Data processing terms
How we handle your customers', drivers' and passengers' information on your behalf.
Last updated 16 October 2026. This page is written in plain English. It is a working draft that has not yet been reviewed by a solicitor, so please read it as our honest description of how we operate and ask us if anything is unclear.
These terms form part of the terms of service. In them, “you” are the chauffeur company with the Meetboard account (the controller) and “we” are Meetboard (the processor).
1. What we process
| Subject and purpose | Providing the Meetboard service to you: bookings, dispatch, driver management, invoicing, messages and records |
|---|---|
| How long | While you have an account, plus the time needed to return or delete the information afterwards |
| Whose information | Your customers, passengers, drivers, staff, and the people who book on your behalf |
| Kinds of information | Names, email addresses, telephone numbers, addresses and journey details, flight numbers, vehicle and driver licence details, payment status, and notes you record |
We do not knowingly process special category information. Please do not put it in notes.
2. Our promises
- We process the information only on your documented instructions, which are the use of the service and these terms, unless the law requires otherwise (and then we will tell you first if we can).
- People who can access it are bound by confidentiality.
- We keep appropriate security: a separate private database for each company, encryption in transit and for stored secrets, hashed passwords and keys, access controls and an audit log of changes.
- We tell you without undue delay, and in any case within 48 hours, after we become aware of a personal data breach affecting your information, with what we know.
- We help you respond to requests from people exercising their rights, and with security, breach notification and impact assessments, as far as is reasonable given the nature of the service. Many of these you can do yourself in your account.
- When your account ends we will, at your choice, return your information (you can export your records at any time) or delete it, and delete existing copies, unless the law requires us to keep it. Licensing records follow the retention period you set.
- We will give you the information you reasonably need to show we are complying, and allow reasonable audits, with notice and without risk to other companies' information.
3. Sub-processors
You agree that we may use the following to provide the service. We will give at least 30 days' notice by email before adding or replacing one, and you may object by cancelling.
| Provider | What for | Where |
|---|---|---|
| Neon | Databases (one per company, in London) | UK (AWS eu-west-2) |
| Vercel | Hosting the application | Global, with the data processed in the region of use |
| Resend | Sending email on behalf of you and us | EU and US |
| Stripe | Card payments (when you connect your own account) | UK, EU and US |
| Address search, only if you switch it on, using your own key | Global | |
| aviationstack | Flight times, only flight numbers and dates are sent | EU and US |
| An AI provider | Only if you switch AI on; your information is never used to train outside models | US, under contract |
Where information is handled outside the UK we rely on safeguards such as the UK addendum to standard contractual clauses or an adequacy decision.
4. Your side
You are responsible for having a lawful reason to hold the information you put in Meetboard, for telling your customers, drivers and passengers how you use it, and for giving us lawful instructions.
5. Questions
For anything about data protection, use the form on our contact page.