THE VEHICLE BUTLER — PRIVACY POLICY
Last Updated: May 2026
1. INTRODUCTION
The Vehicle Butler ("We," "Us," "Our") is committed to protecting your privacy and ensuring you have a positive experience on our website and when using our services.
This Privacy Policy explains how we collect, use, disclose, and otherwise process personal data. It applies to all interactions with The Vehicle Butler, including our website, booking process, service delivery, and communications.
Data Controller: The Vehicle Butler
Contact:hello@thevehiclebutler.co.uk
2. WHAT DATA WE COLLECT
Information You Provide:
When you request a quote, book a service, or contact us, we collect:
- Full name
- Email address
- Phone number
- Vehicle registration and details (make, model, registration number)
- Pickup location and delivery location
- Preferred dates and times
- Payment information (card details processed through secure payment processor)
- Insurance details and policy information
- Villa address and contact information
- Emergency contact information
- Any special requirements or preferences
Information Collected During Service:
During vehicle delivery, we collect:
- GPS location data and route information
- Vehicle mileage at collection and delivery
- Photographic and video documentation of vehicle condition
- Dashcam footage from the delivery vehicle
- Communication records (calls, messages, emails)
- Timestamps and tracking data
Information From Your Device:
When you visit our website, we collect:
- IP address
- Browser type and version
- Pages visited and time spent
- Referral source
- Click data and interaction patterns
- Device information (if applicable)
3. HOW WE USE YOUR DATA
Service Delivery:
- Processing your booking and coordinating vehicle delivery
- Communicating with you about your delivery (updates, timing, confirmation)
- Collecting and delivering your vehicle safely
- Providing customer support and handling inquiries
- Generating invoices and processing payments
Communication:
- Sending booking confirmations and delivery updates
- Providing daily photo updates and tracking information
- Responding to your inquiries
- Sending service-related notifications
Safety and Security:
- Ensuring vehicle and personal safety during transport
- Documenting vehicle condition (pre and post-delivery)
- Maintaining records for dispute resolution
- Complying with legal obligations
Service Improvement:
- Analysing service performance and customer satisfaction
- Improving our routes and logistics
- Training drivers and staff
- Developing new services based on customer needs
Marketing (With Consent):
- Sending newsletter and promotional materials (only if you opt-in)
- Inviting feedback and testimonials
- Creating case studies (with permission)
Legal Compliance:
- Complying with tax and financial regulations
- Responding to legal requests or government inquiries
- Maintaining records as required by law
4. LEGAL BASIS FOR PROCESSING
We process your personal data based on:
Contract: Processing necessary to fulfil our service agreement with you (booking, delivery, support)
Legitimate Interests: Processing necessary for our business operations (safety, security, service improvement)
Legal Obligation: Processing required by UK and EU law (tax, data protection, insurance)
Consent: Marketing communications sent only with your explicit consent (opt-in)
5. DATA SHARING
We do NOT share your personal data with third parties except:
Service Providers:
- Payment processors (to process your payment securely)
- Insurance providers (to verify coverage and process claims)
- Villa managers and property contacts (to coordinate delivery with your permission)
- Email and communication providers (to send updates and confirmations)
Legal Requirements:
- Law enforcement and government agencies (if required by law)
- Courts and legal proceedings (if ordered)
We Will Never:
- Sell your data to marketing companies
- Share your data with unrelated third parties without consent
- Use your data for purposes unrelated to your service
6. DATA RETENTION
We retain your personal data:
Booking and Service Data: 7 years (required for tax and legal purposes)
Communication Records: 3 years (for customer service and dispute resolution)
Payment Information: Minimal retention; stored by payment processor according to PCI compliance standards
Marketing Data: Until you unsubscribe from communications
Website Analytics: Up to 2 years
After the retention period, data is securely deleted or anonymised.
7. YOUR RIGHTS
Under GDPR and UK data protection law, you have the right to:
Access: Request a copy of all personal data we hold about you
Correction: Request correction of inaccurate or incomplete data
Erasure: Request deletion of your data (subject to legal retention requirements)
Restriction: Request that we limit how we process your data
Portability: Request your data in a structured, portable format
Objection: Object to processing for marketing or other non-essential purposes
Complaint: File a complaint with the UK Information Commissioner's Office (ICO)
To Exercise Your Rights:
Email: hello@thevehiclebutler.co.uk
Phone: 07967313297
We will respond to your request within 30 days.
8. DATA SECURITY
We implement industry-standard security measures:
- Encrypted data transmission (HTTPS/SSL on website)
- Secure password protection for online systems
- Limited access to personal data (employees only)
- Regular security audits and updates
- Secure document storage and disposal
- Payment information handled by PCI-compliant processors
However, no data transmission is 100% secure. We cannot guarantee absolute security, but we commit to protecting your data.
9. COOKIES AND TRACKING
Website Cookies:
Our website uses cookies for:
- Functional purposes (remembering preferences, login information)
- Analytics (understanding how visitors use our site)
- Marketing (if you consent)
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
Tracking Technologies:
- Google Analytics (for website usage analysis)
- AirTag tracking (for live vehicle tracking during delivery — you can access this data)
10. EXTERNAL LINKS
Our website may contain links to external websites. We are not responsible for the privacy practices of external sites. We recommend reviewing their privacy policies before providing personal data.
11. INTERNATIONAL DATA TRANSFERS
Your data is processed and stored primarily in the UK and mainland Europe. If data is transferred internationally, we ensure adequate safeguards (data processing agreements, standard contractual clauses) are in place.
12. CHILDREN'S PRIVACY
The Vehicle Butler services are not directed to children under 18. We do not knowingly collect data from children. If we become aware that we have collected data from a child, we will delete it immediately.
13. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be communicated via email or website notice.
Your continued use of our services after changes indicates your acceptance of the updated policy.
14. CONTACT US
If you have questions about this Privacy Policy or how we handle your data:
Email:hello@thevehiclebutler.co.uk
Phone: 07967313297
Address: [Your Address]
Data Protection Officer:
If you need to discuss data protection matters specifically, contact us at the email above.
UK Information Commissioner's Office:
If you have concerns about how we handle your data, you can file a complaint with the ICO:
- Website: ico.org.uk
- Phone: 0303 123 1113
15. GDPR COMPLIANCE STATEMENT
The Vehicle Butler is committed to full compliance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- UK Privacy and Electronic Communications Regulations
We process data lawfully, transparently, and fairly. You have full rights to access, correct, delete, and port your data as outlined in this policy.