This document is a working draft prepared for review by qualified Sri Lankan legal counsel. It must be reviewed and approved before being relied upon.
This policy explains what personal information we collect when you enquire about or book our services, why we collect it, who we share it with, and the rights you have over it. We have written it in plain English because a privacy policy nobody can read protects nobody.
Who we are and how to contact us
Lanka Chauffeur provides private driver hire, tours and transfers in Sri Lanka, trading as [Company legal name], of [registered address] ('we', 'us', 'our'). For the purposes of data protection law, we are the controller of the personal information described in this policy.
You can contact us about anything in this policy, including requests to exercise your rights, at [contact for data protection matters] or by post at [registered address].
Information we collect
We collect only what we need to answer enquiries, prepare quotations and deliver the services you book. The main categories are:
- Enquiry details: your name, email address, telephone number, nationality, travel dates and itinerary preferences, together with any messages you send us.
- Booking details: if an enquiry becomes a booking, we also keep what is needed to deliver it — arrival and departure information, agreed itinerary and collection details, and payment references.
- Technical information: standard server logs (such as IP address, browser type and pages visited) and, only where you consent, anonymised analytics about how the website is used (see our Cookie Policy).
How we use your information
We use your personal information only for these purposes — and we never sell it:
- responding to your enquiries and preparing quotations;
- planning, confirming and delivering bookings, including assigning a driver and vehicle from our vetted partner network;
- communicating with you about your trip, including schedule changes and itinerary questions;
- keeping proper business records and meeting our legal, accounting and tax obligations.
Our basis for using your information
Where consent is required — for example for analytics cookies or marketing messages — we ask for it first, and you can withdraw it at any time.
For everything else we rely on: performance of a contract (delivering a booking you have made); steps taken at your request before a contract (such as preparing a quotation); compliance with legal obligations; and, occasionally, narrow legitimate interests such as keeping our records accurate and improving our services. [Final lawful-basis mapping to be confirmed by legal counsel.]
How long we keep your information
Enquiry details are kept no longer than necessary to answer your enquiry and keep our records straight, and in any case no longer than 24 months, unless a booking relationship exists.
Where an enquiry becomes a booking, we keep the booking records for as long as needed to provide the service and to meet our legal and accounting obligations, after which they are deleted or securely destroyed. [Retention periods for booking records to be confirmed.]
How we share your information
We share personal information only with those who need it to deliver our services:
- the driver or vehicle partner assigned to your booking — your name, contact details and itinerary only;
- our email delivery provider, so that quotations and confirmations reach you;
- a payment provider, once online card payments are integrated — until then payments are made by bank transfer and we hold only payment references, never card details;
- professional advisers, auditors and public authorities where we are legally required to do so.
International transfers
Because we serve international travellers, your information may be processed or stored outside Sri Lanka — for example by our email delivery or website hosting providers. Where that happens we take reasonable steps to ensure it is protected to a comparable standard, and we prefer providers that offer appropriate safeguards. [Approach to transfer safeguards to be confirmed by legal counsel.]
Your rights
You have rights over your personal information. At any time you can ask us to:
- tell you what personal information we hold about you and give you a copy (access);
- correct information that is inaccurate or incomplete (correction);
- delete your information where we no longer need it (deletion);
- stop using your information where you previously gave consent, such as for analytics cookies (withdrawal of consent).
Children
Our services are not directed at children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, please contact us at [contact for data protection matters] and we will delete it.
How we protect your information
We use sensible, proportionate measures: access to enquiries and bookings is limited to the people who need it, data is transmitted over encrypted connections, and our systems are protected by strong authentication.
No method of transmission or storage is completely secure, so absolute security cannot be guaranteed — but we review our practices, and if a breach is likely to affect your rights we will inform you and the relevant authorities as the law requires.
Changes to this policy and contact
We may update this policy from time to time; the date at the top shows when it was last revised, and material changes will be highlighted on this page.
Questions about privacy? Contact [contact for data protection matters], write to [registered address], or use the details on our contact page.
Questions about this policy? Write to us at booking@lankachauffeur.com. See also our privacy policy and booking policy.