Passenger Data Agreement

Baseline terms, pending final review by a qualified solicitor before launch.

1. What this is, and why you would take it on

Hire A Bus Limited (registered in England & Wales, company number 11419973), trading as "Hire A Bus" ("we", "us", "the platform"). You can reach us at [email protected].

This is an optional addendum to the Operator Terms, which continue to apply in full. It exists so that you can be given work from business and school accounts — the accounts that record medical, SEN and accessibility notes and emergency contacts against named passengers.

Accepting it does not oblige you to quote for anything. It makes you eligible to be asked. Declining it changes nothing else about your account.

2. What your drivers are shown

On these jobs your driver is shown a named passenger's medical, SEN or accessibility note and an emergency contact number — often about a child. "Anaphylaxis — peanut. EpiPen in the red bag." That is what reaches the kerbside, and it is the reason this agreement exists.

The school writes it so that the person standing next to the child knows. It reaches your driver for their own job only, it is gone from their screen when the job is, and the school is shown which driver saw it.

• The passenger's name, reference and seat — as on any job.
• The medical, SEN or accessibility note the account recorded: the first line on the passenger list, and all of it when your driver opens that passenger or scans them aboard.
• An emergency contact number for that passenger, which your driver can press to call.
• Only for passengers on their own job, and only while that job is live.

3. What you agree to

1. Bind your drivers in writing, and brief them. Your drivers are not our staff, so our confidentiality rules do not reach them — only yours do. You agree to put every driver who could see this information under the same obligations in writing, and to brief them before they carry their first job for one of these accounts.

2. It is for the journey, and nothing else. Your driver uses it to carry that passenger safely on that job. Not for anything else, and not for another job.

3. No photographs, no copies, nothing kept. No screenshots, no writing it into a notebook, no messaging it to someone who is not on that job. Our copy disappears when the job ends — a copy your driver made would not.

4. It goes no further than the job. Not to another operator, not to a subcontractor, not to a parent, not to colleagues who are not working that journey. The exception is an emergency: telling ambulance, police or hospital staff what they need to help that passenger is expected of your driver, not a breach.

5. Subcontracted work carries the same terms. If you pass one of these jobs to another operator, you put them under these obligations in writing first, and you stay answerable for how they handle it.

6. Tell us straight away if it goes wrong. A photographed manifest, a phone left on a coach, a note passed to the wrong person. Tell us as soon as you know — the account has its own duty to report and their clock starts when ours does.

4. What we do, and what we cannot do

We bound who receives this and when: your driver, on their own job, resolved fresh every time anybody looks — so a correction the account makes in the morning is what the coach sees in the afternoon, and a passenger who is removed disappears from your driver's screen at the same moment. Every time it is shown, the account's own record names the driver who saw it.

What we cannot do is bound what a person does with something legitimately on their screen. They can read it out, photograph it, or simply remember it. Your driver is told on that screen that it is for that journey only and is not to be photographed or passed on — but a sentence on a screen is a request. Section 3 is what makes it an obligation, and only you can make it one.

• Nobody in your office sees these notes. There is no screen in this portal that shows them and they are not in your API — your driver's app is the only place they appear.
• So you cannot check this by looking. What you control is who is on your roster, who you put on the job, and how you brief them.
• You can stop at any time. Tell us and we take you out of future work for these accounts; jobs you have already accepted carry on, and what you took on for those stays.
• If we change the agreement we ask you again, and until you accept the new version you are not put forward for new work from these accounts. Jobs you have already accepted are unaffected.

5. Ending it

You can stop being eligible at any time by telling us. It takes effect on future work; jobs you have already accepted run as normal, and everything in section 3 continues to apply to what you and your drivers were shown while this was in force — including after your operator account ends.

6. Liability

This baseline document does not set out limitations of liability or indemnities for passenger data, and deliberately says so rather than implying terms that have not been settled. They will be added before this is put in front of you for signature in any market where it is relied on commercially.

7. Changes

If we change this agreement we ask you again. Until you accept the new version you are not put forward for new work from these accounts, and jobs already accepted are unaffected.

8. Governing law

These terms are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction over any dispute.

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Questions? Email [email protected]. Data about your drivers — where they were on a job, their walkaround checks, their roster entry — is governed separately and is not covered here.