Privacy Policy - EasyTaxiOffice

Updated: April 8, 2021

The Basics

A. About Us

EasyTaxiOffice is an online booking and dispatch platform operated by Web Solutions Workshop Ltd, a company headquartered in London in the United Kingdom (referred to in these Policies as "we," "us," "our," and "EasyTaxiOffice").

Our Service helps our Members to run a taxi and private hire service more effectively, among other things, by allowing them to manage bookings and dispatch them to drivers. We also provide other related services such as website design and web content writing. Find out more about our Service here.

B. Key Terms

These key terms have the following meaning in our privacy policies:

"Affiliate" means an entity that directly or indirectly Controls, is Controlled by or is under common Control with an entity.

"Contact" is a person that contacts a Member through the use of our Service. For example, if you are a Member, customers who used the Web Booking form on your website, dispatch operators using the Dispatch Panel or a driver using the driver mobile application - would be considered a Contact.

"Control" means ownership, voting or an entity representing fifty percent (50%) or more of the total interests. The term "Controlled" shall be interpreted accordingly.

"EasyTaxiOffice Site(s)" has been defined in our Cloud Standard Terms of Use.

"Member" a person or entity who has registered with us to use the Service.

“Mobile App(s)” refers to any one or all EasyTaxiOffice mobile applications that Contacts can use on their mobile devices.

"Personal Information" any information that an individual can be directly or indirectly identified by. Personal Information includes, but are not limited to first and last name, email address, gender, job title, or other demographic information.

“Service” has the meaning described in our Cloud Standard Terms of Use.

"Visitor" has the meaning depending on the context: it can be a person who visits any of EasyTaxiOffice’s Sites and office, or in some ways interacts with us during events or in relation to our marketing or recruitment campaigns.
"you" and "your" has the meaning depending on the context: either a Member, a Contact, or a Visitor.

Privacy for Members

In this section we explain how EasyTaxiOffice, collects and processes Personal Information about Members or potential Members through the Service. Not a Member? Check out the Visitors or Contacts for information that may apply more to you and your data. Please note that the words “you” and “your” used below in this section are referring to Members and potential Members.

A. Information We Collect

The Personal Information received and collected by EasyTaxiOffice from Members can differ depending on the type of your interactions with EasyTaxiOffice and the Service (products and features you use), your account settings, your location and the applicable law. Having said that, the information collected can generally be divided into the following categories:

(i) Information received from our Members: we can receive your Personal Information when you sign up for EasyTaxiOffice account and use the Service, send us an email, contact our customer support and communicate with us in other ways, or when you integrate the Service with another website or service (for example, when you choose to connect your VoIP phone with EasyTaxiOffice).

This information can include:

Basic contact information: your name, phone number, email address, job title;
Support data provided or collected from your troubleshooting enquiries: the contents of your chats with our support team and other forms of communication with us, contact or authentication data, and the product or service you are using;
Payment information: billing address, your credit card numbers and associated identifiers.

(ii) Information received and collected automatically: some information about your use of the Service and your device information (together “Service Usage Data”) will be collected and received automatically when you use the Service. This information is considered Personal Information and protected by applicable data protection laws in some countries, including countries in the European Economic Area (“EEA”). Some of this information is collected by us through the use of cookies and other data collecting technologies. We discuss our use of cookies and other technologies below and in detail in our Cookies and Other Data Collecting Technologies available here.

The information about Service Usage Data may include:

Device information: We collect information about the devices you use to access your account in our Service, like: your IP address, your browser ID and your operating system.
Log data: We collect log files that record data when a device accesses our servers including originating IP addresses and your activity in the Service (like the date/time stamps associated with your usage, pages and files viewed, searches.
Usage data: We collect usage data about you whenever you interact with our Service, which include your browsing activities (such as what portions of the Service you used), the dates and times you access the Service and information regarding the performance of the Service. The data helps us facilitate changes and improvements in the Service’s performance and in the content we provide to you.

(iii) Information collected and received from other sources: sometimes, in an effort to provide better products, features, service or marketing content, we obtain information about you from third-party sources like social media platforms, third-party data providers, public databases or our marketing partners.

The collected information may include device information (e.g IP addresses), location, gender, online behavioral data (e.g social media usage, search results, links). The information can be used by us in isolation or in combination with other Personal Information we collect about you.

B. Use of Personal Information

Your Personal Information, collected or received by us through your use of the Service, can be used by us (in isolation or in combination with data from other sources) on the legal bases and for the following reasons identified below:

To charge you and collect money you owe us for the Service we provide and you us or if we have not entered into a contract with you, we can use the information to operate and manage our Service according to our legitimate interests. This includes sending you invoices, receipts, emails and notices. For secure credit card transactions we work with third parties which collect billing information needed to complete your orders and credit card payments. Find out more about the precautions we take to protect this data, see the "Our Security" section of this policy.
To inform you via system alert messages about changes to our Service (temporary or permanent) like planned technical breaks or to send you notifications about security, your account or compliance such as abuse warnings, new releases, new features, updates, abuse warnings and changes to this privacy policy. These alerts are sent in reliance on our legitimate interests in administering the Service and providing certain features.
To contact you about your account, about performing our contract and to provide support. If we have not entered into a contract with you, we can contact you to operate and manage our Service according to our legitimate interests.
To make sure our Cloud Standard Terms of Use and applicable laws are met and to protect the safety and the rights of our Members and EasyTaxiOffice.
Developing tools, algorithms and usage data all can be utilized to prevent any violations such as misuse or abuse of our Service. EasyTaxiOffice or our third-party service providers can also assess the content sent or displayed by our Members to reduce the risk of violations and protect our platform for the benefit of all Members who comply with our Cloud Standard Terms of Use. We advise against using EasyTaxiOffice to send confidential information. EasyTaxiOffice can also use your information to pursue remedies.
To comply with various court orders, valid discovery requests, valid subpoenas or other appropriate legal mechanisms and to meet all legal requirements,
To comply with legal, accounting, or security requirements by providing your information to our representatives and advisors, including attorneys and accountants.
To effectively defend and prosecute in legal proceedings like court cases, arbitrations and similar.
To react when asked for your information in a lawful request by public authorities, including meeting requirements of national security or law enforcement.
To help provide, better and support our Service so that we are able to execute our contract for your use of the Service, or if we have not yet entered into a contract with you, we can use the information to operate and improve our Service or provide certain features. Sharing your information with third parties might occur to improve the availability of some Service features to our Members and in order to provide and support our Service. We take the necessary steps - consistent with applicable privacy laws and our obligations under these laws - to protect the safety of your information when sharing it with third parties. More details on how we share information can be found in Section 5 below.
To supply you with suggestions and offer features tailored to your needs that will further enhance your experience of using the Service. We may use your information to find and offer services or products relevant to you or your Contacts.
To create statistics by using your data along with the (anonymized) data of our Members and their use of the Service. All statistics will be anonymized and we can use them to work on upgrading certain features in the Service and for promoting the Service.
To support our marketing campaigns with data that allows us to better choose advertisements and content served to you in reliance on our legitimate interests in providing certain features within the Service and further personalizing the Service. If we are using your Personal Information, we are doing so in accordance with this privacy policy and your preferences to provide you with personalised marketing information, product and services recommendations or other communications about us (emails, SMS, telemarketing calls or push notifications).

C. Third-Party Integrations

In some cases, the use of your Personal Information that we either collect ourselves in the Service, receive as a processor or come in possession in any other way stated in this privacy policy, can be necessary to enable the usage of integrations and plugins you decide to connect with your EasyTaxiOffice account. To be able to configure an integration in accordance with requirements and for it to work, we might ask you to grant us additional permissions. For example, connecting your EasyTaxiOffice account with a Google API integration will require granting us permission to view and edit, when applicable, your Google APIs and Services.

D. Cookies and Other Data Collecting Technologies

EasyTaxiOffice and our third-party partners use cookies and various other data collecting technologies. These technologies store your Service Usage Data generated when you are using our Service.

We discuss our use of cookies and other data collecting technologies in detail in our Cookies and Other Data Collecting Technologies available here.

F. Your Data Protection Rights

You have the following data protection rights (this may vary, depending on the country in which you reside):

To access; change; correct; update; port; erase; restrict or oppose the processing of your Personal Information by EasyTaxiOffice.
To manage your account and profile, contact us via email at support@easytaxioffice.co.uk. Managing Contacts is available through the dashboard in the EasyTaxiOffice platform. Here you can respond to requests to change; correct; update; port; erase; restrict or completely stop the processing of information received from your Contacts. Contacts who wish to exercise any of their data protection rights, should contact you directly (as described in the “Privacy for Contacts” section below). Updating a Member’s marketing preferences (see Section 5. General Information, C. Your Choices and Opt-Outs) can be achieved by contacting us about it. EasyTaxiOffice handles the data it collects with the greatest care and takes steps to make sure it is accurate, complete, up to date and reliable for its intended use.
The right to file a complaint about our collection and use of your Personal Information practices to a relevant data protection authority. To receive more information, please contact your local data protection authority. A list of data protection authorities (along with contact information) in the EEA is available here.
The right to withdraw your consent to collect or process Personal Information. This can be done at any time. The withdrawal of your consent will not affect the legitimacy and lawfulness of data collection and data processing done before the withdrawal of consent. It will also not apply to collecting and processing of your Personal Information which is happening on legitimate, lawful grounds other than consent.

EasyTaxiOffice will respond to all requests from people that want to exercise their data protection rights guaranteed to every individual by the applicable data protection laws. To help us respond with more efficiency, we may wish to verify your identity first.

Requests from Contacts received by EasyTaxiOffice will either result in directing the Contact to the relevant Member or if we deem it the appropriate solution, we can respond to the request ourselves.

Privacy for Contacts

In this section we explain how EasyTaxiOffice, as a data controller, processes the information about our Members’ Contacts. We provide a Service that is intended to be used by our Members. They enter Personal Information about Contacts into the system. EasyTaxiOffice collects and processes this information about the Contacts through the Service, but acts only as a processor on behalf of our Members. As a result, EasyTaxiOffice cannot guarantee and is not responsible for the fact that our Members’ privacy or security practices may differ from those set forth in this privacy policy. Make sure to familiarize yourself with the policies and standards are offered by individual Members. In this section, the words “you” and “your” refer to Contacts.

A. Information We Collect

The Personal Information received and collected by EasyTaxiOffice about Contacts, can generally be divided into the following categories:

(i) Information about Contacts received from our Members: Members may send us your Personal Information while using the Service when they open a Contacts account or integrate the Service with another website or service (for example, when the Member chooses to connect a VoIP phone with the Service ). You might have the possibility to update your information by editing your account or by contacting a Member that you have shared that information with.

(ii) Information collected automatically: When you use a web booking form or open and manage your account within the Service, we may collect information about your device and interaction with the Service. Some of this information is collected because we use cookies and other data collecting technologies. We discuss our use of cookies and other technologies below and in detail in our Cookies and Other Data Collecting Technologies available here.

Device information: We collect information about the devices you use to access your account in our Service like your IP address, your browser ID, your operating system and your location data.
Usage data: We collect usage data about your interactions with our Service. If you are using a Mobile App (Driver App) we collect location data, dates and times. This information is used to identify and allocate nearby jobs, inform the passenger of your proximity to the pick up location and to record the route you take while you are with the passenger. This information also allows us to ensure compliance with our Cloud Standard Terms of Use and Acceptable Use Policy, to monitor and ensure passenger safety.

B. Use of Personal Information

Your Personal Information, collected or received by us, can be used by us with our (and if applicable, our Members’) legitimate interests in mind, for the following reasons:

To make sure our Standard Terms of Use and applicable laws are met. Developing tools, algorithms and usage data all can be utilized to prevent any violations.
To enforce the rights and protect the safety of EasyTaxiOffice, Members or third parties.
To comply with various court orders, valid discovery requests, valid subpoenas or other appropriate legal mechanisms and to meet all legal requirements,
To comply with legal, accounting, or security requirements by providing your information to our representatives and advisors, including attorneys and accountants.
To effectively defend and prosecute in legal proceedings like court cases, arbitrations and similar.
To react when asked for your information in a lawful request by public authorities, including meeting requirements of national security or law enforcement.
To help provide, better and support our Service. Sharing your information with third parties might occur to improve the availability of some Service features to our Members and in order to provide and support our Service. We take the necessary steps - consistent with applicable privacy laws - to protect the safety of your information when sharing it with third parties. More details on how we share information can be found in Section 5 below.
For other, legitimate business and other lawful purposes. You will be notified when this happens.

C. Cookies and Other Data Collecting Technologies

We discuss our use of cookies and other data collecting technologies in detail in our Cookies and Other Data Collecting Technologies available here.

D. Your Data Protection Rights

You have the following data protection rights (this may vary, depending on the country in which you reside):

To access; change; correct; update; port; erase; restrict or oppose the processing of your Personal Information by EasyTaxiOffice.
If you wish to exercise any of these rights, please contact us by email at info@easytaxioffice.co.uk. You also have the right to file a complaint about our collection and use of your Personal Information practices to a relevant data protection authority. To receive more information, please contact your local data protection authority. A list of data protection authorities (along with contact information) in the EEA is available here.

As stated above, a big portion of your Personal Information is collected and processed by EasyTaxiOffice through the Service, but we act only as a processor - our Members add and manage this information. Therefore, you should always start by reaching out to the relevant Member who is using the EasyTaxiOffice Service, and referring to the Member’s privacy policies when you have questions or concerns about the handling of their Personal Information or when seeking to exercise data protection rights available under applicable law.

Contacts who wish to update or delete their data should also reach out directly to Members. Contacting EasyTaxiOffice may result in us forwarding your message to the relevant Member or providing you with the needed contact information to discuss your request directly with the Member.

Privacy for Visitors

In this section we explain how EasyTaxiOffice collects and processes Personal Information from Visitors: people who visit one of the EasyTaxiOffice Sites, come to our office and take part in events or who we contact in connection with other business activities like recruitment, sales and marketing. In this section, "you" and "your" refer to Visitors.

A. Information We Collect

The information we collect can be generally divided into two groups:

(i) Information provided on EasyTaxiOffice Sites or otherwise: there are many available ways on the EasyTaxiOffice Sites to contact us and inquire about our company and our Service (email, phone, submission forms). In instances like wanting to obtain our Service, subscribing to our newsletters, applying for a job at EasyTaxiOffice or while generally trying to contact us, you may be asked to provide us with some Personal Information. The same applies when you take part in events or trade shows that we host, talk on the phone with our sales representatives or when you visit our office (visitor registry required - this information may also be shared with our service providers). You can decide to share additional information about yourself while interacting with us and we are allowed to keep copies of these interactions and the provided information for our records.

What Personal Information do we collect?

Basic contact information (your name, email address, phone number and country);
Information about your profession (your job title, company name or the institution your represent);
Your reason for contacting us;
Information for our marketing (like your contact preferences);
Any information provided to us by choice, when you complete any ‘free text’ boxes in our contact forms.

(ii) Information collected automatically: people who visit one of the EasyTaxiOffice Sites, we may collect information about your device and interaction with the Service. Some of this information is collected because we use cookies and other data collecting technologies. We discuss our use of cookies and other technologies below and in detail in our Cookies and Other Data Collecting Technologies available here.

Device information: like your IP address, your browser, operating system, device information, unique device identifiers, mobile network information, request information (speed, frequency, the site from which you linked to us (“referring page”), the name of the website you choose to visit immediately after ours (called “exit page”), information about other websites you have recently visited, the web browser you used (software used to browse the internet) including its type and language).
Usage data: like information about how you interact with EasyTaxiOffice Sites (such as the pages and files viewed, session duration, links clicked, mouse movements, operating system and system configuration information and date/time stamps associated with your usage).

B. Use of Personal Information

Your Personal Information, collected through EasyTaxiOffice Sites or received in connection with marketing campaigns and our events, can be used by us (in isolation or combined with other collected data) with our legitimate interests in mind, for the following reasons:

To help provide, use, better and support the sustainability of the EasyTaxiOffice Sites.
To better choose content sent to you as marketing information about products, features, services, promotions or events that we are holding and for non-transactional messages (e.g. telemarketing calls, SMS, email). You will receive this information to the extent that you have given your consent to and in line with our legitimate interests as it pertains to direct marketing.
For the purposes of the recruiting process if you are applying for a position with EasyTaxiOffice.
To answer your online inquiries and requests and to provide you with access to resources or services that you have asked for in these communications.
To manage security, system administration and manage EasyTaxiOffice Sites.
To organise our events: manage attendee registrations and send out information about the event.
For security reasons, to keep a record of the people who visit our office
To make the content on the EasyTaxiOffice Sites better and to improve the Sites navigation.
To allow our support team to easier identify servers, networks or other kinds of issues.
To create online accounts and process payments.
To gather statistical data about how Visitors use our Sites and better understand their preferences.
To improve our marketing campaigns.
To maintain the security and functionality of the EasyTaxiOffice Sites.
To keep developing and improving our Sites, products and services thanks to the data-based research.
To carry out lawful and legitimate business purposes like preventing fraud by monitoring users and analysing data for a variety of reasons including, but not limited to looking for usage trends and looking to expand our business activities in line with our legitimate interests.
To react when asked for your Personal Information in a lawful request by public authorities, courts or regulators including meeting legal requirements of national security or law enforcement to the extent it might be needed to protect our rights and protect against misuse or abuse of our EasyTaxiOffice Sites and Service with our legitimate interests in mind, to protect personal property or safety, pursue remedies and to limit damages, to comply with various court orders, valid discovery requests, valid subpoenas or other appropriate legal mechanisms and to meet all legal requirements.

C. Public Information, Social Media and Third-Party Websites

On our Sites you might encounter social media plugins and widget. Any information you provide on one of our Social Media profiles on platforms such as Facebook, is done at your own risk and with no expectation of privacy. We have no control over the platforms themselves or the actions of their users. Your interactions with Social Media Platforms, the rules and privacy policies of the companies providing the Social Media platforms apply.

The EasyTaxiOffice Sites may feature links to websites that might have different privacy policies than we do. Providing your Personal Information to these sites will result in your information being subject to privacy policies of those sites.

D. Cookies and Other Data Collecting Technologies

Cookies and other tracking or data collecting technologies are used by us to collect your Personal Information to better personalise advertising based on your interests. We discuss our use of cookies and other data collecting technologies in detail in our Cookies and Other Data Collecting Technologies available here.

F. Your Data Protection Rights

You have the following data protection rights (this may vary, depending on the country in which you reside):

To access; change; correct; update; port; erase; restrict or oppose the processing of your Personal Information by EasyTaxiOffice.
If you wish to exercise any of these rights, please contact us by email at info@easytaxioffice.co.uk. You also have the right to file a complaint about our collection and use of your Personal Information practices to a relevant data protection authority. To receive more information, please contact your local data protection authority. A list of data protection authorities (along with contact information) in the EEA is available here.
The right to withdraw your consent to collect or process Personal Information. This can be done at any time. The withdrawal of your consent will not affect the legitimacy and lawfulness of data collection and data processing done before the withdrawal of consent. It will also not apply to collecting and processing of your Personal Information which is happening on legitimate, lawful grounds other than consent. To change your marketing preferences, contact us (read more about it in Section 5. General Information, C. Your Choices and Opt-Outs below)

General Information

A. How We Share Information

We share your Personal Information with some third parties and Affiliates. A more detailed description of the purposes for disclosing your information can be found below (in this section the words “you” and “your” will refer to Members, Contacts and Visitors unless expressly stated otherwise):

(i) Sharing information with our Service Providers: this includes a variety of companies that work on our behalf to support, help us provide our Service and protect it. These companies can be tasked with hosting data, technical support, processing payments, delivering content or analyzing data.

We may also share your Personal Information with companies who perform any other business-related functions for us and for other reasons described in the privacy policy.

(ii) Sharing information with the government and law agencies: we may have to share your information because of a legitimate claim from law enforcement bodies, regulatory bodies, government agencies, courts or third parties in instances where the following circumstances make disclosure of your data necessary a) when the need arises from applicable law or regulations, b) to defend, establish or exercise our legal rights, or c) to protect the vital interest of you and of any other person.

(iii) Sharing information with a potential buyer: should the company ever be involved in a sale, consolidation, merger, liquidation, reorganization or acquisition, the potential buyers and their representatives will be able to access your information, but will be subject to all of the obligations in this privacy policy. You will retain all rights to access and change your information and will be notified (email or a notice on the EasyTaxiOffice Site) by us should such a change of owner happen.

(iv) Sharing information with other people with your consent.

EasyTaxiOffice can also share your information - in an anonymized form and aggregated with information of other users - to chosen third-parties for statistical purposes.

B. Legal Basis for Processing Personal Information (EEA and UK Persons Only)

For citizens of the EEA or UK, the legal basis for our collecting and processing Personal Information depends on the kinds of information and the exact context in which EasyTaxiOffice is collecting it.
Having said that, we will still collect and process your Personal Information in situations where it goes along with our legitimate interests and is not superseded by your data-protection interests, fundamental rights and freedoms. Our legitimate interests usually signify actions meant to provide, maintain and improve our software, technology, products and services; protect the Service and ensure the security of our EasyTaxiOffice sites; and to booster marketing ventures. For a more detailed description of what our “legitimate interests” are, see the “Use of Personal Information” section.

A Member’s Personal Information might be needed to sign and perform a contract with EasyTaxiOffice and sometimes, we might be obligated by law to collect that information from you

In instances where the law requires, we will collect Personal Information only if we have obtained your consent.

If you have any questions about the legal basis on which we collect and use your Personal Information, please contact us. Our contact information can be found below, in the Questions & Concerns section.

C. Your Choices and Opt-Outs

Members and Visitors can opt out of our newsletters and marketing emails by clicking the "unsubscribe" button in the marketing email or by emailing us.

You will still receive email such as account notifications, service messages and billing information which are transactional and necessary for proper account management. You will stop receiving these messages only after you cancel your EasyTaxiOffice account.

D. Security

EasyTaxiOffice makes sure that the appropriate technical and administrative measures are taken to safeguard your Personal Information against unauthorized access, destruction, loss, alteration or misuse.

Keep your account login details (email and password) secure. EasyTaxiOffice cannot see a Member’s password because the information in your account is private. This means that we also cannot resend forgotten passwords. When this happens, Members need to reset their password.

E. Data Center Location

Our offices and servers are located in the United Kingdom and this is where your information is being stored and processed.

F. Retention of Data

Personal Information retained by us depends on the ongoing, legitimate legal or business need to retain that information. The time of retention can differ from one type of data to another, but mostly we go by these indicators to establish the retention period:

Whether a contractual or legal need to keep retaining the data exists
Whether the data is necessary for us to keep providing our Service
Whether our Members have the option to edit and delete the data in their EasyTaxiOffice accounts
Whether a reasonable expectation from our Members exist that we will retain their data until their account is closed or terminated, or until they remove the data themselves

Your data will be deleted when a legitimate business necessity to keep processing it does not exist anymore. If erasing it is not possible because for example your data is already in the backup archives, we will anonymize it, securely store it and exclude it from further use until we can delete it.

G. Changes to this Policy

This privacy policy can change over time. The date at the top of the document reflects the most recent version. The new version of this policy and all changes within become effective immediately upon notice. Notice can be given by any means which include, but are not limited to posting a new version of this privacy policy here or adding a notice on the EasyTaxiOffice Sites. We recommend consulting our privacy policy often to stay up to date on any amendments which could affect you. Copies of this privacy policy which are properly stored (electronically or otherwise) are each considered to be valid, authentic, complete, true, and enforceable copies which rules applied on the respective dates you visited the EasyTaxiOffice Site.

H. Questions & Concerns

If you have any questions or comments regarding our privacy policies or the handling of your data, send us an email at: info@easytaxioffice.co.uk or contact us via traditional mail:

To comply with EU data protection legislation, Web Solutions Workshop Ltd is the controller of your Personal Information. Our Data Protection Officer can be contacted at dpo@wsworkshop.co.uk.

Sebastian Zareba
Web Solutions Workshop Ltd
3rd Floor, 86-90 Paul Street
London, EC2A 4NE
United Kingdom