Last updated: 6 November 2026

Who we are

Smart Group Transport Ltd is the controller of your personal information. Registered in England and Wales, company number 13797149. Registered office: 22a Silverdale Avenue, Worcester WR5 1PY. Email: info@smartgrouptransport.co.uk. Telephone and WhatsApp: 01905 905 504.

What we collect

When you make an enquiry about school transport: your name, organisation, email address and phone number; route details such as collection area, destination, dates, times, passenger numbers and any route reference; and any support needs you choose to tell us about, such as wheelchair space, equipment or a passenger assistant. Please do not send children’s names, medical information or other sensitive details through the website. We will tell you how to share them safely if we need them.

When you book or ask about private hire: your name, email address, and phone number; journey details (date, time, pickup and drop-off, stops, number of passengers, vehicle type); and, for airport journeys, your flight number and number of suitcases.

When you apply for a job: your name, email address, phone number and address, the role you are interested in, whether you hold a Wychavon badge, and anything you tell us about your experience.

When you contact us: whatever you include in your message, call, email or WhatsApp.

Why we use it

To reply to your enquiry and provide a transport quote. This is a step you have asked us to take before a contract, or our legitimate interest in replying to enquiries.
To arrange and run a booking you have made. This is needed to perform our contract with you.
To consider your job application. This is a step you have asked us to take before a contract.
To keep records the law requires, such as licensing and tax records. This is a legal obligation.

If you tell us about someone’s support needs, that can be health information. We only use it to arrange suitable transport, and only with the consent of the person or their parent or carer.

We do not sell your information. We do not use it for marketing unless you ask us to.

Who we share it with

Our drivers and passenger assistants, so they can carry out your journey.
The council or school that arranged a school transport service, where the service requires it.
Companies that help us run the business, only as needed: Microsoft (email), Vercel Inc. (website hosting), Resend (delivers website enquiries to our inbox), Meta (WhatsApp Business) and Chauffeur Drive Systems (CDS, our booking and dispatch software).
Licensing authorities, the police or other bodies, where the law requires it.

Some of these companies may process information outside the UK. Where they do, they use safeguards approved under UK data protection law.

How long we keep it

We keep enquiries that do not lead to a booking for 12 months, booking and journey records for 6 years (for tax and licensing), and unsuccessful job applications for 6 months.

Vehicle tracking

Where a vehicle has GPS tracking fitted, our office team can see its live location while it is working for us, and which driver is on duty. The system shows live location only and does not store a history of where a vehicle has been.

We use this to:

Keep passengers safe, and respond quickly if a vehicle is late, breaks down or is involved in an incident.
Plan and run routes on time.
Protect our vehicles against theft and misuse.

Our lawful basis is our legitimate interest in running a safe and reliable service. We tell our drivers and passenger assistants about tracking before it is used, and we do not use it to monitor them outside their working time.

The tracking system is provided by Chauffeur Drive Systems (CDS). Live location is seen only by our office team and CDS. Parents, schools and councils cannot see it.

Cookies

This website does not use cookies for analytics or advertising, and it does not track you across other websites.

Your rights

You can ask us for a copy of your information, or ask us to correct it, delete it, restrict how we use it, object to how we use it, or move it to another provider (where this applies). To make a request, email info@smartgrouptransport.co.uk or call 01905 905 504. We will reply within one month.

If you are unhappy with how we have handled your information, please contact us first. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We will update this page if the way we use personal information changes.

Privacy policy