1. Who we are
CoachHub is a coach hire management platform operated by RDTech Services Ltd ("we", "us", "our"). We are the data controller for the personal data processed through this platform.
This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and what rights you have in relation to it. It applies to all users of the CoachHub platform, including managers, operations staff, accounts staff and drivers.
2. What data we collect
We collect the following categories of personal data:
Account and user data
- Full name and email address
- Password (stored as a secure bcrypt hash — we never store plain-text passwords)
- Role within your organisation (Manager, Operations, Accounts, Driver)
- Account creation date and last login
Driver compliance data
- Driving licence expiry date
- CPC (Certificate of Professional Competence) expiry date
- DBS check expiry date
- Medical certificate expiry date
- Tachograph card expiry date
Operational data
- Job and booking records (dates, routes, passenger counts, notes)
- Vehicle inspection records (walkaround check responses, fault reports, odometer readings)
- Fuel log entries linked to vehicles and users
- Service history and incident records for vehicles
Customer data
- Customer name, email address and telephone number
- Customer address (if provided)
- Booking and quote history associated with that customer
Passenger data
- Passenger names and seat numbers added to jobs by your operations team
- Contact telephone numbers for passengers (if entered)
Company and billing data
- Company name, branding colours and logo
- Bank details entered for display on invoices (stored in your account, not used for billing)
- Custom domain settings
Technical data
- IP address and browser/device type (server logs)
- Session identifiers (stored in a secure server-side session)
- Pages visited and actions taken within the platform
3. How we use your data
We use the personal data we collect for the following purposes:
- Providing the service — to operate the CoachHub platform, including managing bookings, vehicles, drivers and compliance records on your behalf
- Authentication — to verify your identity when you sign in
- Compliance tracking — to display expiry warnings for licences, MOTs, tachograph cards and other regulated documents
- Invoicing and quotes — to generate documents addressed to your customers
- Support — to diagnose and resolve technical issues you report
- Platform improvement — to understand how the platform is used and improve its features (using aggregated, non-identifiable data)
- Security — to detect and prevent unauthorised access, fraud or abuse
- Legal obligations — to comply with applicable UK law
We do not use your data for advertising, do not sell your data to third parties, and do not use it to build marketing profiles.
4. Legal basis for processing
Under UK GDPR, we rely on the following lawful bases for processing personal data:
- Contract performance — processing necessary to deliver the CoachHub service under our agreement with your organisation
- Legitimate interests — for platform security, fraud prevention and service improvement, where these interests are not overridden by your rights
- Legal obligation — where we are required by law to process or retain data
- Consent — where we have obtained your explicit consent for a specific processing activity (you may withdraw consent at any time)
6. Data retention
We retain personal data for as long as your account is active or as necessary to provide the service. When an account is closed:
- User account data is deleted within 30 days
- Operational records (jobs, bookings, compliance records) may be retained for up to 7 years to comply with legal and tax obligations
- Server logs are retained for up to 90 days
- Uploaded documents (vehicle records, logos) are deleted within 30 days of account closure
You may request deletion of your data at any time — see Your Rights below.
7. Your rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access — to request a copy of the personal data we hold about you
- Right to rectification — to ask us to correct inaccurate or incomplete data
- Right to erasure — to ask us to delete your personal data ("right to be forgotten"), subject to legal retention obligations
- Right to restrict processing — to ask us to limit how we use your data in certain circumstances
- Right to data portability — to receive your data in a structured, commonly used, machine-readable format
- Right to object — to object to processing based on legitimate interests
- Rights in relation to automated decision-making — CoachHub does not make automated decisions that significantly affect you
To exercise any of these rights, contact us at privacy@rdtechservices.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
9. Security
We take the security of your data seriously. Measures we have in place include:
- All data is transmitted over HTTPS (TLS encryption)
- Passwords are hashed using bcrypt — never stored in plain text
- Tenant data is strictly isolated — each company can only access its own records
- Role-based access control — users only see data appropriate to their role
- Regular backups of all data
- UK-based hosting
If you believe there has been a security incident involving your data, please contact us immediately at privacy@rdtechservices.co.uk. We will notify affected individuals and the ICO within 72 hours if required by law.
10. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and notify account holders by email or via an in-platform notice. Your continued use of CoachHub after any changes constitutes acceptance of the updated policy.
11. Contact us
If you have any questions about this Privacy Policy or how we handle your data, please contact us:
Email: privacy@rdtechservices.co.uk
Website: rdtechservices.co.uk