Last updated: 28 July 2026
This notice explains what personal information AJ Executive Travel LTD collects when you use this website or book travel with us, why we collect it, who we share it with, and the rights you have over it. It is written to meet our obligations under the UK GDPR and the Data Protection Act 2018.
Who we are
AJ Executive Travel LTD is the "data controller" for the information described here — meaning we decide why and how it is used.
- Company: AJ EXECUTIVE TRAVEL LTD, registered in England & Wales, company number 08872421
- Registered office: 921 Aldridge Road, Great Barr, Birmingham, B44 8NY
- VAT number: 184514010
- Contact for data protection questions: our contact page, or write to the registered office above
What we collect, and why
When you ask for a quote or make an enquiry
We collect your name, email address, telephone number, pick-up and destination addresses, travel date, number of passengers, and anything you write in the notes. We also record which page of the site you enquired from.
Why: to prepare and send you a quote, to answer your enquiry, and to arrange the journey if you book.
Lawful basis: taking steps at your request before entering into a contract, and performing that contract once you book.
When you travel with us
We keep the booking details, the journey record, and the invoice.
Why: to provide the service, to invoice you, and to keep the accounting records we are legally required to keep.
Lawful basis: performance of a contract, and legal obligation for the accounting records.
When we ask how the journey went
After a completed booking we may email you to ask whether everything went well, and if it did, invite you to leave a Google review. Leaving a review is entirely optional and is done on Google's own platform, not ours.
Lawful basis: our legitimate interest in understanding and improving the service we provide. You can tell us to stop at any time and we will.
When you pay by card
Card payments are handled by Stripe. Your card number never reaches our systems and we do not store it. We record only that a payment was made, the amount, and the reference.
When you visit the website
If you accept analytics cookies, we collect anonymised statistics about how the site is used. If you decline, we collect nothing of this kind. See our Cookie Policy for the detail.
How your enquiry is used to produce a quote
To prepare a quote quickly we use an automated system, including artificial intelligence, to read the details of your enquiry, work out the journey distance, and suggest a price.
Two things are worth being clear about:
- A person always reviews the quote before it is sent to you. No price is issued to a customer purely by machine, so this is not "solely automated decision-making" under the UK GDPR.
- The details of your enquiry — including pick-up and destination — are processed by our AI provider (Anthropic) and, for distance calculation, by Google Maps Platform, purely to produce that quote. They are not used to train AI models.
You can always ask for a quote by telephone instead. Our number is on the contact page.
Who we share information with
We do not sell your personal information, and we do not share it for anyone else's marketing. We use the following service providers, who act on our instructions:
| Provider | What they do | What they see |
|---|---|---|
| Hetzner | Hosts the website and database (servers in the EU) | All site data, stored at rest |
| Anthropic | AI assistance in drafting quotes and replies | Enquiry details, including journey addresses |
| Google Maps Platform | Calculates road distance between pick-up and destination | The two addresses only |
| Stripe | Card payment processing | Payment and card details (we never see the card) |
| Resend, and our own email provider | Sends quotes, invoices and service emails | Your name, email address, message content |
| Google Analytics | Website usage statistics — only if you accept cookies | Anonymised usage data |
We may also share information where we are legally required to — for example with the police, a regulator, our insurers, or our accountants.
Where your information is held
The website and its database are hosted in the European Economic Area. Some of the providers above are based in the United States. Where information is transferred outside the UK, it is protected by the safeguards recognised in UK data protection law, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
How long we keep it
| Information | Kept for |
|---|---|
| Enquiries that do not lead to a booking | 2 years from your last contact with us |
| Booking and customer records | 6 years after the journey |
| Invoices and accounting records | 6 years after the end of the accounting period (legally required) |
| Published reviews | Until you ask us to remove them |
| Analytics data | Up to 14 months |
Your rights
You have the right to:
- Access the personal information we hold about you
- Correct it if it is wrong or incomplete
- Erase it, where we no longer have a good reason to keep it
- Restrict or object to how we use it, including for any marketing
- Receive a copy in a portable format, or ask us to send it to someone else
- Withdraw consent at any time, where we relied on it — this does not affect anything done beforehand
To exercise any of these, contact us using the details above. We will respond within one month. There is no charge.
Marketing
If we send you offers or news by email, every message includes an unsubscribe link, and one click is enough. Emails about a quote or booking you have asked for are service messages, not marketing, and continue regardless.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office:
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
Changes to this notice
If we change how we use personal information we will update this page and change the date at the top. Where the change is significant, we will tell you directly.