1. Who We Are

Kent Patient Transport Limited (“we”, “us”, or “our”) is a non-emergency patient transport company licensed by the Care Quality Commission (CQC). We provide safe and professional patient transport services across Kent and surrounding areas.

Our website address is: www.kptl.co.uk

We are the Data Controller for any personal data that we ourselves collect and process. This Privacy Policy explains what that means in practice — and is straightforward, because our website is primarily an information site and we do not run an online booking system or store personal data internally.

2. What Data We Collect — and What We Do Not

2.1  What We Do Not Collect

We keep this simple: Our website does not have a patient registration system, online booking portal, or member login area. We do not store personal records, medical information, or health data through our website. If you visit our website and simply browse it, we do not personally collect or store information about you.

2.2 What We May Collect — Contact Enquiries Only

If you use a contact form or send us an enquiry through our website, we may receive:

• your name
• your email address
• your phone number (if you choose to include it)
• any message or information you write in the form

This information is used only to respond to your enquiry. We do not add you to any mailing lists, share your contact details, or use them for any other purpose without your explicit consent.

3. Our Website Is Built on WordPress

Our website is built using WordPress, which is a widely used website platform. There are two important things to understand about WordPress and your privacy:

3.1 WordPress May Collect Technical Data Automatically

When you visit any website built on WordPress, the WordPress software and your web hosting provider may automatically record certain technical information as a standard part of how the internet works. This can include:

• your IP address (the numerical address of your internet connection)
• your browser type and version (e.g. Chrome, Safari, Firefox)
• the pages you visit and the time and date of your visit
• the website or search engine that referred you to our site

This technical data is collected by the server that hosts our website. It is standard across almost all websites and is not something we actively monitor or use to identify individual visitors. It is used for basic website security and performance purposes.

Want to know more about how WordPress handles data? WordPress is developed by Automattic. You can read their privacy policy at: automattic.com/privacy  Our hosting provider may also process technical data. You are welcome to contact us for details of our current hosting provider if you would like to review their privacy information.

3.2 WordPress Plugins

Our website may use WordPress plugins to add features such as contact forms, security tools, or page performance improvements. Some of these plugins may collect limited technical data to function correctly.

Where a plugin processes personal data, we ensure it complies with UK GDPR. We do not use advertising, tracking, or profiling plugins.

4. Cookies

Our website may use a small number of cookies — small text files placed on your device when you visit a website. Because our website is primarily informational and does not use analytics or advertising tools, most cookies placed by WordPress are strictly necessary ones required for the website to function.

For full details of how we use cookies and your choices, please read our Cookie Policy at: www.kptl.co.uk/cookie-policy

5. How We Use Any Information We Receive

If you contact us through our website, we use your information only to:

• respond to your enquiry or question
• arrange or discuss transport services if you have requested information about them
• follow up if you have asked us to do so

We will never sell, rent, or share your contact information with third parties for marketing purposes. We do not send unsolicited emails or newsletters.

6. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for any personal data we process. For enquiries received through our website:

• we rely on Legitimate Interests — it is in both your interest and ours to respond to a message you have chosen to send us
• where relevant, we may rely on Contract — if your enquiry relates to arranging transport services

We do not process any special category (sensitive) data through our website. Any health-related information shared as part of an operational transport referral is handled under separate, purpose-specific arrangements in line with our CQC licence obligations.

7. How Long We Keep Your Data

We keep enquiry messages and contact details only for as long as needed to respond to and resolve your enquiry. We do not retain contact form data indefinitely.

Contact form enquiries: Retained for up to 12 months, then deleted Transport booking or referral records: Retained in line with healthcare records guidance (up to 8 years) where applicable — this is managed operationally, not through the website Technical server/hosting logs: Typically retained by the hosting provider for up to 30 days; we do not control this

8. Third-Party Services Linked from Our Website

Our website may contain links to external websites or services, for example Google Maps for location purposes. Once you leave our website, this Privacy Policy no longer applies.

We recommend reading the privacy policy of any third-party site or service you visit. We are not responsible for the privacy practices of other websites.

9. Your Rights Under UK GDPR

Even though we hold minimal data, you still have the following rights:

• Right of Access — ask us what personal data we hold about you
• Right to Rectification — ask us to correct any inaccurate information
• Right to Erasure — ask us to delete your data
• Right to Restrict Processing — ask us to limit how we use your data
• Right to Object — object to processing based on legitimate interests
• Right to Withdraw Consent — where consent is the basis, withdraw it at any time

To exercise any of these rights, please contact us using the details in Section 10. We will respond within one calendar month. We may need to verify your identity before acting on a request.

10. Contact Us

If you have any questions about this Privacy Policy, or if you would like to make a data rights request, please contact us:

Company: Kent Patient Transport Limited Website: www.kptl.co.uk Email: info@kentpateinttransport.co.uk Phone: 07983 944428

If you are not satisfied with how we have handled your data, or if you believe your data protection rights have been breached, you have the right to complain to the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk Helpline: 0303 123 1113 Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

11. Changes to This Policy

We may update this Privacy Policy from time to time, for example if we add new features to our website or if the law changes. The date at the top of this page shows when it was last updated.

Because our website is at an early stage, this policy will be reviewed when any new tools, forms, analytics, or third-party services are added.