Privacy notice
How we collect, use and protect the information you send us when you request a funding assessment for a school trip.
Who we are
16 Seater Travel Ltd is the data controller for the information described in this notice.
- Registered in England & Wales, company number 12878896
- Registered office: Three Tuns, High Street, Steyning, West Sussex, BN44 3GG
- Email: bookings@16seatertravel.co.uk
- Telephone: 01273 569078
What we collect
We only collect what you choose to submit through the funding assessment form, or what you send us by email or tell us by phone.
| Category | What it includes |
|---|---|
| School details | School name, DfE/URN number (optional), school type, and an approximate Free School Meals band. |
| Your contact details | Your name, your role at the school, your school email address, and a direct phone number if you choose to give one. |
| Trip details | Destination, year group(s), number of pupils and staff, approximate date, visit length, and where you are in your school's approval process. |
| Accessibility and support needs | Indicators you tick relating to wheelchair access, SENCO or 1:1 support travelling, medical considerations, autism and sensory-aware transport, and EAL considerations, plus anything you add in the free-text box. |
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Preparing and sending your written funding assessment, and any costed quote that follows. | Legitimate interests: responding to a business enquiry you have made of us. |
| Checking your school's eligibility against grant scheme thresholds (FSM, Pupil Premium, SEND). | Legitimate interests: you have asked us to carry out this check. |
| Planning accessible transport, where you have told us about access or medical requirements. | Consent (UK GDPR Article 9(2)(a)) for any health-related information, given by ticking the consent box on the form. You may withdraw it at any time. |
| Submitting grant applications on your behalf, where you have specifically authorised us to. | Contract, or consent where health-related information forms part of the application. |
| Keeping records of quotes and bookings for accounting and insurance purposes. | Legal obligation and legitimate interests. |
Who we share it with
We do not sell your information, we do not share it for marketing, and we do not pass it to other transport operators for their own use. It is shared only in these circumstances:
- Formspree: our enquiry form is delivered to us by Formspree, a form-handling service. Your submission passes through and is stored on their systems, which are located in the United States, before reaching our inbox.
- Grant scheme operators: only where you have specifically authorised us to submit an application for you, and only the information that application requires.
- Partner transport operators: where your group is larger than our own fleet can carry, we share the trip details needed to run the journey. We do not share your FSM or Pupil Premium data with them.
- Our accountant and insurers, and any authority we are legally required to disclose to.
How long we keep it
- Enquiries that do not become bookings: 12 months from your last contact with us, then deleted.
- Bookings: 7 years from the end of the relevant financial year, to meet HMRC and insurance requirements.
- Accessibility and health-related information: deleted once the trip has taken place, or once the enquiry is closed if no trip goes ahead.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything inaccurate;
- ask us to delete it, or to restrict how we use it;
- object to our using it on the basis of legitimate interests;
- withdraw your consent at any time, where we rely on consent;
- ask us to transfer it to you or another provider.
To exercise any of these, email bookings@16seatertravel.co.uk. We will respond within one month.
Cookies and tracking
This site sets no cookies and runs no analytics, advertising or tracking scripts. Fonts are loaded from Google Fonts, which will receive your IP address as part of that request.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, by calling 0303 123 1113, or by writing to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Changes to this notice
If we change how we handle your information we will update this page and change the date at the top. This notice was last updated on 20 September 2026.
Questions about your school's data?
If your school's data protection lead needs anything for their own records (a processing agreement, confirmation of retention periods, or details of our sub-processors), email bookings@16seatertravel.co.uk and we will provide it.