Privacy Policy
Last updated: 14 October 2026
This policy explains what personal information Move Ph (“we”, “us”) collects when you use the Move chauffeur apps and website (the “service”), why we collect it, who sees it, how long we keep it and what your rights are. The service is used by drivers, operators (licensed private-hire operators who dispatch and verify drivers), riders (customers who book a chauffeur) and our own administrators. Parts of this policy apply only to some of those groups; they are marked.
1. Who is responsible for your information
Privacy contact: moveph7@gmail.com
We are the controller of the personal information described in this policy for accounts, sign-in, verification of drivers and operators, safety and the running of the platform (UK GDPR and the Data Protection Act 2018). When an operator creates a booking for their own passenger, the operator also decides what to do with that passenger’s details for their own business and is a separate controller of them; we process those details to run the booking on the platform.
2. What we collect
| Information | Details | From whom |
|---|---|---|
| Account and contact details | Name, e-mail address, telephone number, title, address and postcode, city, profile photograph, sign-in history (last sign-in), notification preferences. | Everyone |
| Sign-in codes | We e-mail you a 4-digit code to sign in. We keep only a scrambled (hashed) copy, in the server’s memory, for a few minutes. No password is used. | Everyone |
| Identity and eligibility details | Date of birth, National Insurance number, emergency contact (name and telephone), driving licence and private-hire driver licence numbers and expiry dates, passport-style photograph, identity and proof-of-address documents (for example passport, residence card, utility bill, bank letter), and the photographs or scans of each of these documents. | Drivers (operators: operator licence, insurance, identity and proof-of-address documents) |
| Face scan | During driver sign-up the app takes a short live face scan to confirm a real person is applying. The device checks that a face is present; the image is stored with your application and shown only to people who verify drivers. We do not run automated face matching and do not use it for anything else. | Drivers |
| Vehicle details | Registration plate, make, model, colour, year, seats, luggage space, V5C logbook, MOT, private-hire insurance, car insurance, vehicle licence and photographs of the car. | Drivers |
| Bank and payout details | Account holder, bank name, sort code and account number, and card-machine details if you add them in your profile, used to pay you and to settle cash jobs. | Drivers |
| Location | Your base location (city), the pickup and drop-off places of bookings, and — for drivers who allow location access in the app — your device’s position while the app is open, so operators can dispatch the nearest driver, riders can follow their trip and the map can show jobs near you. We do not track you in the background. Riders see only the position of the driver assigned to their trip, and anonymous car markers (no names) on the home map. Riders can also save places such as Home and Work in their profile. | Drivers (position); riders and operators (places) |
| Bookings and trips | Pickup, drop-off and via addresses, date and time, flight number if given, passenger first and last name, telephone and e-mail where the operator enters them, number of passengers and bags, notes, fare, payment method and payment records (amount, method, a transaction reference or a photograph of a cash receipt), trip timeline (accepted, on the way, arrived, passenger on board, completed), ratings and cancellations. | Operators, riders, drivers |
| Messages and calls | Chat messages sent in the app between a driver and the operator of a job, and support requests to us. In-app voice calls use WebRTC: we handle the set-up messages (who is calling whom and when). The audio goes directly between the two devices or through our relay server; we do not record calls. | Drivers, operators, riders (support) |
| Device and technical data | Push-notification token for your phone, device type, the IP address of your requests and the time (kept in server logs and in short-lived memory to limit abuse such as repeated sign-in attempts), a log of important actions (who did what and when) for security and dispute handling. | Everyone |
| Safety reports | If you use the safety (SOS) button: your name, the booking and the position at that moment. | Drivers, riders |
We do not collect special-category data on purpose. The face scan is the only image of your face that we hold and it is used only to confirm that a real person is applying (see the table). Do not send us health, religion or similar details in messages.
3. Why we use it and our legal basis
| Purpose | Legal basis (UK GDPR Article 6) |
|---|---|
| Creating and securing your account, sending sign-in codes, running the booking and dispatch service, paying drivers and settling accounts | Contract — it is necessary to provide the service you asked for. |
| Checking that drivers, vehicles and operators hold valid licences, insurance and identity documents, and keeping those checks up to date; sharing a driver’s compliance documents with the operators who verify and use them | Legal obligation and legitimate interests — private-hire licensing rules require operators to keep these records; we and operators have a legitimate interest in a safe, lawful service. |
| Live location, trip tracking, safety (SOS), preventing fraud and abuse, rate limits, security logs | Legitimate interests (safety of drivers and passengers, protecting the service); for device location, also your permission in the app, which you can withdraw in your phone settings. |
| Keeping accounting records (fares, payments, commission, settlements, invoices) and responding to disputes or legal claims | Legal obligation (tax and company law) and legitimate interests. |
| Push notifications about your jobs, documents expiring and account changes | Contract (service messages). You can switch push notifications off in the app or your phone. |
| Support, complaints, improving the service | Legitimate interests. |
We do not sell your personal information and we do not use it for advertising. We do not make decisions about you that have legal or similarly significant effects by purely automated means: a person decides whether a driver or operator is verified.
4. Who can see what
- Drivers see their own profile and documents, the jobs they have accepted (including pickup and drop-off addresses and the passenger’s first name and telephone number only once the job is assigned to them), and open marketplace jobs in a reduced form: the operator appears under a reference number, addresses are shortened to an area and outward postcode, and there is no passenger name, telephone, e-mail or notes. Drivers never receive passenger contact details for jobs that are not theirs and do not see what the passenger pays beyond what the driver is due.
- Operators see their own bookings, passengers and customers, payments and settlements; the drivers they work with or who are applying and awaiting verification (including compliance documents, so they can verify them); and a driver list for dispatch showing name, photograph, rating, vehicle class and whether the driver is online and where. Operators do not see other operators’ bookings, passengers, fares or contact details.
- Riders see their own bookings and, for an assigned trip, the driver’s photograph, first name, rating, licence number and vehicle details, and the driver’s live position during the trip. A rider with a shared tracking link can let others see the car position and the driver’s first name until the trip ends.
- Our administrators can see everything needed to run the platform, support users and meet legal duties. Access is limited to named staff.
5. Who we share it with (our service providers)
We use the following providers. They act on our instructions (as processors) except where stated, and only receive what they need:
| Provider | What for | What they receive |
|---|---|---|
| Our hosting provider (a virtual private server company) | Runs the server, database and backups | All data held on the platform, encrypted in transit; stored in the data centre we choose |
| Mapbox | Maps, routes, travel time and distance | Map requests and route coordinates (pickup and drop-off points) and your device’s IP address |
| Ideal Postcodes | UK address look-up when you enter a postcode | The postcode you type and our server’s address |
| postcodes.io | Turns a postcode into an area name and position | The outward and full postcode of places in a booking |
| Google Firebase Cloud Messaging | Delivers push notifications to your phone | Your device token and the short notification text |
| Resend (our e-mail provider) | Sends sign-in codes and booking confirmation e-mails | The recipient’s e-mail address and the message |
Some of these providers are based outside the UK (for example in the United States). Where that happens we rely on an adequacy decision or the provider’s UK-approved transfer terms (such as the UK International Data Transfer Addendum). We also disclose information where the law requires it (for example to a licensing authority such as Transport for London or a local council, the police or HMRC) and to our professional advisers. If our business is sold or merged, the information may pass to the new owner, who must follow this policy.
6. How long we keep it
- Account details and driver, vehicle and operator documents: for as long as your account is active and you remain approved to use the service. Older versions of a replaced document are kept with the account so operators can show a compliance history.
- Unfinished sign-ups: draft documents are removed from the draft when you submit your application, and when you delete your account.
- Bookings, payments, fares, commission, settlements and invoices: 6 years after the end of the tax year to which they relate, because the law requires accounting records. When you delete your account, the personal details on these records (names, telephone numbers, e-mail addresses, street addresses, notes) are removed or anonymised; the amounts and dates stay so our accounts still add up.
- Chat messages and notifications: deleted or replaced with “[deleted]” when you delete your account.
- Security and audit logs (who did what and when, no message content): kept for up to 6 years to investigate misuse and disputes. After you delete your account your name is removed from them.
- Sign-in codes: minutes. Rate-limit counters (IP addresses): up to an hour, in memory.
- Backups: encrypted backups are kept for up to 14 days and then overwritten; deleted data leaves the backups within that time.
- Deletion requests: if you ask us to delete your account we do so within 30 days (usually much sooner). See how to delete your account.
7. Your rights
Under UK data-protection law you have the right to: be informed (this policy); access a copy of your information; have inaccurate information corrected (most details can be edited in the app); have your information erased; restrict or object to some uses (in particular where we rely on legitimate interests); receive your information in a portable format (data portability); and withdraw any permission you gave (for example device location). You can delete your account in the app (Menu → Account → Delete my account) or on the page /delete-account. To use any other right, e-mail moveph7@gmail.com; we reply within one month. We may need to confirm who you are first. Some information must be kept by law (for example accounting records) and we will tell you if so.
If you are unhappy with how we handle your information please contact us first. You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
8. Security
Connections to the service are encrypted (HTTPS). Sign-in uses single-use codes e-mailed to you, which expire after minutes, are limited in how often they can be requested or tried, and lock after repeated wrong attempts. Each person receives only the data their role needs (see section 4); the server, not the app, enforces this. Passenger contact details and payment figures are withheld from drivers until a job is theirs. Documents are held on our server, access is logged, and the server accepts connections only through our secured web front door. No system is perfectly secure; if there is a breach that puts you at risk we will tell you and the ICO as the law requires.
9. Children
The service is for people aged 18 or over. Drivers and operators must hold the licences required by law. Riders must be 18 or over to create an account; we do not knowingly collect information from children. If you believe a child has created an account, contact us and we will delete it.
10. Website storage
The web version stores your session and settings in your browser’s local storage so you stay signed in. We do not use advertising or analytics cookies. Mapbox maps may set technical cookies or local storage needed for the map to work.
11. Changes to this policy
We may update this policy, for example when we add a feature or a new service provider. The date at the top shows when it last changed. If a change is significant we will tell you in the app or by e-mail before it takes effect.
12. Contact
Move Ph. E-mail: moveph7@gmail.com.
This policy is written in plain language and has been drafted from how the service works; it should be reviewed by a solicitor before the service is launched publicly.
Move Ph