Privacy Policy — Pickup Livery System

Pickup Livery System ("Pickup", "we", "us", "our") is the controller of personal data collected through this website (www.mylimobusiness.com) and the Pickup Livery System platform.

Pickup Livery System is a cloud-based software platform providing dispatch management, reservation management, online booking, fleet management, payment processing, and affiliate network services to professional ground transportation operators worldwide — including limo companies, chauffeur services, airport transfer specialists, travel agencies, and dispatch brokers.

This Privacy Policy applies to personal data processed by Pickup in the following contexts:

• Website visitors — individuals browsing www.mylimobusiness.com;
• Operators — businesses and individuals who register for and use the Pickup platform;
• Drivers — individuals who access the Pickup Driver Application on behalf of an Operator;
• End clients — passengers whose booking data is entered into or managed through the platform by an Operator;
• Contact enquiries — individuals who submit forms, request demos, or contact our support team.

Platform data processed on behalf of Operators

When Pickup processes personal data that Operators enter into the platform — such as passenger names, contact details, driver records, and booking history — Pickup acts as a data processor on behalf of the Operator (who acts as data controller for that data). The processing of such data is governed by our Data Processing Agreement, not solely by this Policy.

Operators are responsible for ensuring they have a lawful basis to share personal data with Pickup and that their own privacy notices accurately reflect how passenger and driver data is handled.

3.1 Operator account data

When an Operator registers for and uses the platform, we collect:

• Business name, legal entity type, and registered address;
• Contact name, work email address, and phone number;
• Country of operation and primary operating currency;
• Subscription plan, billing address, and payment method details (processed by our payment processor; we do not store full card numbers);
• Platform usage data, login timestamps, and feature interaction records.

3.2 Driver data (processed as processor on behalf of Operators)

Operators may enter the following data about their Drivers into the platform:

• Full name, contact details, and profile photograph;
• Driving licence and professional licence information;
• Real-time and historical GPS location data during active shifts (when the Driver App is in use);
• Ride status updates and trip records.

This data is processed by Pickup on the Operator's behalf. The Operator is the data controller for Driver data.

3.3 Passenger and booking data (processed as processor on behalf of Operators)

Operators may enter or import the following data about passengers and bookings:

• Passenger name, email address, and phone number;
• Pickup and drop-off addresses;
• Flight numbers and travel details;
• Booking preferences and special requirements;
• Payment transaction records and invoice history.

Pickup processes this data strictly as a data processor on the Operator's behalf.

3.4 Website visitor data

When you visit our website, we automatically collect:

• IP address (anonymised after processing where technically feasible);
• Browser type, operating system, and device type;
• Pages visited, time spent, and referring URLs;
• Cookie and session identifiers (see Section 10).

3.5 Contact and marketing enquiry data

When you contact us, request a demo, or subscribe to our newsletter:

• Name, work email address, and company name;
• Your message content and any attachments you submit;
• Role or job title (where provided).

We rely on the following lawful bases under the General Data Protection Regulation (GDPR) and equivalent applicable data protection legislation:

5.1 To provide and improve the Services

We use Operator account data to provision access to the platform, process subscription payments, provide technical support, and improve the reliability and features of the Services.

5.2 To facilitate ground transportation operations

On behalf of Operators, we use Driver and passenger data to enable booking assignment, real-time dispatch, flight tracking, automated client notifications, invoice generation, and affiliate network routing. This processing occurs strictly as instructed by the Operator.

5.3 Driver location data

When a Driver has the Pickup Driver Application active and location permissions enabled, the Driver's GPS location is transmitted to the platform and made visible to the Operator's dispatch team. Location data is used solely for operational dispatch purposes. Drivers can disable location sharing by closing the application or revoking location permissions in their device settings. Historical location data is retained in accordance with Section 8.

5.4 Security and fraud prevention

We monitor platform activity to detect unauthorised access, abuse, and fraudulent use. This processing is based on our legitimate interest in maintaining the security and integrity of the platform for all Operators.

5.5 Analytics and product development

We use aggregated and anonymised usage data — data that cannot reasonably identify any individual — to understand how the platform is used and to prioritise product improvements. This aggregated data is not personal data and is not subject to this Policy.

5.6 Marketing communications

With your consent, or where we have a legitimate interest under applicable law, we may send you product updates, case studies, and industry insights. You may withdraw consent or opt out at any time by clicking the unsubscribe link in any marketing email or by contacting us at privacy@mylimobusiness.com.

We do not sell personal data to third parties. We share personal data only in the following circumstances:

6.1 Service providers (data processors)

We engage trusted third-party service providers to help operate the platform. These providers act as data processors under binding contractual obligations and are permitted to process personal data only as instructed by Pickup. Categories of processors include:

• Cloud infrastructure — hosting, storage, and data centre services;
• Payment processing — card payment collection and settlement;
• Flight data providers — real-time flight tracking for airport transfer bookings;
• Email and notification delivery — transactional and marketing communications;
• Analytics — platform usage analytics (on an aggregated or anonymised basis);
• Customer support tooling — helpdesk and ticketing systems.

6.2 Affiliate Network

When an Operator uses the Pickup Affiliate Network to route a Booking to a partner Operator, limited booking information (pickup details, vehicle requirement, timing) is shared with the receiving Operator to enable fulfilment. The sharing of this data is instructed by the originating Operator and governed by the Affiliate Network participation terms.

6.3 Legal requirements

We may disclose personal data if required to do so by law, court order, or lawful request from a government authority, or where we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, or to investigate fraud.

6.4 Business transfers

If Pickup is involved in a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring entity, subject to the same privacy protections as described in this Policy. We will notify Operators of any such change with reasonable advance notice.

Pickup operates a global platform serving operators in 62+ countries. Some of our service providers process data in countries outside the European Economic Area (EEA) that may not offer the same level of data protection as your home country.

Where we transfer personal data outside the EEA, we ensure that appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) — approved by the European Commission, binding our processors to GDPR-equivalent protections;
• Adequacy decisions — where the European Commission has recognised the destination country as offering adequate data protection;
• Binding Corporate Rules — where applicable for intra-group transfers.

You may request details of the specific transfer mechanisms in place for any third-party processor by contacting us at privacy@mylimobusiness.com.

After the applicable retention period, data is securely deleted or irreversibly anonymised. Retention may be extended where required by applicable law, an ongoing legal dispute, or a regulatory obligation.

We implement and maintain a comprehensive information security programme designed to protect personal data against unauthorised access, disclosure, alteration, and destruction. Our security measures include:

• Encryption in transit and at rest — all data transmitted between users and the platform is encrypted; stored data is encrypted at rest;
• Access controls — role-based access, principle of least privilege, and multi-factor authentication for internal systems;
• Infrastructure resilience — redundant cloud infrastructure with continuous monitoring, automated backups, and disaster recovery capabilities;
• Vulnerability management — regular security assessments and a responsible disclosure programme;
• Employee training — all staff with access to personal data receive data protection and security training.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, and will notify affected individuals without undue delay where required by applicable law.

10.1 What are cookies?

Cookies are small text files placed on your device when you visit our website. They enable the website to remember your preferences and session information.

10.2 Categories of cookies we use

• Strictly necessary cookies — required for the website and platform to function. These cannot be disabled. They include session management and security tokens.
• Functional cookies — remember your language preference, logged-in state, and display settings. These are enabled by default but can be disabled without affecting core functionality.
• Analytics cookies — help us understand how visitors use the website (pages viewed, time spent, errors encountered). These are only activated with your consent.
• Marketing cookies — used to deliver relevant content and measure the effectiveness of our marketing campaigns. Only activated with your explicit consent.

10.3 Managing cookies

You can manage your cookie preferences at any time via our Cookie Policy and Preference Centre. You can also control cookies through your browser settings. Disabling certain cookies may affect the functionality of the website.

10.4 Do Not Track

Our website does not currently respond to browser Do Not Track (DNT) signals, as no uniform standard exists. We do, however, provide cookie consent controls as described above.

Under the GDPR and applicable data protection law, you have the following rights regarding personal data for which Pickup is the data controller:

How to exercise your rights

Submit your request to privacy@mylimobusiness.com. We will respond within 30 days. For complex or high-volume requests, this may be extended by up to two further months with notice. We will not charge a fee for reasonable requests.

Right to lodge a complaint

You have the right to lodge a complaint with your national data protection supervisory authority. A list of EU supervisory authorities is available at edpb.europa.eu. In Italy: Garante per la protezione dei dati personali.

Note for Driver and passenger data: Where Pickup processes your data as a processor on behalf of an Operator, you should direct your data subject requests to the relevant Operator (the data controller). Pickup will assist the Operator in responding to such requests as required by law.

The Pickup Livery System platform and this website are not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child under 16, please contact us at privacy@mylimobusiness.com and we will delete it promptly.

Where Pickup processes personal data on behalf of an Operator (as data processor), the terms of the Pickup Data Processing Addendum (DPA) apply. The DPA:

• Specifies the subject matter, duration, nature, and purpose of processing;
• Identifies the categories of data subjects and types of personal data involved;
• Sets out the obligations and rights of both parties under Article 28 GDPR;
• Governs sub-processor engagement, audit rights, and data breach notification;
• Covers the transfer mechanisms used for international data flows.

Operators may request a copy of the current DPA by contacting privacy@mylimobusiness.com. By using the Services, Operators agree to the terms of the DPA, which is incorporated into the Terms of Service by reference.

We may update this Privacy Policy from time to time to reflect changes in our practices, the Services, or applicable law. Material changes will be communicated to Operators by email and/or via a notice within the platform at least 30 days before they take effect.

For website visitors and contact enquiries, the updated Policy will be published on this page with a revised "Last updated" date. We recommend checking this page periodically. Your continued use of the website or Services after a Policy update constitutes acceptance of the revised terms.

For any questions, requests, or complaints relating to this Privacy Policy or our processing of personal data, please contact:

We aim to acknowledge all privacy enquiries within 5 business days and to resolve them within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the competent data protection supervisory authority in your country of residence.

For EU/EEA residents: Pickup's lead supervisory authority for GDPR purposes is the Garante per la protezione dei dati personali (Italy).
Website: www.garanteprivacy.it