Last updated 2026-09-19
What we collect
For a reservation: the passenger's name, contact details, pickup and destination addresses, flight, tail-number or event details, vehicle and service preferences, and payment details processed by our payment provider. For a profile or an account: the traveller and booker details, standing instructions, policy rules, cost centres and invoicing details the account holder gives us, and any security requirement recorded on a profile. For an event, visit or programme: the brief, the guest or delegation list and the programme the client sends. From the website: analytics and chat data described under cookies.
Why we collect it
To fulfil the reservation: to assign a chauffeur, to track the flight or aircraft, to reach the passenger on the day, to issue the receipt. To operate an account: to apply profiles, to enforce policy, to invoice, to keep the duty-of-care record a client requires. To plan a programme: to build the car list and the briefing. To improve the service: feedback and correspondence are read by the coordinator. We do not sell data and we do not use it for marketing to passengers who have not asked for it.
Who sees it
Dispatch; the coordinator for the account or programme; and the chauffeur assigned to a journey, who sees the passenger's name, pickup, destination and standing instructions for that journey only, on a device that is not the chauffeur's own for programme work. Affiliate operators fulfilling reservations are bound by the network's confidentiality terms and by the RideRutz.com standard. Our payment provider and, where the travel desk is used, BookingWorldwide.net see what they need under their own policies. Chauffeurs sign a confidentiality undertaking that survives their engagement with us. Information is disclosed to authorities only where the law requires.
Sensitive programmes
Files for talent, official visits and security assignments are held by the coordinator and the desk only, shared journey by journey, and routes and schedules held by a chauffeur are destroyed after the assignment. Clients who require a code-named file, a withheld identity or additional agreements should say so in the brief.
Cookies and analytics
The site uses analytics to understand how pages are used and may use a chat widget so that dispatch can answer questions on the page; both set cookies where enabled. The reservation engine is provided by our booking-platform partner, BlaakLine.com, and sets the cookies it needs to hold a reservation in progress under its own policy. The travel desk's search panel opens BookingWorldwide.net, which applies its own policy.
How long we keep it
Reservation and journey records for seven years for accounting and duty-of-care purposes; profiles and accounts for as long as the account is open and for one year after; programme files for three years or, on request, destroyed after the programme; correspondence for three years. Card numbers never reach our systems; the payment provider holds them under its own security standard.
Your rights
You may ask what we hold about you, ask us to correct it, ask us to delete it where we are not required to keep it, and object to its use. Send the request through the contact page; a coordinator answers within thirty days. This policy is governed by the law of Ontario, Canada, and by the privacy law of the jurisdiction in which a passenger resides where it grants greater rights.