Privacy notice
How Souls Coaches (operated by Soul Bros Ltd) collects and uses information about you and your child when you use the parent portal and our school transport service.
Who we are
We are Soul Bros Ltd, trading as Souls Coaches, running private bus and coach routes carrying children to and from schools. We are the data controller for the information described here — we decide how and why it is used and are responsible for looking after it. For our current data-protection contact and registered details, please contact the office.
What we collect
About your child: name, date of birth and year group; their school; medical information, allergies and any Special Educational Needs or accessibility requirements so our drivers and staff can keep them safe. About you: name, email, phone, address, and your billing and payment records. When you use the portal: your login (your password is stored only in hashed form) and audit logs of when personal data is accessed, to protect it. Your child’s medical/SEN information is “special category” data and is given extra protection.
Why we use it
To provide the transport you signed up for and run your account (contract); to take and manage payments and keep accounting records (contract and legal obligation); to keep your child safe in transit and respond to emergencies; and to keep audit logs and enforce security (legitimate interests). We only send marketing if you opt in, and you can withdraw that at any time.
Who we share it with
We do not sell your data. We share it only with trusted providers acting on our instructions under contract: Railway (EU hosting), Xero (accounting), Stripe (card payments), GoCardless (Direct Debit), our email provider, and OpenStreetMap (route map tiles). We may also share information where legally required or to protect a child’s safety. The portal is built so you can only ever see your own household’s information.
Where it is stored
Your data is hosted within the EU (Amsterdam). Some payment and email providers may process data outside the UK/EEA under appropriate legal safeguards.
How long we keep it
While your child uses the service, and for a limited period after they leave. Financial records (invoices, payments, accounting) are kept for 6 years to meet HMRC and company-law requirements. Security/audit logs are kept for a limited period.
Cookies
The portal uses only storage that is strictly necessary to keep you logged in and your session secure. We do not use advertising or third-party tracking cookies.
Your rights
You have the right to access, correct, or (where no legal duty requires us to keep it) delete your data; to restrict or object to processing; to data portability; and to withdraw consent where we rely on it. We do not make solely automated decisions that significantly affect you. To exercise any right, contact the office; we will respond within one month.
Complaints
Please tell us first so we can put things right. You can also complain to the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF — helpline 0303 123 1113, ico.org.uk.