PRIVACY & COOKIES POLICY

Your privacy is important to us. We value the trust you have placed in us, and are committed to protecting and safeguarding any personal data you give us. This document describes how we use and process your personal data and how we use cookies. It also tells you how you can contact us if you have questions about your personal data or about cookies.

portfoliocars.com offers online travel-related services through its own websites and through other online platforms such as partners’ websites and social media. The information that follows applies to all of these platforms. portfoliocars.com may amend the Privacy and Cookies Policy from time to time, so visit this page regularly to keep abreast of the updates.

If you disagree with this Privacy and Cookies Policy, you must leave our website immediately. We will assume, if you continue to use the website, that you have read, understood and accept the Policy.

Privacy

What kind of personal information does portfoliocars.com use?

When you make a reservation, you are asked for your name and email address. You might also be asked for your home address, telephone numbers, payment information, the names of guests travelling with you and your preferences for your stay.

To make it easier to manage your reservations, you can open a user account. This allows you to save your personal settings, review previous bookings and manage future reservations.

When you visit our websites, even if you do not make a reservation, we may collect certain information, such as your IP address, which browser you’re using, and information about your computer’s operating system, application version, language settings and pages that have been shown to you. If you are using a mobile device, we might also collect data that identifies your mobile device, device-specific settings and characteristics and latitude/longitude details. When you make a reservation, our system registers through which means and from which websites you have made your reservation.

We may also receive information about you when you use certain social media services.

Who are we?

We are Portfoliocars.com and the website is owned by Portfolio Cars Limited (trading as Portfolio Cars). Our Company Number is 00484213 and our Registered Office is at 13 Grosvenor Gardens London SW1W 0BD

Why does portfoliocars.com collect, use and share your personal data?

    • Reservations: First and foremost, we use your personal data to complete and administer your online reservation and forward your reservation details to the accommodation you have booked.
    • Customer service: We aim to provide customer service 7 days a week from 8.30am – 6:00pm from our local offices and reservations desks located in major airports and train stations throughout London. Sharing your details with our customer service staff allows us to respond when you need us – including helping you to find appropriate accommodation and responding to any questions you might have about your reservation.
    • Guest reviews: We use your contact information to invite you, by email, to write a guest review after your stay. Occasionally, we may ask (by phone or through social media) you to review the service you have received from us before you have actually used the product or service you have obtained through us and we may even ask your opinion during your stay. This can help other travellers to choose the accommodation, tour, attraction or other service which suits them best.
    • Account administration: We offer a user account facility on our website. We use the information you give us to administer this, allowing you to manage your bookings, take advantage of special offers, make future reservations more easily and to manage your personal settings. Managing personal settings allows you to keep and share items which you have marked in your wish list and see accommodation, tours, attractions or other services that you have booked before.
    • Marketing activities: We also use your information for marketing activities, as permitted by law. For example:
        When you make a reservation with us or set up a user account, we may use your contact information to send you news of similar travel-related products and services. With your consent – if consent is required under local law – we may also send you other regular newsletters by email. You can opt out, or unsubscribe, from marketing communications at any time using the “Unsubscribe” link in each newsletter or other type of email which you are sent.
        Based on the information you share with us, individualised offers may be shown to you on the portfoliocars.com website or on third-party websites, including social media sites. These may be offers that you can book directly on the portfoliocars.com website, or third-party offers or products we think you may find interesting.
        If we believe that a particular offer may be of interest to you, we may make contact with you by phone.
    • Other communications: There may be other times when we get in touch by email, by post, by phone or by texting you, depending on the contact information you share with us. There could be a number of reasons for this:
        We may need to respond to and handle requests you have made.
        If you have not finalised a reservation online, we may email you a reminder to continue with your reservation. We believe that this additional service is useful to you because it allows you to carry on with a reservation without having to search for the accommodation again or fill in all the reservation details from scratch.
        When you use our services, we may send you a questionnaire or invite you to provide a review about your experience with portfoliocars.com.
        We may also send you other material related to your reservations, such as how to contact portfoliocars.com if you need assistance while you are away, and information that we feel might be useful to you in planning your trip or getting the best out of your stay. We may also send you material related to upcoming reservations or a summary of previous reservations you made through portfoliocars.com.
  • Fraud detection and prevention: We may use personal data for the detection and prevention of fraud and other illegal or unwanted activities.
  • Improving our services: Finally, we use personal data for analytical purposes, to improve our services, to enhance the user experience, and to improve the functionality and quality of our online travel services.

How does portfoliocars.com use social media?

We use social media to promote our packages, accommodation, tours, attractions, experience, car transfers, coach transfers, train transfers and theatre tickets. For example, we have integrated social media plugins into the portfoliocars.com website. So when you click on one of the buttons and register with your social media account, information is shared with your social media provider, and possibly presented on your social media profile to be shared with others in your network.

In addition to implementing these buttons, portfoliocars.com uses social media by maintaining accounts and offering apps on several social media sites. These social media services may allow you to share information with portfoliocars.com. When you register with a social media app, you should be told which information will be shared with portfoliocars.com. The information you choose to share with us may include the basic information that’s available in your social media profile, email address, status updates and your list of friends. This information is necessary to create a unique user experience either in the app itself or on our websites. It facilitates such things as personalising our website to suit your needs, connecting you with your friends, on travel destinations and analysing and enhancing our travel-related services.

We may also enable you to sign in to portfoliocars.com services with your social media accounts. Your social media provider will be able to tell you more about how they use and process your data in such cases.

What data do we collect and how do we use and share your data with third parties?

In certain circumstances, we may share the personal data we collect from you with third parties.

  • The accommodation you booked: In order to complete your reservation, we need to transfer relevant reservation details to the accommodation you have booked. This may include information such as your name, your contact details, your payment details, the names of guests travelling with you and any preferences you specified when making a booking. This information may also be used by portfoliocars.com or the accommodation providers to give you personalised offers related to the reservation. If you have a query about your reservation, we may contact the accommodation provider and ask them to handle your request.
  • The tour, attraction or experience you booked: In order to complete your reservation, we need to transfer relevant reservation details to the tour or attraction you have booked. This may include information such as your name, your contact details, your payment details, the names of guests travelling with you and any preferences you specified when making a booking. This information may also be used by portfoliocars.com or the accommodation providers to give you personalised offers related to the reservation. If you have a query about your reservation, we may contact the service provider and ask them to handle your request.
  • The car transfer you booked: In order to complete your reservation, we need to transfer relevant reservation details to the car transfer company you have booked with. This may include information such as your name, your contact details, your payment details, the names of guests travelling with you and any preferences you specified when making a booking. This information may also be used by portfoliocars.com or the accommodation providers to give you personalised offers related to the reservation. If you have a query about your reservation, we may contact the service provider and ask them to handle your request.
  • The theatre ticket/s you booked: In order to complete your reservation, we need to transfer relevant reservation details to the theatre company you have booked with or to a third party affiliate website which can make the booking. This may include information such as your name, your contact details, your payment details, the names of guests travelling with you and any preferences you specified when making a booking. This information may also be used by portfoliocars.com or the accommodation providers to give you personalised offers related to the reservation. If you have a query about your reservation, we may contact the theatre and ask them to handle your request.
  • Third-party service providers: We may use service providers (such as “data processors”) to process your personal data strictly on our behalf. This processing would be for purposes such as facilitating reservation payments, sending out marketing material or for analytical support services. These processors are bound by confidentiality clauses and are not allowed to use your personal data for their own purposes or any other purpose.
  • Competent authorities: We disclose personal data to law enforcement and other governmental authorities insofar as it is required by law or is strictly necessary for the prevention, detection or prosecution of criminal acts and fraud.
  • Business partners: We work with business partners around the world to distribute or advertise packages, accommodation, tours, attractions, experience, car transfers, coach transfers, train transfers and theatre tickets and to help our business partners distribute and advertise their travel-related services. This may mean that their services are integrated into our website or they have been enabled to show a customised advertisement on our website – or we are advertising on theirs. When you make a reservation on one of our business partners’ websites, certain personal data that you give them will be forwarded to us. Certain business partners may receive your personal data from us if requested by you or to facilitate a possible reservation. When you make a reservation on a business partners’ website, please read the privacy policies on these business partners’ websites for more information.

How does portfoliocars.com make use of mobile devices?

We use a different version of our regular website which has been optimised for mobile. Our mobile website processes the personal details you give us in the same way that our website does.

How does portfoliocars.com use guest reviews and other destination-related information you share with us?

After your stay at any accommodation or after your experience one of our other products or services, you will be invited by email to submit a guest review. By completing a guest review, you are agreeing that it can be displayed as described in detail in our Terms and Conditions. This may include the relevant accommodation, product or service information page on our website; in our social media accounts and in social apps; on the website of the relevant accommodation or product or service; on our business partner’s website. Our intention is to inform other travellers about the quality and services at the accommodation you stayed in or the experience you enjoyed.

What happens if our business changes hands?
We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Data you provide will (where it is relevant to any part of our business which is transferred) be transferred to the new owner or newly controlling party, and will be subject to the terms of this Privacy Policy The new owner/controlling party will then be permitted to use that data for the purposes for which it was originally collected by us.

If any of your data is to be transferred in this manner, you will not be contacted in advance and informed of the changes.

Cookies

What is a cookie?

A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. This Privacy and Cookies Policy applies to cookies and similar technologies (hereafter together referred to as “cookies”).

Why are cookies used?

Web pages have no memory. If you are surfing from page to page within a website, you will not be recognised as the same user across pages. Cookies allow you to be recognised as the same user across the pages of a website. Cookies also allow your choices to be remembered – choices such as the language you prefer, the currency you use and your search criteria. They will also make sure you are recognised when you return to a website.

Do all cookies do the same thing?

No, there are different types of cookie and different ways of using them. Cookies can be categorised according to their function, their lifespan and according to who places them on a website.

How do we use cookies?

Our website uses the following types of cookie:

  • Technical cookies: We try to give our visitors an advanced and user-friendly website that adapts automatically to their needs and wishes. To achieve this, we use technical cookies to show you our website, to make it function correctly, to create your user account, to sign you in and to manage your bookings. These technical cookies are absolutely necessary for our website to function properly.
  • Functional cookies: We also use functional cookies to remember your preferences and to help you to use our website efficiently and effectively, for example by remembering your preferred currency and language, your searches and the accommodation you viewed earlier. These functional cookies are not strictly necessary for the functioning of our website, but they add functionality for you and enhance your experience.
  • Analytics cookies: We use these cookies to gain insight into how our visitors use the website; to find out what works and what doesn't; to optimise and improve our website and to ensure we continue to be interesting and relevant. The data we gather includes which web pages you have viewed, which referring/exit pages you have entered and left from, which platform type you have used, date and time stamp information and details such as the number of clicks you make on a given page, your mouse movements and scrolling activity, the search words you use and the text you type while using our website. We also make use of analytics cookies as part of our online advertising campaigns to learn how users interact with our website after they have been shown an online advertisement – which may include advertisements on third-party websites. However, we will not know who you are, and will only obtain anonymous data. Our business partners may also use analytics cookies to learn if their customers make use of accommodation offers integrated into their websites.
  • Commercial cookies: We use third-party cookies as well as our own to display personalised advertisements on our websites and on other websites. This is called “retargeting,” and it is based on browsing activities, such as the destinations you have been searching for, the accommodation you have viewed and the prices you have been shown. Commercial cookies may also be used by selected third parties to display their products and services through our website.

All Cookies used by and on our website are used in accordance with current UK and EU Cookie Law.

How long do portfoliocars.com cookies stay active?

The cookies we use have varying lifespans. The maximum lifespan we set on some of them is five years from your last visit to our website. You can erase all cookies from your browser any time you want to. To remove portfoliocars.com cookies from your browser, go to the following link Remove Cookies.

How can you recognise portfoliocars.com cookies?

You can find our cookies in your browser settings.

Does portfoliocars.com use third-party marketing and analytics cookies?

Yes, portfoliocars.com uses the services of trusted and recognised online advertising and marketing companies. portfoliocars.com may also use third-party providers for analytical purposes. To enable their services, these companies need to place cookies.

In order to control the collection of data for analytical purposes by Google Analytics, you may want to visit the following link: Google Analytics Opt-out Browser Add-on.

Who has access to portfoliocars.com cookie data?

Only portfoliocars.com has access to portfoliocars.com cookies. Cookies placed by third parties can be accessed by these third parties.

How can you manage your cookie preferences?

Using your browser settings in, for example, Internet Explorer, Safari, Firefox or Chrome, you can set which cookies to accept and which to reject. Where you find these settings depends on which browser you use. Use the “Help” function in your browser to locate the settings you need.

If you choose not to accept certain cookies, you may not be able to use some functions on our website.

You can choose to delete Cookies at any time however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

We recommend that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

Does portfoliocars.com use web beacons?

As well as using cookies, portfoliocars.com sometimes uses web beacons. A web beacon is a tiny graphic image of just one pixel that’s delivered to your computer either as part of a web page request or in an HTML email message. Either directly or through service providers, we use these pixels as part of our online advertisements either on our website or on third-party websites to learn whether a user who is being shown an online advertisement also makes a reservation; to track conversion with partner websites and to analyse the traffic patterns of users to optimise the travel-related services we bring to you.

Security

What security procedures does portfoliocars.com put in place to safeguard your personal data?

In accordance with European data protection laws, we observe reasonable procedures to prevent unauthorised access and the misuse of personal data.

We use appropriate business systems and procedures to protect and safeguard the personal data you give us. We also use security procedures and technical and physical restrictions for accessing and using the personal data on our servers. Only authorised personnel are permitted to access personal data in the course of their work.

Your credit card details – when they are needed as part of the reservation process – are not stored by us, nor do we share customer financial details with any 3rd parties.

Children

The services offered by portfoliocars.com are not directed at children under 18 years old. The use of any of our services is only allowed with the valid consent of a parent or a guardian. If we receive information from a child under 18 years old, we reserve the right to delete it.

Direct communications:

We offer direct communication facilities to guests. For more information, read, “How does portfoliocars.com process direct communications between you and your booked accommodation?”

In cases of reservation related disputes, we may provide the packages, accommodation, tours, attractions, experience, car transfers, coach transfers, train transfers and theatre ticket, upon request, with information about the reservation process. For example, a copy of your reservation confirmation as proof that a reservation was made.

Contact

How can you control the personal data you have given to portfoliocars.com?

You always have the right to review the personal information we keep about you. You can request an overview of your personal data by emailing us at accounts@portfoliocars.com. Please write ‘Request personal information' in the subject line of your email and include a certified copy of your passport to help us prevent unauthorised individuals from accessing your personal data.

If the personal information we have for you is incorrect, we will update it at your request. You can also ask us to remove your personal data from our customer database by sending an email to accounts@portfoliocars.com with ‘Request for removal of personal information' in the subject line. However, we may need to retain certain information, for example for legal or administrative purposes, such as record keeping or to detect fraudulent activities.

You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

Last updated, August 2017

Back to top