Last updated: 18 September 2026
This notice explains how Marbill Coach Services Ltd uses personal information for enquiries, private hire and contract transport with a driver, recruitment and CCTV. It applies to our website at www.marbillcoaches.com and our related communications.
Who is responsible for your information?
Marbill Coach Services Ltd, company number SC071529, is the data controller. Our registered office is Highmains Garage, Mains Road, Beith, North Ayrshire, KA15 2AP. Contact enquiries@marbillcoaches.com or call 01505 503367 for privacy questions or requests.
Information we collect
- Enquiry and booking details, including your name, organisation, contact details, pickup and destination addresses, journey legs, dates, times, passenger numbers and vehicle preferences.
- Relevant accessibility and assistance requirements that you choose to provide. Please give us practical requirements rather than unnecessary medical history, and avoid including sensitive details in an open enquiry field.
- Quotations, correspondence, booking confirmations, invoices, payment and accounting records, complaints and records needed to resolve a claim. Payment providers may process payment information under their own privacy notices.
- Recruitment information you send us, including contact details, application answers, employment history, qualifications and a CV.
- Video-only CCTV from vehicles and our depot, and photographs taken to evidence excessive cleaning or damage connected with a hire.
- Technical information generated when you use the website, such as IP addresses and security or error logs. Cookie information is explained in our cookie policy.
We normally receive this information from you. A hirer or group organiser may provide relevant details about other passengers. Please share this notice with anyone whose information you supply and provide only what is needed for the journey.
Why we use information and our lawful bases
- Quotations, bookings and customer service: to take steps at your request before entering a contract and to perform our contract with you. Where you are a passenger or contact for an organisation rather than the contracting customer, we rely on our legitimate interests in arranging and delivering the requested transport.
- Accounts and regulatory records: to meet applicable legal obligations, including accounting and transport obligations.
- Security, service records and disputes: our legitimate interests in protecting people and property, keeping appropriate records, preventing misuse and establishing or defending claims. We consider the effect on individuals and limit the information used.
- Recruitment: steps towards an employment contract at an applicant’s request, our legitimate interests in assessing applications, and applicable legal obligations.
- CCTV and incident evidence: our legitimate interests in safety, security and investigating incidents or claims, and legal obligations where applicable. Cameras record video only, not audio.
Where accessibility information reveals health or other special-category information, we need an additional legal condition as well as a lawful basis. We will seek explicit consent where appropriate, or explain another applicable condition where processing is necessary for a legal obligation or legal claim. Please contact us to discuss sensitive requirements securely. Where we rely on consent, you may withdraw it; this does not affect lawful processing before withdrawal.
Our customer communications concern quotations and bookings. We do not use these details for marketing campaigns. We do not make decisions about you solely through automated processing that have legal or similarly significant effects.
Who receives information?
Authorised staff and drivers receive information needed for their work. We may share necessary journey and assistance information with another appropriately appointed transport operator only when emergency subcontracting is required.
We also use service providers for website hosting, email, payments, IT and backups. Our website and email provider is Krystal. Our in-house applications run on our own equipment, with internal backups and backups using Amazon Web Services (AWS) in the EU. Service providers receive only information relevant to their services and must protect it appropriately.
Information may also be disclosed where necessary to insurers, professional advisers, regulators, courts or law enforcement in connection with a legal obligation, incident or claim. Malicious vehicle damage may be reported to law enforcement. We do not sell personal information.
Website enquiries and job applications
Website quotation enquiries are held temporarily on our website while they are transferred to our in-house system. Our transfer process runs hourly. After a successful download, the corresponding online database entry is cleared; if a transfer fails, it is retained for a retry. This does not erase the in-house record or any separate notification email.
Quotation notification emails currently go to jamie@marbillcoaches.com. General enquiries, cancellations and privacy requests can be sent to enquiries@marbillcoaches.com.
Job applications are sent to jobs@marbillcoaches.com. The recruitment form is configured not to retain new application entries in the website’s form-entry database. Application information and CVs are processed to deliver the application by email and are then handled through our recruitment records. Uploaded-file handling and email copies are separate from the form-entry database.
How long we retain information
| Information | Usual retention period |
|---|---|
| Enquiries and quotations that do not become a completed hire | Seven years from the first enquiry date, under our business retention policy. |
| Completed hire and associated financial records | Seven years from the date the hire was completed. |
| Unsuccessful job applications and CVs | 12 months from the date the application was received. |
| Routine vehicle and depot CCTV | Approximately four weeks. |
| Relevant incident or accident footage | Longer where needed to investigate and resolve the matter, including related claims or proceedings. |
These periods are subject to applicable legal requirements and a continuing assessment of necessity. Seven years for an unsuccessful enquiry is our business policy, not a claim that the law requires every enquiry to be kept for that period. Records may need to be retained longer for an unresolved claim or legal obligation, or erased earlier where there is no longer a valid reason to keep them. Cleaning and damage evidence is kept with the relevant hire or claim while needed for that purpose. Successful applicants receive information about employment-record retention separately.
Retention applies across the records we control, including relevant email copies. Backup copies are managed through their backup lifecycle; deleting an active record does not necessarily remove a backup copy at the same moment. We review access and retention and restrict material kept for an outstanding dispute.
Security and international transfers
We use access controls and appropriate technical and organisational measures to protect information. Our stated storage arrangements include our own systems and EU backup storage. Where a provider’s processing involves a restricted transfer outside the UK, we must use the safeguards required by UK data protection law, such as an applicable adequacy arrangement or suitable contractual safeguards. You can contact us for information about safeguards relevant to your records.
Your rights
Depending on the circumstances, you may ask to access, correct, erase or restrict use of your information, obtain certain information in a portable form, or object to processing based on legitimate interests. These rights are subject to legal conditions; for example, we may need to retain records to meet a legal obligation or handle a claim. You may withdraw consent where it is the basis for processing.
Contact enquiries@marbillcoaches.com to exercise your rights. We may need proportionate information to verify your identity. We normally respond within one month, and will explain any lawful extension or restriction. You can complain to the Information Commissioner’s Office. We welcome the opportunity to address a concern directly first.
Changes to this notice
We will update this notice if our processing changes and show the revision date above. A change to website wording does not remove your existing rights.