Terms and Conditions

Data Protection Policy

1. Purpose

This policy sets out how Tawithsa complies with the Data Protection Act 2018 and the UK GDPR in managing personal data of passengers, drivers, and employees.

2. Scope

This policy applies to all staff, drivers, contractors, and anyone handling personal information on behalf of Tawithsa.

3. Data Protection Principles

All personal data shall be:

1. Processed  lawfully, fairly, and transparently.
2. Collected  for specific and legitimate purposes.
3. Limited to what is necessary for the purpose.
4. Accurate and kept up to date.
5. Stored  securely and retained only as long as necessary.
6. Processed  in a way that ensures appropriate security.

4. Responsibilities Data  

Protection Officer: Director 

• Ensures      compliance with UK GDPR, oversees data requests, and reports any breaches      to the ICO if necessary.

5. Data Storage and Security

• All      data is stored in password-protected systems or encrypted cloud storage.
• Access      is limited to authorised personnel only.
• Physical      documents are locked securely when not in use.

6. Training

All staff receive basic data protection and confidentiality training at induction and annually thereafter.

7. Data Retention

Booking, driver, and complaint records are retained for at least 12 months, in line with TfL’s operator licence requirements.

8. Breach Reporting

Any suspected data breach must be reported immediately to the Director, who will assess and notify the ICO within 72 hours if required.

9. Review

This policy will be reviewed annually or sooner if there are changes in legislation or TfL requirements.

Equality Policy 

1. Policy Statement

Tawithsa is fully committed to promoting equality, diversity and inclusion in all areas of its business operations.

We aim to ensure that all customers, drivers, and employees are treated fairly and with respect, in accordance with the Equality Act 2010 and all associated legislation.

We do not tolerate discrimination, harassment, or victimisation of any kind based on age, disability, gender, marital status, pregnancy, race, religion, belief, sexual orientation, or any other protected characteristic.

2. Our Commitments

Tawithsa will:

• Provide equal access to our private hire services for all members of the public.

• Ensure that passengers with disabilities are offered reasonable assistance when booking and during their journey.

• Require all licensed drivers to accept assistance dogs (guide dogs and hearing dogs) as per legal requirements.

• Make reasonable adjustments to accommodate passengers with physical or sensory impairments.

• Ensure that no passenger or employee is treated less favourably because of a protected characteristic.

• Promote equality and respect through our training and recruitment practices.

• Investigate and address any complaints relating to discrimination promptly and fairly.

3. Responsibilities

• The Director holds overall responsibility for ensuring compliance with the Equality Act 2010 and for implementing this policy within the business.

• All staff and drivers working with Tawithsa are required to understand and adhere to the principles set out in this policy.

• Any failure to comply may lead to disciplinary or contractual action.

4. Monitoring and Review

This policy will be reviewed annually or sooner if there are changes in relevant legislation or TfL licensing requirements.

Tawithsa will monitor feedback, complaints, and service quality to ensure that equality and accessibility standards are continuously maintained.

5. Communication

This policy is available to all staff, drivers, and customers on request and will be included in our training materials and company documentation.

Passengers may request a copy of this Equality Policy via email or at our operating centre at 77 Fulham Palace Road, London, W6 8JA.

Driver Welfare Policy 

1. Policy Statement

Tawithsa is committed to promoting the safety, wellbeing, and fair treatment of all licensed drivers working under its operation.

We recognise that driver welfare directly contributes to passenger safety and the overall quality of our services.

2. Objectives

Our key objectives are:

• To ensure all drivers work in safe, healthy, and fair conditions.

• To prevent driver fatigue and stress through reasonable scheduling.

• To provide open communication channels between drivers and management.

• To encourage a culture of respect, professionalism, and mutual support.

3. Working Hours and Fatigue Management

• Drivers are encouraged not to exceed 10 hours of driving within any 24-hour period, in line with TfL’s guidance.

• Adequate rest breaks must be taken between shifts.

• Any driver showing signs of fatigue or stress will be advised to rest before continuing work.

• The company monitors booking activity to prevent excessive working hours.

4. Health, Safety and Support

• Drivers must report any health or safety concerns immediately to the Director.

• All drivers are provided with regular safety updates and briefings.

• Support is available for stress, wellbeing, or fatigue management through direct communication with management.

• Tawithsa encourages safe driving practices and compliance with all TfL and DVLA regulations.

5. Communication and Reporting

Drivers may raise welfare or safety issues at any time via email or in person:

📧info@tawithsa.co.uk

👤 Director Contact: 020 4534 8665 

All concerns will be reviewed confidentially and addressed promptly.

6. Continuous Improvement

This policy will be reviewed annually or sooner if there are changes in TfL regulations or company operations.

Feedback from drivers will be actively encouraged to improve working conditions and wellbeing measures.