Privacy Policy of Ultimate Drives (UD)
Effective Date: 20 May 2025
This Privacy Policy describes how Ultimate Drives (“UD”, “we”, “our” or “us”) collects, uses, and protects your personal information when you visit our website (www.ultimatedrives.net), use our services, or otherwise interact with us. By accessing our website or providing your information to us, you agree to the terms of this policy.
1. Summary of How We Use Your Data
We collect and process your personal data:
To facilitate and manage your tour bookings and associated services;
To provide personalised customer service;
To communicate with you regarding your trip and related services;
To inform you about our offerings, updates and relevant promotions (subject to your consent);
For internal business purposes and to comply with legal obligations.
We process your personal data based on:
Your explicit consent (e.g. for marketing);
The need to fulfil our contract with you;
Our legitimate interests;
Legal compliance.
You have the right to withdraw your consent and object to processing at any time.
2. Information We Collect
We may collect and process the following types of information:
Contact details: Name, email, address, telephone number;
Payment details: Payment card data, billing address, bank account info (processed securely via our payment providers);
Travel preferences and demographics: Date of birth, nationality, language, car preferences, etc.;
Booking and tour data: Car selection, trip itinerary, travel documents, activity participation;
Communications: Email correspondence, call notes, enquiries;
Website usage data: IP address, device info, cookies, location data, and site interaction patterns.
3. How We Use Your Information
We use your personal information for the following purposes:
Booking Fulfilment: To process your tour reservation, itinerary management, pre-trip preparation and trip support.
eRoadbook Video Briefing: To deliver a pre-tour video briefing and digital itinerary pack.
Customer Support: Responding to your enquiries and managing any issues during or after your trip.
Marketing & Updates: Sending updates, offers and event invitations (only with your consent).
Security & Legal Obligations: Ensuring safety and compliance with regulations.
Business Improvement: Internal analysis, service enhancements, and user experience research.
4. Cookies & Analytics
Our website uses cookies and similar technologies to:
Analyse website performance and user behaviour;
Support functionality like remembering your preferences;
Facilitate marketing campaigns (with consent).
You can manage cookie preferences via your browser or through our cookie banner when you visit the website.
5. Sharing of Your Data
We may share your personal data with:
Tour hotels, venues, and other suppliers necessary for delivering your trip;
Travel partners or representatives (e.g. personal assistants, corporate travel organisers);
Third-party service providers (e.g. payment processors, hosting providers, IT support);
Marketing and analytics partners (only with your consent);
Legal or regulatory bodies, where required.
We never sell your personal data.
6. International Data Transfers
As a tour operator working across Europe and beyond, your data may be transferred to countries outside the UK or European Economic Area (EEA). We ensure appropriate safeguards are in place, such as:
European Commission-approved standard contractual clauses;
Transfers to providers certified under recognised data protection frameworks.
7. Data Security
We use appropriate technical and organisational measures to protect your personal data, including:
SSL encryption;
Restricted access to systems;
Regular security reviews and staff training.
8. Data Retention
We retain your data only as long as necessary for:
The purposes set out in this policy;
Legal, regulatory or accounting requirements;
Managing feedback, disputes or claims.
Typically, customer booking and trip information is retained for up to 6 years. Marketing consent records are retained until withdrawn.
9. Your Rights
You may have the following rights under applicable data protection laws:
Access to your personal data;
Correction or deletion of inaccurate or out-of-date data;
Restriction or objection to our use of your data;
Data portability;
Withdrawal of consent (where consent is the lawful basis);
Lodging a complaint with a supervisory authority (e.g. the UK Information Commissioner’s Office).
To exercise any of these rights, contact us at info@ultimatedrives.net.
10. Opting Out of Marketing
You can opt out of marketing emails:
By clicking the ‘Unsubscribe’ link in any marketing email;
By contacting us at info@ultimatedrives.net.
We may retain a record of your opt-out to ensure compliance with your preferences.
11. Third-Party Websites
Our website may contain links to third-party sites. We are not responsible for the privacy practices of these websites. Please review their privacy notices individually.
12. Updates to This Privacy Policy
We may update this policy occasionally to reflect changes in law or our services. The updated version will be posted on our website with a new effective date.
We encourage you to check this page regularly.
Contact Us
If you have any questions about this Privacy Policy or our handling of your personal data, please contact:
Data Protection ManagerEmail: info@ultimatedrives.netWebsite: www.ultimatedrives.net
Effective Date: 20 May 2025