Pulse Privacy Policy

1. Who we are and what this covers

TaxiApps Pulse provides Pulse's website, signup and billing journeys, operator portal, mobile applications and connected dispatch tools. Contact us about privacy or personal information at info@taxiapps.co.uk. This policy applies to visitors, account holders, authorised staff, channel partners and people whose information is processed through those services.

We decide how personal information is used for our own account administration, billing, support and security activities; for those purposes we act as a data controller. For passenger, driver and operational information processed on a taxi operator's instructions, the operator normally acts as controller and we act as its processor. The operator's privacy information also applies to its services and its connected dispatch system.

2. Information we process and its sources

• Account and company information: names, email addresses, contact numbers, business addresses, company/customer identifiers such as COID, account roles, membership choices and uploaded logos. These are provided by you, your administrator or an authorised partner.
• Dispatch information: booking references, passenger names and contact details where supplied, pickup and destination addresses, journey times, notes, fares, booking status, driver/vehicle details and locations made available through the operator's authorised dispatch connection. We receive this information from the operator, its users and integrations such as iCabbi.
• Payments and referrals: subscription status, invoice and payment references, amounts, payment dates, billing contact information, referral codes and associated discounts or partner credits. Stripe provides payment results and subscription updates. Full payment-card numbers and security codes are entered with Stripe rather than stored by Pulse.
• Security and usage information: IP address, browser or app details, sign-in and session events, activity timestamps, error records and audit information needed to operate and protect accounts.
• Support: the contact and company information associated with your request, messages, issue descriptions and material you choose to send. Support records are handled through the TaxiApps support service.

Please avoid including sensitive personal information in free-text fields unless necessary and authorised. An operator must establish an appropriate basis for any special-category information it chooses to process, such as health information in an accessibility request.

3. How and why information is used

We use account information to set up access, deliver the chosen service and handle payments. Where you personally contract with us, the basis is performing that contract or taking requested steps before it. For a business's staff and representatives, we rely on our legitimate interests in managing the business relationship and providing authorised access.

Our legitimate interests also include investigating support issues, maintaining service reliability, preventing fraud and misuse, protecting accounts and resolving disputes. We consider the effect on individuals when relying on those interests. We use relevant billing and compliance records to meet legal obligations. Where a feature requires consent, we request it separately and explain how to withdraw it.

Operational data is used to retrieve, display and update the operator's dispatch information under its instructions. The operator determines the lawful basis for its booking and employment activities. Necessary account, integration and payment information is required to supply the relevant features; without it we may be unable to create an account, connect dispatch or process a subscription.

4. Who can receive information

Information is available to authorised users and administrators according to their account permissions. Relevant channel partners may receive company, onboarding, account-status and referral information needed to administer their channel relationship. Access is restricted by role and company/channel scope.

We use service providers for hosting, backups, email, technical support and security. Connected services receive the information needed for the feature you use: for example, iCabbi for dispatch actions, Google Maps/Places for map and address searches, Stripe for payments and subscriptions, and a configured calling application when you initiate a call. Third-party services may also collect connection information such as IP addresses.

Stripe and Google publish their own privacy information: Stripe Privacy Policy and Google Privacy Policy. Some providers act as independent controllers for their own activities. We may disclose relevant records to professional advisers or authorities where required by law or necessary to establish or defend legal rights.

5. Cookies, local storage and mobile use

Pulse uses session cookies and browser or app storage to maintain sign-in, identify the selected company, support signup/payment flows and remember service state. Blocking essential storage can prevent sign-in or other functions from working. You can clear stored data through your browser or device settings; doing so may sign you out.

Maps, payment screens and other third-party components may use their own storage under their policies. Any optional tracking that requires consent must be presented separately; using the service or reading this policy is not consent to unrelated marketing.

Vehicle locations displayed by Pulse may come from the operator's dispatch platform rather than the device viewing the map. Where a feature requests a device permission, its purpose is shown in the permission request. Optional calling features may open another app, whose permissions and privacy policy apply.

On supported Android builds, optional Bria caller-ID integration uses notification access to read caller information from Bria notifications and open a Pulse booking workflow. It may also request permission to display a call-related overlay. You can disable these permissions in Android settings; the associated caller-ID convenience features will then be unavailable. This integration is not intended to collect notifications from unrelated apps.

6. How long information is kept

Retention depends on the record's purpose. We consider whether the account or support issue is active, the operator's instructions, the need to investigate incidents, applicable financial-record requirements and unresolved claims. Ask us for information about a particular record or an account-specific retention arrangement.

• Account settings and operational records are kept while needed to provide and administer the service and are subject to account-closure or deletion procedures.
• Payment amounts, invoice references and records needed for accounting, disputes or legal obligations may remain after operational account data is removed.
• Security logs and support correspondence are retained according to their continuing diagnostic, security or case-management purpose, rather than solely the subscription's status.
• Account deletion is not an immediate erasure of every copy: backups, uploaded files, mailboxes, support records and Stripe records have separate retention and deletion processes. Records in an operator's dispatch system are controlled by that operator.

Contact us to request deletion or discuss a retention concern. We will explain any records that must be retained and coordinate with the relevant operator or provider where necessary.

7. Security and international processing

Safeguards include authenticated access, account and role restrictions, protected connections and security monitoring. No service can guarantee absolute security. Keep credentials private and report suspected unauthorised access promptly.

Hosting, support or connected providers may process information outside the UK. The destination and the provider's role depend on the service used. Where we make a restricted international transfer, the applicable transfer rules require an appropriate lawful mechanism, such as an adequacy decision or approved contractual safeguards. Contact us for details of the providers, destinations and safeguards relevant to your account or for a copy of applicable safeguards.

8. Your rights and choices

Depending on the circumstances and applicable law, you may request access, correction, erasure, restriction or portability of your personal information. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing.

Email info@taxiapps.co.uk with your request and enough information to identify the relevant account. We may need to verify identity and will respond within the applicable legal time limit. If your request concerns an operator's passenger or staff records, contact that operator; we can help route the request and assist it in responding.

You may complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint, or to the relevant supervisory authority where you live. You do not have to contact us first.

9. Automated service controls

Account permissions, payment events and security signals can trigger automated actions such as subscription activation, access restrictions, payment reminders or scheduled account closure. These controls support service delivery and security. If you believe an automated restriction or billing action is incorrect, contact us to request review and correction. The taxi operator is responsible for explaining any separate automated decisions within its dispatch operations.

10. Policy updates

We may update this policy to reflect changes to Pulse or how information is handled. The date above identifies this version. We will bring material changes to affected users' attention where appropriate. For questions about this policy, contact info@taxiapps.co.uk.