Privacy Policy

Last updated: 17-10-2026

This notice explains how West Midlands Coaches Limited handles personal information when you use wmc-uk.com, request a quote, contact us or arrange passenger transport.

Who is responsible for your information?

West Midlands Coaches Limited, company number 14835736, is the data controller. VAT registration number: 461 8945 58. Our registered office is 429 Meadway, Birmingham, West Midlands, England, B33 0DZ, United Kingdom. For privacy enquiries, email hello@wmc-uk.com or call +44 333 335 7555.

Information We Use

Depending on your enquiry or booking, this may include the booking person’s and lead passenger’s names, email address, telephone numbers, pickup and destination addresses, travel dates and times, passenger and luggage counts, flight information and instructions you give us. We also use booking references, journey status and vehicle or driver allocations where a booking is recorded. Our hosting provider may process technical information such as IP addresses and request logs to operate and secure the website.

If you provide another passenger’s details, make sure they know you have shared them and direct them to this notice. Please provide only the accessibility information needed to arrange suitable transport; do not include diagnoses or unnecessary medical information.

Online Bookings And Payments

The booking form collects the contact, passenger and journey details needed to calculate a quotation and create a booking. Submitted booking records, payment status and subsequent amendments are stored so authorised staff can manage your journey. Address searches and route calculations send the relevant search terms, locations and route stops to Google.

Stripe provides card checkout and payment processing. Payment-card details are entered through Stripe’s payment interface. WMC stores booking and payment references, amounts and payment status to manage payments, invoices and eligible refunds. Do not send card details by email or enter them in journey instructions.

Why We Use Information And Our Lawful Bases

To respond to requests and arrange or deliver transport: taking steps at your request before a contract, or performing our contract with you.
To coordinate lead passengers, drivers and vehicles, maintain service records and protect our systems: our legitimate interests in operating a safe, reliable transport service, balanced against people’s rights.
To meet applicable accounting, legal or regulatory requirements: compliance with legal obligations.
Where we rely on consent for a separate activity: we explain that activity and you may withdraw consent at any time. Consent to marketing is separate from arranging transport.

Accessibility information can reveal health information. If this applies, we must establish an appropriate additional condition for handling it, such as explicit consent, before recording or sharing those details. Contact us to discuss the minimum information needed.

Contact Through WhatsApp

If you choose the WhatsApp contact button, it opens WhatsApp with a general enquiry message ready for you to edit and send. It does not send automatically. WMC receives the messages and contact information you choose to share. WhatsApp handles information through its own service under its privacy terms. Contact us by telephone or email if you prefer another method.

Who may receive information?

Authorised WMC staff and allocated drivers receive the information needed for their work. IONOS provides website hosting. Google provides address search and journey routing and receives the locations and search terms you request, together with technical request information. Google’s handling is explained in its Privacy Policy. We may share relevant information with professional advisers or public authorities where necessary for a legal obligation or dispute.

Stripe receives the payment and billing information needed to process a payment or invoice. Its handling of that information is explained in its own privacy notice.

Transfers Outside The UK

Some service providers, including Google, may process information outside the UK. Where WMC makes a restricted international transfer, we must use an applicable adequacy decision or appropriate safeguards. Contact us for information about the arrangements relevant to your data.

How Long Information Is Kept

Details entered before submission are used to prepare your quotation; submitted booking and payment records are retained separately. Enquiries and recorded bookings are retained for as long as needed to respond, provide the journey, resolve payment or service issues and meet applicable accounting or legal record-keeping requirements. The appropriate period depends on the record’s purpose, applicable legal deadlines and any ongoing complaint or claim; records should be deleted or anonymised when those purposes end. You can ask us about the retention period for a particular record.

Keeping Information Secure

Website connections use HTTPS and staff booking records are accessed through the admin login. Access should be limited to authorised people who need the information for their work. Please avoid sending payment-card details or unnecessary sensitive information by email or in journey instructions.

Customer Reviews And Payment Requests

When you submit a review, we verify the completed booking using its reference and booking email. Your chosen display name, rating and review may be published after moderation; your booking reference and email are not published. Moderation records retain the decision, explanation, staff member and time. Contact us to discuss a correction or removal.

Discount code usage is recorded against the booking to apply offer limits and keep an accurate discount history. Separately arranged payment requests and invoices retain customer contact and billing details, the service description, references, amounts and payment verification records.

Your Rights

Depending on the circumstances, you can request access to your personal information, correction, deletion, restriction of use, portability or object to certain uses. These rights are not absolute. Where processing relies on consent, you can withdraw it without affecting earlier lawful processing. Contact hello@wmc-uk.com; we may need to verify your identity. We normally respond within one month, subject to any extension permitted by law.

If you are unhappy with how we handle your information, contact us first. You can also complain to the Information Commissioner’s Office.

Cookies And Changes To This Notice

See our Cookie Policy for storage and external-service information. We update this notice when our services or data-handling arrangements change.

Driver And Supplier Applications

When you apply through Join Us, we collect your contact details, experience, availability, preferred contact method and the documents needed to assess your application. Driver records include photographs, CVs, driving licence copies, front and back copies of Driver CPC and tachograph cards, driving licence check codes, recent bank statements and utility bills for address verification, and optional existing DBS certificates. Bank statements should be redacted to remove account numbers, balances and transactions while keeping the name, address and issue date visible. Existing DBS documents are optional; a new check appropriate to the role will be arranged before joining. Sharing an existing DBS certificate at application stage is voluntary and requires separate permission to use it for recruitment review, private storage and the company notification email. You may apply without it or withdraw permission by contacting hello@wmc-uk.com. Criminal offence information requires an applicable UK-law condition and access is restricted to authorised recruitment staff. Supplier records include operator licences, fleet information and a mandatory combined public liability and employers’ liability insurance document.

We use this information to review qualifications, assess suitability, carry out relevant verification and contact you about suitable work. Our lawful bases are taking steps at your request before entering a contract, our legitimate interests in recruiting suitable drivers and suppliers, and legal obligations where applicable. Documents are encrypted in private hosting storage and accessible only to authorised WMC administrators. They are not published or attached to applicant acknowledgement emails. Application details and copies of uploaded documents are sent to our company mailbox, hello@wmc-uk.com, for review by authorised staff. Email copies must be managed under the same retention policy; deleting a website record does not remove mailbox copies. Hosting and email providers process data to operate the service.

Unengaged driver applications are kept for up to 6 months and supplier applications for up to 12 months, then deleted during scheduled or routine system cleanup. If an engagement begins, we will explain the separate retention of employment or supplier records. You can request correction, withdrawal or deletion by emailing hello@wmc-uk.com with your application reference, subject to any applicable legal obligations. We do not use application records for marketing or make automated recruitment decisions.