1. Introduction
2. Information We Collect
We collect personal information in the following ways:
a. Information You Provide
When you make a reservation or contact us, we may collect:
- Full name, email address, and phone number.
- Pickup and drop-off locations, travel dates, and flight details.
- Payment information (processed securely via our payment partner, Stripe).
- Company name and billing address (for corporate accounts).
- Optional preferences or notes (e.g., child seats, special instructions).
b. Information You Provide
When you visit our website, we automatically collect limited technical data through cookies and analytics tools, including:
- Browser type, operating system, and device used.
- IP address and approximate geographic location.
- Pages visited and time spent on the site.
- Referring websites or campaigns (e.g., from ads).
This helps us improve website performance, user experience, and security.
c. Third-Party Data Sources
If you book through partner sites or integrations (e.g., Moovs booking widget, Google Maps API), certain information such as estimated distance or travel time may be retrieved to calculate your fare. These partners operate under their own privacy policies.
3. How We Use Your Information
We use your personal information to:
- Process and confirm your booking or quote request.
- Communicate trip details, driver assignments, and updates.
- Track flights and adjust airport pickups automatically.
- Process payments and issue receipts.
- Provide customer support and respond to inquiries.
- Improve our website, service quality, and marketing efforts.
- Comply with legal, tax, and regulatory requirements.
4. Data Storage and Security
Your data is stored securely on encrypted servers located in Canada and/or through trusted service providers such as Stripe, Google Workspace, and Moovs.
We implement technical and administrative safeguards to prevent unauthorized access, loss, or misuse of data. Only authorized Polaris Reserve personnel and trusted service providers can access your data, and solely for business purposes.
5. Cookies and Analytics
Our website uses cookies and tracking technologies (such as Google Analytics) to:
- Understand how visitors interact with our pages.
- Measure ad performance and optimize marketing campaigns.
- Maintain website functionality (e.g., booking forms and session management).
You can disable cookies through your browser settings, but this may affect site functionality.
6. Third-Party Services
We partner with trusted vendors to deliver our services:
- Stripe for secure payment processing.
- Moovs for booking management.
- Google Maps Platform for route, fare, and ETA calculation.
- Tidio (optional) for chat support.
Each third-party provider is bound by their own privacy and security standards. We ensure they meet Canadian data-protection requirements.
7. Data Retention
We retain booking and customer information for as long as necessary to:
- Fulfill your reservation and provide follow-up service.
- Maintain records for legal, accounting, or audit purposes.
- Improve service and prevent duplicate entries.
After this period, data is securely deleted or anonymized.
8. Your Rights
You have the right to:
- Access the personal information we hold about you.
- Request correction of inaccurate or outdated data.
- Withdraw consent for marketing communications.
- Request deletion of your personal information (subject to legal obligations).
To exercise these rights, please contact us at [email protected].