidentiality standards).
• Our accountants, insurers and payment providers.
• Regulatory authorities (e.g. DVSA, HMRC, police) where we are legally required to do so.

6. How long we keep information

We keep booking, invoicing and driver records for as long as needed to run your job and to meet our legal obligations — generally up to 7 years for financial records, and in line with statutory retention periods for tachograph and safety records. Marketing contact details are kept until you unsubscribe.

7. Security

We use appropriate technical and organisational measures to protect your personal information from loss, misuse or unauthorised access. Access to booking systems is restricted to staff who need it, and paper records are kept securely at our depot.

8. Cookies

Our website uses a small number of cookies to remember your preferences and to measure anonymous traffic. You can disable cookies in your browser settings — the site will continue to work without them.

9. Your rights

Under UK GDPR you have the right to:

• Access the personal information we hold about you.
• Ask us to correct inaccurate information.
• Ask us to delete your information where we no longer need it.
• Object to or restrict certain types of processing.
• Withdraw consent for marketing at any time.
• Lodge a complaint with the Information Commissioner's Office (ico.org.uk) if you believe we have not handled your data correctly.

To exercise any of these rights, please email info@fairmannstravel.com.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page.

Fairmanns Travel Ltd