SODA EXECUTIVE TRAVEL LIMITED
Privacy Policy
How we collect, use and protect your personal information
Last updated: May 2026

1. WHO WE ARE
1.1 Soda Executive Travel Limited (‘the Company’, ‘we’, ‘us’ or ‘our’) is the data controller responsible for your personal data.
1.2 Registered Address: C/O V&R Accountancy Services Limited, Cropton House, Three Tuns Lane, Formby, Merseyside L37 4AQ
1.3 Contact: bookings@sodaexecutivetravel.com | Tel: 01704 619034 | WhatsApp: +44 7923 047200
1.4 This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights in relation to it.
1.5 We are committed to protecting your privacy and handling your data in an open and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. WHAT PERSONAL DATA WE COLLECT
We may collect the following types of personal data from you:

When you make an enquiry or booking:
• Full name
• Contact telephone number(s)
• Email address
• Collection and destination addresses
• Flight number and arrival/departure times (for airport transfers)
• Number of passengers and any specific requirements
• Payment information (processed securely — we do not store full card details)

When you visit our website:
• IP address and browser type
• Pages visited and time spent on the site
• Referring website or search term used to find us
• Device type and operating system

When you contact us directly:
• The content of any messages, emails or WhatsApp communications you send to us
• Any additional personal information you choose to share with us

3. HOW WE COLLECT YOUR DATA
3.1 Directly from you — when you make an enquiry, complete a booking, contact us by phone, email, WhatsApp or through our website contact form.
3.2 Automatically — when you visit our website, certain data is collected automatically through cookies and similar technologies. Please see our Cookies Policy for more information.
3.3 From third parties — occasionally we may receive your details from a third party who has made a booking on your behalf, for example a business booking travel for an employee.

4. WHY WE USE YOUR DATA — OUR LEGAL BASIS
We use your personal data for the following purposes:

4.1 To fulfil our contract with you — to process and manage your booking, confirm journey details, communicate with you before and during your journey, and process payment. This is necessary for the performance of our contract with you.
4.2 To comply with legal obligations — we are required to retain certain records for tax and accounting purposes. This is a legal obligation.
4.3 For our legitimate business interests — to respond to your enquiries, to improve our services, to keep records of past bookings for reference, and to send you information about our services where you have requested it. We ensure these interests do not override your rights.
4.4 With your consent — where we send you marketing communications, you will have given us explicit consent to do so. You may withdraw this consent at any time.

5. HOW WE SHARE YOUR DATA
5.1 We do not sell, rent or trade your personal data to any third parties.
5.2 We may share your data with carefully selected third parties where necessary to provide our services, including:
• Payment processors — to securely process card payments
• Accountancy and tax advisers — to comply with our legal and financial obligations
• IT service providers — who host or maintain our website and systems
5.3 All third parties who process data on our behalf are required to handle your data securely and in accordance with UK GDPR.
5.4 We may disclose your personal data if required to do so by law, or in response to a valid request from a law enforcement authority.

6. HOW LONG WE KEEP YOUR DATA
6.1 Booking records — we retain booking information for a period of 6 years following the journey date, in accordance with HMRC requirements for tax and financial records.
6.2 Enquiry records — if an enquiry does not result in a booking, we will retain your contact details for a period of 12 months in case you wish to proceed at a later date, after which they will be securely deleted.
6.3 Marketing data — if you have consented to receive marketing communications from us, we will retain your contact details until you withdraw that consent.
6.4 Website analytics data — anonymised website usage data collected through cookies is retained for up to 26 months.

7. YOUR RIGHTS
Under UK GDPR you have the following rights in relation to your personal data:

7.1 Right of access — you have the right to request a copy of the personal data we hold about you.
7.2 Right to rectification — you have the right to ask us to correct any inaccurate or incomplete data we hold about you.
7.3 Right to erasure — in certain circumstances you have the right to ask us to delete your personal data.
7.4 Right to restrict processing — you have the right to ask us to restrict how we use your data in certain circumstances.
7.5 Right to data portability — you have the right to receive your personal data in a structured, commonly used format.
7.6 Right to object — you have the right to object to our processing of your data where we rely on legitimate interests as our legal basis.
7.7 Right to withdraw consent — where we rely on your consent to process your data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at bookings@sodaexecutivetravel.com. We will respond to all requests within one calendar month. There is no charge for making a request.

7.8 If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

8. DATA SECURITY
8.1 We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction or alteration.
8.2 All electronic communications containing personal data are sent using appropriate security measures.
8.3 In the unlikely event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the ICO as required by law.

9. THIRD PARTY WEBSITES
9.1 Our website may contain links to third party websites. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of any third party websites and encourage you to read their privacy policies before providing any personal data.

10. CHANGES TO THIS POLICY
10.1 We may update this Privacy Policy from time to time. The current version will always be available on our website at www.sodaexecutivetravel.com.
10.2 We will notify you of any significant changes by email where we hold your contact details.
10.3 This Privacy Policy was last updated: May 2026.

Soda Executive Travel Limited
bookings@sodaexecutivetravel.com | Tel: 01704 619034 | WhatsApp: +44 7923 047200
www.sodaexecutivetravel.com
C/O V&R Accountancy Services Limited, Cropton House, Three Tuns Lane, Formby, Merseyside L37 4AQ