A legal disclaimer

The explanations and information on this page are provided for general guidance about how Route Safe Limited handles personal data. They are not legal advice and may not cover every situation relevant to your organisation or project. Because our services can involve sensitive logistics information (including details about children provided by clients), you should consider obtaining independent legal advice before relying on this page for compliance decisions. While we aim to keep this policy accurate and up to date, laws and guidance can change and the contents may be updated without notice. Route Safe Limited is not responsible for any loss arising from reliance on this page other than as required by law. If you have questions about this policy or your data rights, please contact about@routesafe.uk.

Privacy Policy

1) Who we are

Company name: Route Safe Limited
Registered address: 4 Ocean Way, Southampton, Hampshire, SO14 3JZ, United Kingdom
Website: https://routesafe.uk
Privacy contact: about@routesafe.uk
Data Controller: Route Safe Limited

2) What this policy covers

This policy explains how Route Safe Limited ("we", "us") collects, uses, shares, and protects personal data when you visit routesafe.uk, contact us, subscribe to our newsletter, or provide information so we can deliver vehicular orchestration for events or other complex logistics projects. It applies to website visitors, prospective and existing clients (B2B and B2C), and anyone whose information clients provide to us in connection with our services (e.g., family members or attendees).

3) The data we collect

A. Information you provide directly

• Contact details (name, email, phone, organisation, role)

• Project intake information (event details, locations, dates, objectives, constraints)

• Personal details needed for orchestration (e.g., names of attendees or family members, addresses, usual routes, school name where relevant to routing for a child, accessibility needs provided by the client)

• Newsletter signup details (email)

• Any files or messages you send us

We do not ask for special category data (e.g., health, religion) and request that you avoid including it unless strictly necessary for safety or accessibility and you have authority to share it.

B. Collected automatically (website)

• Basic technical data (IP address, browser type/version, device/OS, pages viewed, time on page)

• Cookies or similar technologies (see Cookie Policy below).

As of the last updated date, we do not run analytics or advertising pixels. If/when we add them, we will update this policy and obtain consent where required.

C. From third parties / our clients

• We may receive information about individuals from our clients where necessary to plan and execute orchestration (e.g., lists of attendees, pick‑up/drop‑off points, gate or school details). Clients are responsible for ensuring they have a lawful basis to share such information with us.

4) Why we use your data and legal bases (UK GDPR)

PurposeExamplesLegal basis

Provide and operate our servicesassessing requirements; planning routes; communicating with you; coordinating event logisticsContract (Art. 6(1)(b)) or Legitimate interests (Art. 6(1)(f)) for pre‑contract steps

Safety and safeguarding in operationsensuring the right person/vehicle at the right place/time; avoiding mis‑routingLegitimate interests (Art. 6(1)(f))

Communicationsresponding to inquiries; service updatesLegitimate interests (Art. 6(1)(f))

Newsletter/marketingsending updates/offers to opted‑in recipientsConsent (Art. 6(1)(a))

Legal, accounting, recordkeepinginvoices, accounts, responding to lawful requestsLegal obligation (Art. 6(1)(c))

Website operation and securityhosting, performance, fraud/abuse preventionLegitimate interests (Art. 6(1)(f))

Children’s information provided by clients. Where clients provide information about children (e.g., name and school to arrange safe routing), we rely on legitimate interests to perform the requested orchestration and apply heightened safeguards (see §9, §12). We do not market to children or collect information from them directly via the site.

5) Payments

We do not currently process payments on the site. If we enable online payments, we expect to use Stripe as our processor. Stripe will process payment details directly; we will receive limited transaction data for records and fraud prevention. This section will be updated before activation.

6) Sharing your data

We share personal data only as needed with:

• Service providers (processors) that help us run the website and communicate (e.g., website platform/hosting, email delivery). They act under contract and our instructions.

• Professional advisors and authorities where required by law.

• Business transfers in the context of a reorganisation or sale, subject to safeguards.

We do not sell personal data.

7) International transfers

Our website is built on a third‑party platform and related services that may store or process data outside the UK. Where transfers occur, we use appropriate safeguards such as Standard Contractual Clauses and/or other lawful mechanisms. You can contact us to learn more.

8) How long we keep data (retention)

We keep personal data only as long as necessary for the purposes above, then delete or anonymise it.

Provisional retention schedule:

• Intake forms / planning data: 1 month after a project is concluded (unless operational or legal needs require longer).

• Client communications: up to 12 months after last activity to support continuity.

• Newsletter list: until you unsubscribe or we remove inactive addresses.

• Invoices and accounting records: retained for statutory periods under UK law (often 6 years).

Note: A 1‑month period is short; certain operational/audit needs may justify a longer retention for planning data. We’ll honour deletion requests where feasible and lawful (see §11).

9) Security

We use appropriate technical and organisational measures, including HTTPS, access controls, and need‑to‑know access to project data (especially where children’s details are involved). No method of transmission or storage is 100% secure.

10) Cookies and similar technologies

See the Cookie Policy below for details. As of the last update we do not run analytics/ads cookies. If we add them, we will request consent where required and provide settings to manage your choices.

11) Your rights (UK GDPR)

You have the right to request: access to your data; correction; deletion; restriction; objection to processing based on legitimate interests; and portability of data you provided. Where processing is based on consent (e.g., newsletter), you can withdraw consent at any time.

To exercise your rights, contact about@routesafe.uk. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

12) Children’s privacy

Our services are provided to adults (clients). We may process children’s details only when provided by a responsible adult client as necessary for safe orchestration. We apply data minimisation (collect only what is necessary), access controls, and short retention periods (§8). We do not knowingly solicit personal data directly from children via the website.

13) Third‑party links

Our site may link to third‑party sites; we are not responsible for their privacy practices. Review their policies before providing personal data.

14) Changes to this policy

We may update this policy. The updated version will be posted here with a revised Last updated date. Material changes may be notified by email or site banner.

15) Contact us

Email: about@routesafe.uk
Postal: Route Safe Limited, 4 Ocean Way, Southampton, Hampshire, SO14 3JZ, United Kingdom

​