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Privacy & Booking Policy
Kirkcaldy Taxis
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1. Introduction
This Privacy & Booking Policy sets out how Kirkcaldy Taxis (“the Company”, “we”, “our”, or “us”) manages passenger information, booking requests, driver responsibilities, passenger responsibilities, and service obligations. The purpose of this policy is to ensure clarity, transparency, and compliance with applicable laws and licensing regulations.
By making a booking with Kirkcaldy Taxis, the passenger (“you” or “the customer”) acknowledges and agrees to the terms set out below.
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2. Privacy Policy
2.1 Information We Collect
When you make a booking, we may collect and store the following details:
Full name (where provided)
Contact telephone number(s)
Pickup and drop-off addresses
Journey details (including date, time, and any special requirements)
2.2 How We Use This Information
To allocate a driver and vehicle for your journey
To contact you regarding your booking (confirmation, amendments, or cancellations)
To comply with licensing and record-keeping requirements
2.3 Data Protection
Your personal information will be handled in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
Information will not be shared with third parties except where required by law or for regulatory/licensing purposes.
Records of bookings may be retained for audit and compliance checks by the local licensing authority.
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3. Booking Terms & Disclaimer
3.1 Pre-Agreement Status
All taxi bookings with Kirkcaldy Taxis are treated as a pre-agreement only.
A booking request does not constitute a binding contract of carriage until a driver has been assigned and accepted the job.
3.2 Service Limitations
Whilst every effort is made to fulfil all bookings promptly and reliably, we cannot guarantee that every booking will result in a successful pickup.
Kirkcaldy Taxis shall not be held responsible for bookings that do not go through due to circumstances beyond our control, including but not limited to:
Traffic congestion or road closures
Severe weather conditions
Vehicle breakdowns or driver unavailability
Errors in the contact details or pickup location provided by the passenger
3.3 Liability
The Company accepts no liability for any loss, cost, or inconvenience suffered by passengers as a result of missed or delayed journeys.
Passengers are advised to allow sufficient time for travel, particularly when connecting to flights, trains, or other scheduled services.
3.4 Cancellations
We reserve the right to cancel or decline a booking where service cannot reasonably be provided.
Where possible, reasonable notice will be given to the customer.
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4. Driver Responsibilities
Kirkcaldy Taxis requires all drivers operating under its name to adhere to the following standards:
Licensing & Compliance: All drivers must hold a valid taxi/private hire licence issued by the local authority and comply with council licensing regulations.
Professional Conduct: Drivers must act professionally, courteously, and respectfully towards all passengers at all times.
Safety: Drivers are responsible for ensuring their vehicle is roadworthy, clean, insured, and compliant with local licensing standards.
Confidentiality: Drivers must respect passenger privacy and not disclose any personal information or journey details without lawful authority.
Punctuality: Drivers should make every effort to arrive promptly for bookings. If delays occur, drivers must notify the Company as soon as possible so that passengers can be informed.
Zero Tolerance: The Company operates a zero-tolerance policy towards inappropriate behaviour, discrimination, harassment, or unsafe driving practices.
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5. Passenger Responsibilities
To help us provide a safe, reliable, and professional service, passengers are expected to:
Provide Accurate Details: Ensure that the pickup address, contact number, time, and journey details are correct at the time of booking.
Be Ready for Pickup: Be at the agreed pickup point at the scheduled time. Drivers may not be able to wait beyond a reasonable period.
Respect Drivers & Vehicles: Treat drivers with courtesy and respect, and avoid causing any damage to vehicles.
Comply with the Law: Wear seatbelts where required, and ensure children are secured in suitable child seats (which must be provided by the passenger, unless otherwise agreed).
No Abuse Policy: Abusive, threatening, or inappropriate behaviour towards drivers will not be tolerated and may result in refusal of service.
Payment: Ensure prompt payment for journeys in the agreed method (cash or card, where applicable).
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6. Health & Safety
The safety and wellbeing of passengers and drivers is of the highest importance. Kirkcaldy Taxis upholds the following safety standards:
Seatbelts: All passengers must wear seatbelts in accordance with the law. Drivers are required to remind passengers of this obligation.
Child Safety: Passengers are responsible for providing and securing appropriate child seats, unless prior arrangements are made with the Company.
No Smoking or Vaping: Smoking and vaping are strictly prohibited in all vehicles.
Alcohol & Drugs: Passengers under the influence of excessive alcohol or illegal substances may be refused carriage in the interest of safety.
Emergency Procedures: In the event of an accident or emergency, drivers will follow safety protocols and passengers must comply with driver instructions.
Cleanliness: Vehicles will be maintained in a clean and hygienic condition. Passengers are expected not to cause damage, excessive mess, or hazards inside the vehicle.
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7. Complaints & Contact
We take service standards seriously. If you wish to raise a concern or lodge a complaint, you may contact us directly via:
Phone: 01592 200 200
Website: www.kirkcaldytaxis.com
Email: [Insert email]
If your complaint cannot be resolved directly with us, you may also contact Fife Council Taxi Licensing Department for further support.
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8. Policy Review
This policy will be reviewed regularly to ensure compliance with licensing requirements and data protection laws. Updates may be issued without prior notice.
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Kirkcaldy Taxis
Effective Date: December 2024