Privacy Policy

SIMPLAA UK LTD
Company Registered in England and Wales
Office 8, Sigma Business Centre, 7 Havelock Place, Harrow, England, HA1 1LJ
ICO Registration Number: ZB896174

Last Updated: 15 March 2026

1. Introduction

Simplaa UK Ltd ("Simplaa", "we", "us", or "our") is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, share and protect your personal data when you use our services.

Our services include council-contracted student and SEN transport, private hire rides, airport transfers and an operational dispatch platform for drivers and staff.

2. Data Protection Officer

If you have questions about how we handle your personal data please contact us:

Email: support@simplaa.com
Address: Office 8, Sigma Business Centre, 7 Havelock Place, Harrow, England, HA1 1LJ

3. What Personal Data We Collect

Drivers and Escorts (Personnel)

Full name, date of birth and photograph
Address, postcode, email and phone number
National Insurance number
Driving licence details and compliance documentation
Vehicle details including insurance and MOT
Bank account and payment information
Availability, route assignments and attendance records

Customers

Name
Address, email and phone number
Pickup and drop-off details
Payment information
Booking communications

Service Users (Students and Children)

Name and date of birth
School information
Pickup and drop locations
Route assignment details
Attendance records
Special requirements such as wheelchair accessibility or medical needs

4. How We Collect Your Data

Directly from you when you register or book a service
From local authorities for contracted transport services
From third-party operators involved in service delivery
Automatically through cookies and website usage
Through messaging platforms such as WhatsApp or SMS

5. How We Use Your Data

Providing transport services and managing bookings
Managing driver onboarding and compliance
Processing payments and financial records
Safeguarding children and vulnerable individuals
Communicating schedules and operational updates
Improving our platform and services
Complying with legal and regulatory obligations

6. Special Category Data

We may process sensitive data including DBS checks and health information where necessary for safeguarding or operational purposes, in accordance with UK data protection laws.

7. Who We Share Your Data With

Local authorities and councils
Drivers and escorts providing transport services
Third-party transport operators
Payment processors and banks
Messaging service providers such as Twilio
Cloud hosting providers
Professional advisers
Regulators and law enforcement where required

We do not sell your personal data.

8. International Data Transfers

If personal data is transferred outside the UK, appropriate safeguards such as standard contractual clauses will be used to protect the data.

9. Data Retention

Personnel compliance documents – duration of engagement plus 6 years
Financial records – 7 years
Customer booking data – 3 years
Communications – 12 months
Website analytics data – up to 2 years

10. Cookies

Our website uses cookies to improve functionality and analyse usage.

Strictly necessary cookies
Performance and analytics cookies
Preference and functionality cookies

You can manage cookies through your browser settings.

11. Your Rights

Under UK GDPR you have the right to:

Access your personal data
Correct inaccurate data
Request deletion of your data
Restrict processing
Request data portability
Object to processing
Withdraw consent where applicable

To exercise these rights please contact support@simplaa.com.

12. Children's Data

We process children's data only where necessary for council-contracted school transport services. This data is provided by local authorities and handled in accordance with safeguarding and data protection regulations.

13. Data Security

We implement appropriate technical and organisational measures including encryption, access controls and security monitoring to protect your data.

14. Messaging Communications

We may use WhatsApp or SMS messaging to communicate operational updates such as route assignments, shift cover and schedule updates.

15. Changes to This Policy

We may update this Privacy Policy periodically. Any updates will be reflected by the updated date at the top of the policy.

16. Complaints

If you are not satisfied with how we handle your personal data you may contact the Information Commissioner's Office (ICO).

ICO Website: https://ico.org.uk
Telephone: 0303 123 1113

17. Contact Us

SIMPLAA UK LTD
Office 8, Sigma Business Centre, 7 Havelock Place, Harrow, England, HA1 1LJ
Email: support@simplaa.com
ICO Registration Number: ZB896174