Privacy Policy

Last updated: 08/01/2018

Please read this privacy policy carefully and check it periodically because it may be updated from time to time.

Autotrip Ltd (No: 08703170) operates for the purpose of mileage expenses or related services.

Autotrip Ltd considers the protection of your privacy to be of utmost importance and are committed to providing you with a personalised service that meets your requirements in a way that safeguards your privacy. Where we refer to ‘you’ in this Privacy Policy this will include (without limitation) officers, employees, contractors and agents in relation to which we receive personal information.

This Privacy Policy explains how we may collect information about you and then use it in order to satisfy your particular requirements. It also outlines some of the security measures that we take in order to protect your privacy and gives certain assurances on things that we will not do.

Some of the personal information we hold about you may be sensitive personal data within the meaning of the Data Protection Act 2018 (as amended from time to time). We will not use sensitive personal data about you other than for the specific purpose for which you provide it.


1. Collection of Information

1.1. You are free to explore our website without providing any personal information about yourself. When you visit our website and register yourself through any form, we may request that you enter personal data (see “Personal data”) about yourself. This is used to provide you with your requested information and may also be used in further marketing programs with your compliance.

1.2. We may collect personal information about you from a number of sources, including:

1.2.1. from you when you agree to obtain a product or service from us in which case this may include the following: information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services; information that you provide to us for the purpose of registering with us (including vehicle registration details, mileage details and mileage reimbursement policy information); information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters (including name, company name, email address and postal address); any other information that you choose to send to us; and information submitted and saved to the website and mileage capture system.

1.2.2. from you when you contact us with an enquiry or in response to a communication from us, in which case this may tell us something about your preferences;

1.2.3. from publicly available sources.


2. Personal Data

2.1. Personal data refers to any information that you voluntarily submit to us and that identifies you personally. This may include contact information, such as your name, email address, company name, address, phone number and other information about yourself or your business.

2.2. Personal information can also include information that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from other service providers.


3. Use of Personal Data

3.1. We will use personal information about you for a number of purposes, including:

3.1.1. to help to identify you when you telephone us to make an enquiry – for example, by asking you for your account information so that we can avoid disclosing information to a person who is not authorised by you to receive it;

3.1.2. to write to you or to telephone you with information about other services or products either from us or from our carefully selected business partners. We will not use your information in this way if you have not opted in or otherwise not consented;

3.1.3. to help us to administer accounts, services and products which we offer;

3.1.4. to help detect fraud or loss.

3.1.5. administer the website;

3.1.6. improve your browsing experience by personalising the website;

3.1.7. enable your use of the services available on the website;

3.1.8. send to you Products purchased via the website, and supply to you Services purchased via the website;

3.1.9. send statements and invoices to you, and collect payments from you;

3.1.10. send you general (non-marketing) commercial communications;

3.1.11. send you email notifications which you have specifically requested;

3.1.12. send to you our newsletter and other marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);

3.1.13. provide third parties cloud-based web systems with statistical information about our users for our own internal use.

3.1.14. deal with enquiries and complaints made by or about you relating to the website; and

3.1.15. optimise the use of Autotrip reporting and functionality.

3.2. Information we hold about you and your preferences will help us to make sure that we contact you about things likely to be of relevance and interest to you.

3.3. Whether or not you have “opted in” regarding the use of your information for direct marketing, it is our practice to search the Mailing, Telephone, Fax and Email Preference Services (as applicable) so that if you have registered your details with those Services you will not receive any direct marketing material from us via that channel.

3.4. We retain personal information that you provide us with as long as we consider it potentially useful in contacting you about our services. We will, however, abstain from using the data if you so request, as described in “Opting-Out and unsubscribing” below.


4. Controlling your Personal data

4.1. You may choose to restrict the collection or use of your personal information in the following ways:

4.1.1. whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes

4.1.2. if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at [email protected]


5. Disclosure of Information

5.1. As a general rule, we will not disclose any personal information, in a form which would enable you to be identified, to anyone outside Autotrip, we may use personal information for any of the purposes set out above.

5.2. We do not sell mailing lists to third parties for their marketing purposes. Where we have told you in advance, we may disclose certain information to third parties such as a vehicle-related product provider.

5.3. Where we believe in good faith that disclosure is required or permitted by law, information may be provided to others, such as the Police or the Inland Revenue to comply with a law, a court order, or a legal process.

5.4. We may also disclose information for administrative and other purposes which we deem necessary to maintain service and improve the products and services provided by us.


6. Security and Protection of your Personal Information

6.1. We maintain strict security measures in order to protect personal information (including any sensitive information e.g. alleged offences and proceedings). This includes following certain procedures, for example, encrypting data on our websites in order to ensure compliance with all applicable legal requirements.

6.2. You will be deemed to have explicitly consented to the processing by us of information (including any sensitive information) provided by you. Where you do not wish for us to make use of this information, please refrain from providing such information to us.

6.3. We secure your personal information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure.


7. The Internet and Cookies

7.1. If you communicate with us via the Internet then we may occasionally use email to contact you about our services and products. You can always send us an email at any time to change your preferences.

7.2. We use “cookies” to monitor site user traffic patterns and site usage. This helps us to understand how our customers and potential customers use our websites so that we can develop and improve the design, layout and functionality of the sites. A “cookie” is a piece of information that is stored on your computer’s hard drive and which records your navigation of a website so that, when you revisit that website, it can present tailored options to you based upon the stored information about your last visit. You can normally alter the settings of your browser to prevent acceptance of cookies.

7.3. How to reject cookies:

7.3.1. Most web browsers will accept cookies, but if you would rather that we did not collect data in this way you can choose to accept all or some, or reject cookies in your browser’s privacy settings. Rejecting all cookies means that certain features cannot then be provided to you and accordingly you may not be able to take full advantage of all of the website’s features and you may be prevented from completing your purchase online. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences.

7.3.2. For more information generally on cookies, including how to disable them, please refer to ( You will also find details on how to delete cookies from your computer.

7.4. There are different kinds of cookies with different functions:

7.4.1. Session cookies: these are only stored on your computer during your web session. They are automatically deleted when the browser is closed. They usually store an anonymous session ID allowing you to browse a website without having to log in to each page. They do not collect any information from your computer.

7.4.2. Persistent cookies: a persistent cookie is one stored as a file on your computer, and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We do not use persistent cookies other than for Google Analytics (please see the section on Google Analytics 7.7) and if you choose the website to remember your log in.

7.5. We do not use third-party or unsatisfactory cookies on our site, although we do use Google Analytics (please see the section on Google Analytics 7.7).

7.6. We use cookies for the following purposes:

7.6.1. Where strictly necessary – These cookies are essential in order to enable you to move around the site and use its features, such as accessing secure areas of the site. Without these cookies, the services available to you on our site cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

7.6.2. Performance – These cookies collect information about how visitors use a site, for instance, which pages visitors go to most often, and if they get error messages from web pages. They also allow us to record and count the number of visitors to the site, all of which enables us to see how visitors use the site in order to improve the way that our site works. These cookies do not collect information that identifies a visitor, as all information these cookies collect is anonymous and is only used to improve how our site works.

7.7. Google Analytics. This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses cookies to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. Google uses the __utma cookie. This is a persistent cookie that expires in two years. With each new visit, the expiration date is refreshed. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

7.8. Web Beacons. We may also use pixel technology (sometimes called “web beacons” or “clear GIFs”), alone or in conjunction with cookies, to collect anonymous aggregated site user information such as page or promotion view counts or advertising responses. Web beacons are clear electronic images that can recognize certain types of information on your computer, such as cookies, when you viewed a particular site tied to the web beacon and a description of a site tied to the web beacon. This information may be used for general advertising and marketing purposes, including the facilitation of visitor counts, evaluation of web usage patterns and assessment of the effectiveness of our systems and websites.


8. Links to Other Websites

8.1. Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

8.2. Our provision of such links does not constitute our endorsement of these other websites, their content, their owners, or their practices.


9. Payment Information

9.1. When you make a payment using our checkout page, your card details are not taken or stored by us directly.

9.1.1. When you sign up for our Products and Services via our website, you will be redirected to a checkout page hosted by Chargebee. Chargebee is responsible for the security of cardholder data they possess, or otherwise store, process, or transmit on our behalf. Chargebee is a PCI-DSS Level 1 certified service provider however we cannot be responsible for the protection and privacy of any cardholder information since it is out of our control. If you would like to review Chargebee’s security policy, please visit

9.1.2. Although the payment information is collected by Chargebee, it is directly passed on to Stripe, a payment gateway, who authorise all transactions. Stripe is responsible for the security of cardholder data they possess, or otherwise store, process, or transmit on our behalf. Stripe is a PCI-DSS Level 1 certified service provider however we cannot be responsible for the protection and privacy of any cardholder information since it is out of our control. If you would like to review Stripe’s security policy, please visit


10. Monitoring of Calls

10.1. We may monitor and record communications we receive. This may be done to monitor and improve the service which we provide, for staff training purposes, to ensure compliance with our practices and procedures and where, for example, a contract is entered into by that means, to provide evidence of the transaction.


11. Further Information

11.1. If you would like any further information or have any comments on our Privacy Policy then please write to us or send us an email to [email protected] We may amend this Policy from time to time in which case the amended version will be published on our websites and a copy may be obtained by writing to the above address.


12. Limitations of Liability

12.1. As you may be aware, no data transmission over the Internet can be entirely secure. As a result, while we would always use reasonable endeavours to protect the personal information you provide to us, we cannot guarantee the security of your information and your submission of data is thus at your own risk.


13.Corporate Events

13.1. If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information gathered by Autotrip on the website and through related software.


14. Opting Out and Unsubscribing

14.1. If you have provided us with your personal data, you have the following rights with respect to that information:

14.1.1. To review the user information that you have supplied to us;

14.1.2. To request that we correct any errors, outdated information, or omissions in user information that you have supplied to us;

14.1.3. To request that your user information not be used to contact you;

14.1.4. To request that your user information be removed from any solicitation list that we use.

14.2. To exercise any of these rights, please contact us at [email protected] or by mail to Autotrip at, Sustainable Bankside, 105 Sumner Street, SE1 9HZ. We will promptly change, correct or update your information and notify you of the action we have taken.


15. Contact

15.1. If you have any questions about this privacy policy or our treatment of your personal information, please write to us by email to [email protected] or by post to Autotrip Ltd, Sustainable Bankside, 105 Sumner Street, SE1 9HZ.

15.2. You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee of £10 will be payable. If you would like a copy of the information held on you please write to Autotrip, Sustainable Bankside, 105 Sumner Street, SE1 9HZ.

15.3. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.