eCoachManager

Privacy Policy

Last updated: March 2026

1. Who We Are

eCoachManager Ltd is a privately owned UK company providing software and technology solutions to the coach and bus transport industry. Our registered office is 16a Chapmans Yard, Elton Way, Watford, England, WD25 8HB, United Kingdom.

We operate across the United Kingdom, Australia, New Zealand, and South Africa. In the UK, eCoachManager Ltd acts as data controller for personal information we collect and process. In other jurisdictions, we act in accordance with applicable local privacy legislation as set out in Section 10 below.

For all privacy-related enquiries, please contact us at: privacy@ecoachmanager.com

2. About This Policy

This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights in relation to it. It applies to:

  • Visitors to our website (ecoachmanager.com)
  • Operator customers and their staff and contacts who use our platform
  • Bus and coach drivers whose information is managed through our platform
  • Passengers whose information is submitted by operators using our platform

Note: eCoachManager acts as a data processor in respect of driver and passenger data entered into our platform by operator customers. The operator is the data controller for that data and is responsible for ensuring its collection and use complies with applicable privacy law. This policy addresses our obligations as both controller and processor.

3. What Data We Collect

3.1 Operator Contacts and Platform Users

When an operator engages with eCoachManager, we collect information about their business contacts and platform users, including:

  • Name, job title, and contact details (email address, telephone number)

  • Business name, address, and company registration information

  • Login credentials (usernames; passwords are stored in encrypted form only)

  • Correspondence and communications with our team

  • Billing and payment information (we do not store full payment card details)

  • Platform usage data and activity logs

 

3.2 Bus and Coach Drivers

Driver information is entered into our platform by the operator customer. This may include:

  • Full name, date of birth, and contact details

  • Driving licence details and licence categories

  • Driver authority or accreditation information

  • Work and rest hour records

  • Assignment and scheduling history

  • Any other information the operator chooses to record in the platform

 

3.3 Passengers

Passenger information may be entered by operators using our platform for booking and scheduling purposes. This may include:

  • Name and contact details

  • Booking and journey information

  • Special assistance requirements or accessibility needs

  • Any other information submitted by the operator in connection with a booking

 

3.4 Website Visitors

When you visit our website, we automatically collect certain technical information, including:

  • IP address and browser type

  • Pages visited and time spent on the site

  • Referring website or search terms

  • Cookie data (see Section 7)

4. How We Use Your Data

4.1 Operator Contacts

We use operator contact data to:

  • Deliver, administer, and support our software services

  • Manage your account and billing

  • Respond to support requests and enquiries

  • Send service-related communications, including updates and maintenance notices

  • Send marketing communications where you have consented or where we have a legitimate interest in doing so (you may opt out at any time)

  • Comply with our legal and regulatory obligations

4.2 Driver and Passenger Data

Driver and passenger data held within the platform is processed on behalf of the operator customer (who is the data controller). We process this data solely to provide the contracted service and in accordance with our Data Processing Agreement with the operator. We do not use driver or passenger data for our own marketing or commercial purposes.

4.3 Website Data

We use website data to monitor and improve the performance of our website, understand how visitors use it, and display relevant advertising where applicable.

5. Lawful Basis for Processing

For UK-based processing, we rely on the following lawful bases under the UK General Data Protection Regulation (UK GDPR):

  • Contract: Processing necessary to perform our contract with operator customers, including delivering the platform and providing support.
  • Legitimate Interests: Processing necessary for our legitimate business interests, including fraud prevention, network security, and direct marketing to existing customers, where those interests are not overridden by your rights.
  • Legal Obligation: Processing required to comply with applicable law.
  • Consent: Where we rely on consent (for example, for certain marketing communications or non-essential cookies), you may withdraw consent at any time.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

  • Operator account data is retained for the duration of the contract and for a period of seven years thereafter, in accordance with our legal and tax obligations.
  • Driver and passenger data held within the platform is retained in accordance with the operator’s instructions and applicable regulatory requirements. eCoachManager’s platform retains driver records as a function of system integrity — driver records are not purged, as deletion would impact the accuracy of historical job and scheduling records. Operators who require a driver to be removed from active use should use the inactive status function rather than deletion.
  • Website visitor data is retained in accordance with our cookie policy and standard analytics data retention periods.
  • Marketing contact data is retained until you opt out or withdraw consent.

7. Cookies

Our website uses cookies to improve your experience and to help us understand how the site is used. Cookies are small text files stored on your device when you visit a website.

We use the following types of cookies:

  • Essential cookies: Required for the website to function properly. These cannot be disabled.
  • Analytics cookies: Used to collect information about how visitors use our website (for example, via Google Analytics). This data is aggregated and anonymised.
  • Advertising cookies: Used to display relevant advertisements based on your browsing behaviour. Third party vendors, including Google, may use cookies to serve advertisements based on prior visits to our website.

You may manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website. By continuing to use our website, you consent to our use of cookies in accordance with this policy.

8. Who We Share Your Data With

We do not sell your personal data. We may share data with:

  • Our technology sub-processors, including Google Cloud Platform (infrastructure hosting), who are bound by data processing agreements and may not use your data for their own purposes.
  • Third party service providers who assist us in delivering our services (for example, email delivery providers), subject to appropriate contractual protections.
  • Professional advisers including lawyers and accountants, subject to confidentiality obligations.
  • Regulatory authorities or law enforcement where required by law.

Where data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or equivalent protections.

9. Your Rights

Depending on your location and applicable law, you may have the following rights in relation to your personal data:

  • Right of access: to request a copy of the personal data we hold about you.
  • Right to rectification: to request correction of inaccurate or incomplete data.
  • Right to erasure: to request deletion of your data in certain circumstances.
  • Right to restriction: to request that we limit our processing of your data.
  • Right to data portability: to receive your data in a structured, machine-readable format.
  • Right to object: to object to processing based on legitimate interests or for direct marketing purposes.
  • Right to withdraw consent: where processing is based on consent, to withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@ecoachmanager.com. We will respond within 30 days. You also have the right to lodge a complaint with the relevant supervisory authority in your jurisdiction (see Section 10).

10. Jurisdiction-Specific Provisions

10.1 United Kingdom

eCoachManager Ltd is registered in England and Wales. This policy is governed by and complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The supervisory authority for the UK is the Information Commissioner’s Office (ICO): ico.org.uk.

10.2 Australia

eCoachManager’s Australian operations are conducted by eCoachManager Pty Ltd (ABN 45 696 546 184), a company registered in Australia. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Personal information collected in connection with Australian operations is handled in accordance with these principles. You may direct privacy complaints or enquiries to privacy@ecoachmanager.com. If your complaint is not resolved to your satisfaction, you may contact the Office of the Australian Information Commissioner (OAIC): oaic.gov.au.

10.3 New Zealand

For New Zealand users, we comply with the Privacy Act 2020. You have the right to access and correct personal information we hold about you. Complaints may be directed to privacy@ecoachmanager.com or to the Office of the Privacy Commissioner: privacy.org.nz.

10.4 South Africa

For South African users, we comply with the Protection of Personal Information Act 4 of 2013 (POPIA). We process personal information lawfully, with your knowledge, and only to the extent necessary for our legitimate business purposes. Cross-border transfers of personal information are subject to appropriate safeguards as required by POPIA. You may direct complaints to privacy@ecoachmanager.com or to the Information Regulator of South Africa: inforegulator.org.za.

11. Data Security

We take the security of your personal data seriously. Our platform is hosted on Google Cloud Platform infrastructure, with encryption in transit (TLS) and at rest (AES-256). We maintain physical, electronic, and procedural safeguards designed to protect personal data from unauthorised access, disclosure, or loss.

In the event of a personal data breach that is likely to result in risk to individuals, we will notify the relevant supervisory authority and affected individuals in accordance with applicable law and our contractual obligations.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The current version will always be available on our website. We will notify operator customers of material changes by email. Continued use of our platform or website following notification of changes constitutes acceptance of the updated policy.

13. Contact Us

For all privacy-related enquiries, requests, or complaints, please contact:

eCoachManager Ltd

16a Chapmans Yard, Elton Way, Watford, England, WD25 8HB, United Kingdom

Email: privacy@ecoachmanager.com

Website: ecoachmanager.com

This privacy policy was reviewed and updated in March 2026. It supersedes all previous versions.