Privacy Policy

01Scope and who we are

This policy applies to personal information handled by {{LEGAL_ENTITY}}, trading as Gig Harbor Party Bus & Limo Service, through this website, our booking system, our telephone and email dispatch, and our vehicles. It sits alongside our Terms & Conditions.

It covers everyone whose information reaches us: the person who books, every passenger travelling on that booking, and anyone whose details a booker gives us so that we can collect them. It does not cover the practices of any third-party website we link to, including airline, ferry, toll and traffic sites.

02Information you give us

To provide a booking we need, and you provide, some or all of the following:

• Identity and contact details. Name, telephone number, email address, and where relevant a company name.
• Journey details. Pickup and drop-off addresses, every intermediate stop, dates and times, passenger numbers and luggage counts.
• Travel details. Flight numbers, airlines, terminals, cruise line and sailing details.
• Booking preferences. Vehicle class, child seat requirements and ages, pet travel, and any request you make about the vehicle or route.
• Payment details. Handled as described in section 10.
• Correspondence. What you write to us by email or text, and what you tell dispatch by telephone.

Journey information deserves particular care and we treat it that way. A pickup address is usually a home address. A flight number and a return date together indicate when a property will be unoccupied. This information is available to the dispatchers who schedule your booking and to the chauffeur assigned to it, and it is not used for anything other than providing the service you booked.

03Information collected automatically

When you visit this website we collect standard technical information: IP address, browser type and version, device type, operating system, pages viewed, the site you arrived from and the dates and times of your visit. This is used to keep the site working, to understand which pages are useful, and to detect misuse.

Our booking system records the technical details of a booking transaction for security and fraud prevention, including the time, the device and the network address from which it was made.

Vehicles carry commercial telematics for fleet management, maintenance and safety. This records vehicle location, speed and operating data. It is tied to the vehicle rather than to you, and we do not use it to build a profile of any passenger's movements beyond the booking itself.

04Information from other people

This section matters more here than in most privacy policies, because a large share of our bookings are made by one person for another. A company books for an employee or a client. A couple books a shuttle and gives us their guests' numbers. A parent books for a group of teenagers. A family books for grandparents arriving at Sea-Tac.

Where somebody supplies us with your details, we receive your name, telephone number and the pickup or drop-off address relevant to your journey. We use it only to carry out that booking. If you would rather we did not hold it after the journey, contact us and we will remove it from anything other than the transaction record we are required to keep.

If you are the person doing the booking, you confirm to us that you are entitled to give us the other person's information for this purpose, and that you have told them we will contact them about the journey. We rely on that confirmation.

We also receive limited information from third parties who help us deliver the service: flight status from public flight-tracking sources when you give us a flight number, address and routing information from mapping providers, and confirmation of payment from our payment processor.

05How we use information

We use personal information to:

• quote, take, confirm and carry out your booking;
• allocate a vehicle and chauffeur and plan the route and timing;
• track your flight and adjust the pickup when it moves;
• contact you before and during the journey, including the messages described in section 7;
• take payment and issue receipts and invoices;
• respond to enquiries, complaints and lost property claims;
• investigate incidents, damage claims and safety concerns;
• keep the records we are required to keep for tax, insurance and our operating authority;
• maintain the security of our systems, vehicles and staff;
• understand which parts of this website are useful, in aggregate.

We may contact you about a booking you have made at any time, because that is operationally necessary. We only send marketing messages if you have asked us to, and you can stop them at any time as described in section 16.

06In-vehicle cameras

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Where a vehicle carries recording equipment, it is fitted for the safety of passengers and chauffeurs, for the investigation of collisions and incidents, and for the assessment of damage claims under section 14 of our Terms. Where interior recording operates, it is signed inside the vehicle so that passengers can see it before the journey begins.

Recordings are retained for {{CAMERA_RETENTION}} and then overwritten, unless a recording is required for an active insurance claim, damage assessment, safety investigation or legal proceeding, in which case it is preserved until that matter concludes. Access is restricted to the people who need it for those purposes. Recordings are never used for marketing, are not published, and are not shared other than as described in section 9.

You may ask whether the vehicle allocated to your booking carries recording equipment, and we will tell you before the journey.

07Text messages and calls

We use text messages and telephone calls operationally, because they are the fastest way to reach somebody standing at a kerb. On a typical booking you can expect a message confirming the reservation, a message giving the chauffeur's name and a direct number, a message when the chauffeur sets off, and on an airport arrival a message telling you the exact door and island to walk to.

By giving us a mobile number for a booking you agree to receive these operational messages about that booking. {{SMS_CONSENT}} Message and data rates may apply. Operational messages are not marketing and cannot be switched off while a booking is live, because a chauffeur needs to be able to reach you; you can ask us to use only voice calls instead.

Where a number was supplied by somebody else, see section 4. If you receive a message about a journey you did not arrange and do not want, reply STOP or call dispatch and we will remove the number.

Calls to dispatch may be recorded for training, accuracy and dispute resolution. Where a call is recorded you will be told at the start of the call.

08Cookies and website analytics

This website uses cookies and similar technologies for three purposes: to make the site and booking system work, to remember your preferences, and to measure how the site is used. Strictly necessary cookies cannot be turned off without breaking the booking process.

We use {{ANALYTICS_TOOLS}} to understand which pages people find useful and where they leave. Analytics data is aggregated and is not used to identify you personally.

Most browsers let you block or delete cookies through their settings. Blocking all cookies will prevent the booking system from working. We honour the Global Privacy Control signal where your browser sends one.

09When we share information

We share personal information only where it is necessary, and only with the following:

• The chauffeur assigned to your booking, who receives your name, contact number, addresses, timings and any relevant note such as a child seat or accessibility requirement. Chauffeurs receive what they need for the journey and nothing else.
• Service providers who operate parts of our business, including our booking platform, payment processor, telephone and messaging providers, mapping and flight-tracking services, and IT and hosting suppliers. They act on our instructions and are not permitted to use your information for their own purposes.
• Another licensed operator, in the rare case described in section 18 of our Terms where exceptional demand means your booking is fulfilled by a partner. We tell you before the date if that applies.
• Insurers, loss adjusters and legal advisers, where there has been a collision, an injury, a damage claim or a dispute.
• Law enforcement, regulators or courts, where we are legally required to do so, or where it is necessary to establish or defend legal claims or to protect somebody's safety.
• A buyer or successor, if the business is sold or reorganised, subject to this policy continuing to apply.

Our booking is powered by the RYDE platform, which processes reservation data on our behalf. Where you complete a booking through it, that platform's handling of your information applies in addition to this policy.

10Payment information

Card payments are processed by {{PAYMENT_PROCESSOR}}. We do not store full card numbers on our own systems. Where you authorise us to keep a card on file for a booking, for overtime, or for charges assessed under section 14 of our Terms, that card is held in tokenised form by the processor and we hold only a reference to it, the card type and the last four digits.

We retain invoices, receipts and transaction records for the period required by tax and accounting law.

If you ask us to remove a stored card, we will do so, subject to settling any amount outstanding on a completed booking.

11Corporate accounts

Where your employer or client holds an account with us and books your travel, the account holder is entitled to the trip records associated with their account. That means the organisation paying will see the date, the pickup and drop-off, the vehicle, the passenger name and the amount charged, and any cost code or purchase order reference applied to the invoice.

This is stated plainly because it is not always obvious to the traveller. If you are travelling on a company account and there is a reason a particular address should not appear on an invoice, tell dispatch before the journey and we will discuss what is possible.

12Accessibility information

If you tell us about a wheelchair, a walking frame, a service animal, a medical device, or any other requirement that affects which vehicle we send or how the chauffeur assists you, we record it so that the booking works. It reaches the dispatcher scheduling the journey and the chauffeur driving it.

We ask only for what we need to carry you safely and comfortably. We do not ask for a diagnosis and you should not send us medical records or documentation. This information is not used for any purpose other than providing the service, is not used for marketing, and is never sold or shared for advertising.

13Children and passengers under 18

This website and our booking system are not directed at children, and we do not knowingly collect personal information directly from anyone under 13.

We do carry passengers under 18, most commonly on prom, graduation and family bookings. As set out in section 10 of our Terms, those reservations must be made and held by a parent, guardian or other responsible adult aged 21 or over. Information about a passenger under 18, including a name, a pickup address and a mobile number, reaches us from that adult rather than from the young person.

On a booking of that kind we hold the itinerary, the passenger list and contact numbers for the duration of the booking, and the chauffeur contacts the responsible adult rather than the passengers where any question arises about the route or the arrangements. If you are a parent or guardian and want us to delete information relating to your child after the journey, contact us and we will do so, other than the transaction record.

14How long we keep information

We keep booking and customer records for {{RECORD_RETENTION}}, which allows us to handle repeat bookings, respond to queries and complaints, and meet our tax, insurance and regulatory obligations.

Financial records are kept for the period required by law. In-vehicle recordings are kept as described in section 6. Lost property is held as described in section 16 of our Terms. Website analytics data is retained in aggregate.

Where information is no longer needed for any of these purposes, it is deleted or anonymised.

15Security

We use technical and organisational measures appropriate to the size of our business to protect personal information, including encrypted connections to this website and our booking system, access controls so that staff and chauffeurs see only what their role requires, tokenised card handling through our payment processor, and confidentiality obligations for everyone who works with us.

No system is completely secure, and we cannot guarantee the security of information transmitted over the internet. If a breach occurs that affects your personal information and presents a risk to you, we will notify you and the relevant authorities as required by law.

16Your choices and rights

Whatever state you live in, and regardless of whether a particular privacy statute applies to a business of our size, we will honour the following requests:

• Access. Ask what personal information we hold about you and receive a copy.
• Correction. Ask us to correct anything inaccurate, including an address or a phone number.
• Deletion. Ask us to delete your information, subject to records we are legally required to keep and to anything needed for an active booking, claim or dispute.
• Opt out of marketing. Unsubscribe from any marketing email, reply STOP to a marketing text, or tell dispatch. Operational messages about a live booking continue, as explained in section 7.
• Object. Tell us you do not want your information used in a particular way, and we will either stop or explain why we cannot.

To make a request, email {{PRIVACY_EMAIL}} or write to {{PRIVACY_ADDRESS}}. We will respond within 45 days. We may need to verify your identity before acting, which usually means confirming details of a booking you made. You will not be charged for making a request, and we will not treat you differently for having made one.

You may use an authorised agent to make a request on your behalf, in which case we will ask for evidence of that authority.

17What we do not do

Some of the clearest things a privacy policy can say are the things that never happen. So, plainly:

• We do not sell personal information, and we do not share it for cross-context behavioural advertising.
• We do not rent, trade or supply customer lists to other companies.
• We do not use journey or address information for marketing, ours or anybody else's.
• We do not use in-vehicle recordings for anything other than safety, incident investigation and damage claims.
• We do not require you to agree to marketing in order to make a booking.
• We do not disclose where you have travelled to another passenger, another customer, or a member of your party who was not on the booking.

18Changes and how to contact us

We may update this policy as our business or the law changes. The current version is always published at this address with its effective date. Where a change materially affects how we handle your information, we will make that clear rather than quietly reissuing the page.

For any question about this policy, or to exercise any right in section 16, contact us:

• By telephone on 253-333-0265, 24 hours a day
• By email at {{PRIVACY_EMAIL}} or info@gigharborlimo.com
• By post to {{PRIVACY_ADDRESS}}

If you are not satisfied with how we have handled a privacy request, you may contact the Washington State Attorney General's Office. If you live in a state with its own privacy regulator, you may contact that authority instead.

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