Privacy Policy

1. Who we are

Trip Booker is a trading name of Quexo Limited, a company registered in England and Wales (company number [Company number]), registered office at [Registered office address]. Quexo Limited is UK VAT-registered (VAT number [VAT number]).

For any question about this policy, contact us at [email protected]. A dedicated data protection contact will be confirmed here once appointed: [Data Protection Officer / privacy contact details].

2. Who is the controller of your data

Trip Booker serves four separate groups of people — customers, coach operators, drivers, and Quexo's own staff — and the controller changes depending on which group you're in and what the data is for:

• Your Trip Booker account (platform identity). Your email, name, phone number, and sign-in history — the record that lets you log in once and see bookings across every operator you've used — is controlled by Quexo Limited.
• Your booking with a specific operator. The trip you booked, your passenger details, emergency contact, and any notes you gave that operator are controlled by that operator — they decide why the data is collected and how long it's kept for their own records (subject to the retention rules below). Quexo Limited processes this data on the operator's behalf, as their data processor, under a data processing agreement set out in our operator Terms of Service.
• Operator, driver, and admin account data. If you're an operator dashboard user, a driver, or a Quexo staff member, Quexo Limited is the controller of your account data, in the same way any software provider is the controller of its own users' account records.

In practice this means: if you have a question about a specific booking (its price, your seat, a refund), the operator you booked with is usually the right first point of contact. If you have a question about your Trip Booker account itself, or about how the platform works, contact us directly.

3. What we collect

We only collect what the service actually needs to run safely:

• Customers — email address, name, and phone number if you create a Trip Booker account; sign-in event history; optionally a linked Google or Apple identity if you choose social sign-in.
• Bookings — the name, email, and phone number you give at checkout (whether or not you create an account), your chosen pickup point, and payment status. We never see or store your card details — see section 6.
• Passengers — for every seat booked, a passenger name, an emergency contact name and phone number (required for every booking without exception — this is a duty-of-care requirement so the operator and driver can act quickly if something happens on the day), and an optional free-text notes field for things like allergies, mobility needs, or medical conditions relevant to the trip. Where filled in, that notes field may contain what UK GDPR treats as special category data (health information); we hold it strictly for passenger-safety purposes, and it's visible only to the operator running the trip and the driver assigned to it.
• Operators — business details, the dashboard users' email, name, and role, sign-in history and IP address, and (if enabled) a two-factor authentication secret.
• Drivers — email, name, and, if the driver chooses to add them, a profile photo, short bio, and Instagram handle shown to passengers. Drivers can see the passenger manifest — including emergency contacts and any medical notes — for trips they're assigned to, and nothing else; every manifest view is logged.
• Everyone — basic technical data generated by using the site (IP address, browser user agent, timestamps of requests) for security and fraud-prevention purposes.

4. Why we use it, and our legal basis

5. Who we share it with

We don't sell personal data. We share it only where necessary to run the service, with the following sub-processors:

We do not load any third-party font, analytics, or advertising service on the platform. Some of these sub-processors operate outside the UK; where they do, appropriate safeguards (such as the UK's International Data Transfer Addendum or equivalent standard contractual clauses) are in place.

6. Payment data

Card details are entered directly into Stripe's own secure form elements — they never touch Trip Booker's servers. This keeps us in the lightest tier of card-industry compliance (PCI SAQ A). Trip Booker is not a payment institution; Stripe is the regulated entity that holds and moves the money (see our Terms of Service and Customer Terms).

7. Cookies

We use a small number of strictly necessary cookies — no advertising cookies, no third-party tracking cookies:

• Session cookie — keeps you signed in. Scoped to the exact subdomain you're on (an operator's site, or the main Trip Booker site) so a session on one can't be read from another.
• CSRF token — a security token embedded in the session, used to confirm form submissions genuinely came from our own pages.
• Trusted-device cookie (operators only) — set for 30 days after an operator confirms a two-factor code on a device, so they aren't asked for a code again on every sign-in from that browser. Revocable at any time from the operator dashboard.
• Cloudflare Turnstile — where a sign-in or sign-up form is protected by Turnstile's bot-detection widget, Cloudflare may set its own cookie or use similar local state as part of that check.

8. How long we keep it

9. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Ask us to delete your data. In practice: your account is de-identified and any bookings you've placed are kept but stripped of personal identifiers (name, email, and phone replaced; emergency contacts and notes removed) — we can't fully erase booking records outright, because UK tax law requires us to keep financial records for 7 years, but nothing personally identifying remains in them after this process.
• Export your data in a portable, machine-readable (JSON) format.
• Object to or ask us to restrict certain processing, including marketing.
• Withdraw consent at any time for anything based on consent (e.g. marketing emails).

To exercise any of these rights, contact us at [email protected], or contact the operator directly if your request relates to a specific booking they control.

9a. How to make a request

Email [email protected] from the address on your account and tell us what you'd like — a copy of your data, or for it to be deleted. We'll verify it's really you before doing anything, and respond within one month, as UK GDPR requires. If your request is really about a specific booking (its price, a refund, changing details), the operator you booked with can usually help faster — see section 2.

Requests are handled by a member of the Quexo team, not automatically — an export is a downloadable file we prepare for you, and a deletion replaces your name, email, and phone number with an anonymised placeholder everywhere we hold them (except on financial records we're legally required to keep for 7 years, and account rows we've already deleted in this way). Neither is instant, but both are logged so we can show we met the deadline.

10. Complaints

If you're unhappy with how we've handled your data, we'd like the chance to put it right first — contact us at [email protected]. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk or by phone on 0303 123 1113. Our ICO registration number: [ICO registration number].

11. Children

Trip Booker is not directed at children, and Trip Booker accounts are intended for adults booking trips. Passenger details for children travelling with a booking adult are provided by that adult.

12. Changes to this policy

We'll update the date at the top of this page whenever we make a material change, and — while this remains a draft — expect the content itself to change as legal review progresses.