Privacy notice

Draft. This notice describes how our systems work today. It will be reviewed by a qualified adviser before we carry live passengers.

Who we are

Rolwyn is a trading name of Qatras Travel Ltd. Company number 16475136. Registered office 7 St Ebbe's Lane, Buckingham MK18 1XZ. We are the controller of the personal information described here. Our booking system is called Fleetwyn; it runs this website's enquiry forms, the Rolwyn passenger app and the Fleetwyn Driver app.

Questions or requests: support@rolwyn.co.uk or 07863 789369.

Passengers (Rolwyn app, phone, SMS and WhatsApp)

• Account: your name and mobile number. You sign in with a one-time code sent by text message. An email address is optional.
• Bookings: pickup and drop-off addresses, times, flight number if you give one, number of passengers and bags, notes for the driver, the fare and how you paid.
• Location: if you allow it, the app uses your location to fill in your pickup address. It does not track you in the background. While your car is on its way, the app shows you the driver's position.
• Calls and messages: when you call, text or WhatsApp us, we keep your number and the messages so we can handle your booking. Calls may be answered by an automated assistant that turns speech into text. If you leave a voicemail, we keep the recording for 90 days.
• Payments: if you pay by card in the app, the card is handled by Stripe. We never see or store your full card number. Cash and card-reader payments to the driver are recorded against the booking.
• Optional extras: ratings, tips, saved places and trusted contacts, only if you use them.
• Notifications: a device token so we can send booking updates to your phone.

Drivers (Fleetwyn Driver app)

• Name, mobile number, email and the password you set.
• Licensing and compliance records: driving licence, private-hire badge, vehicle licence (plate), MOT, insurance, DBS and right-to-work details, including photos of the documents you upload and their expiry dates. An automated check may read an uploaded photo to confirm the details match what you typed; anything unclear goes to a person.
• Vehicle details: make, model, colour and registration.
• Location: while you are online for work, the app shares your location with us, including when the app is in the background, so we can offer you nearby jobs and show passengers where their car is. Location sharing stops when you go offline.
• Jobs, earnings, commission and payout bank details (the account number is stored encrypted).

Website enquiries

• Contact form: name, email, optional phone, topic and message.
• Driver interest: name, contact details, badge-issuing council, vehicle and experience.
• Corporate enquiries: organisation, contact name, role, contact details and your travel needs.
• Registering your company's interest: your name, company, work email, typical journeys a month, and that you ticked the box agreeing that we may email you about our launch and business accounts.

Why we use it

• To take, dispatch and complete your bookings, and to tell you about them (contract).
• To keep the booking and driver records our private-hire operator licence requires, and for tax and accounting (legal obligation).
• To keep passengers and drivers safe, prevent fraud and handle complaints (legitimate interests).
• To reply to enquiries and tell you about our launch (legitimate interests).
• To email you about our launch and business accounts when you register your company's interest (your consent, which you can withdraw at any time by emailing us).

We don't sell your information and we don't use it for advertising.

Who we share it with

• Your driver sees your name, pickup, drop-off and contact number for your booking. You see your driver's name, car, plate and position.
• Service providers who process data for us: Vercel (hosting), Supabase (database, hosted in Ireland), Twilio (calls, SMS and WhatsApp), Stripe (card payments), Expo (app notifications), Resend (sending email) and Anthropic (automated document checks).
• Milton Keynes City Council or the police, when the law or our licence requires it.

How long we keep it

Booking records are kept for as long as our operator licence and tax law require, normally up to six years, then deleted or anonymised. Voicemails and call transcripts are deleted after 90 days unless we need them for a complaint. Enquiries are deleted once we no longer need them to follow up. Sign-in codes expire after 10 minutes.

Deleting your account

Passengers can delete their account in the Rolwyn app (Account, then Delete my account). Drivers can ask from the Fleetwyn Driver app, and the office will confirm. You can also ask us on the delete your account page. Records we must keep by law are kept for the required time with your name and contact details removed where we can. To stop new-passenger offers being claimed twice, we keep a one-way coded form of your phone number (not the number itself) after your account is deleted.

Your rights

You can ask to see, correct, delete or move your information, or object to how we use it, by emailing support@rolwyn.co.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).

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Last updated: 15 October 2026