1. Who we are
Westminster Chariots LLC ("we") provides prearranged chauffeured transportation in the Washington, DC, Virginia and Maryland region. This policy explains how we handle personal information when you visit our website, book or travel with us, use your customer account, or contact us.
2. Information we collect
| Category | Examples | Source |
|---|---|---|
| Identity and contact | Name, e-mail, phone number, company and role | You, or the person booking for you |
| Account and sign-in | Login details (passwords stored only as secure hashes); if you use Google sign-in, your Google account's name, e-mail address and profile picture | You; Google with your permission |
| Reservation and trip | Pickup and drop-off addresses, dates and times, stops, flight numbers, vehicle class, passenger and luggage counts, whether you are bringing a child seat, special requests and assistance notes, trip history | You; our dispatch records |
| Passenger and traveler details | Names and contact details of the people travelling | You or your organization |
| Minor travel | A minor passenger's name and age; guardian, emergency, pickup and receiving contacts; the guardian's typed signature | The parent or guardian |
| Payment | Payment status, amount, processor references, invoices, receipts and refunds. Your card details are entered into our payment processor's secure form; we never receive or store your card number | You; our payment processor |
| Communications | Messages with our team and records of the e-mails we send you | You; us |
| Accessibility | Access needs you choose to tell us about to arrange your trip | You (voluntary) |
| Acceptance records | Which version of our Terms and policies you accepted and when | Your checkout |
| Technical and security | Session and security tokens, IP address in server logs, browser type, limited records used to prevent duplicate payments and abuse | Your device |
| Website analytics and advertising measurement | Pages viewed (without anything after a "?" or "#" in the address, except campaign tags), approximate location (country, region or city), device, browser and operating system, page-load timings, and the site actions listed in section 6, including the value of a completed paid booking. If you allow analytics: Google Analytics cookie identifiers and your IP address, which Google receives to provide the service. If you also allow advertising: advertising cookie identifiers and Google Ads click identifiers. Never your name, contact details, trip addresses, reservation or booking numbers, payment details or anything you type into a form. | Your device; Vercel; Google (only with your consent) |
3. How we use it
- To provide transportation: quoting, booking, dispatch, chauffeur assignment, checking flight arrival information and trip updates.
- For safety: locating the right passenger, contacting guardians and emergency contacts, and responding to incidents.
- For payment: charging, refunding, invoicing and reconciling payments, and preventing fraud.
- For customer support and to resolve questions and disputes.
- To keep records the law requires, including transportation trip records and accounting records.
- To secure our systems and accounts.
- To understand how the website performs, where booking can be made easier and which marketing brings customers to us, and - only if you allow advertising - to show our ads to people who have visited our site and measure how our advertising performs, as described in section 6.
We do not currently send marketing e-mail. If we start, we will ask for your consent first, and you will be able to opt out at any time.
Pickup, drop-off and route information is used to perform, document and bill your trip, for safety and support, and to meet legal obligations. We do not sell location information or use it for behavioral advertising.
4. Service providers we use
We share personal information only with providers that process it for us to run the service, and with chauffeurs and dispatch staff who need it for your trip:
| Provider | Purpose |
|---|---|
| Clover (Fiserv) | Card payment processing and payment references |
| Neon | Database hosting for reservations, accounts and records, including private business documents |
| Render and Vercel | Hosting of our booking system and website; and, through Vercel Web Analytics and Speed Insights, cookie-free counting of visits and measurement of page speed (section 6) |
| Resend | Delivery of reservation, receipt and account e-mails |
| Maps and address lookup while you enter trip details, optional Google sign-in, and, only with your consent in our cookie notice, Google Analytics 4 and Google's advertising features (section 6). Google's Gmail service also hosts one of the inboxes that receive our internal staff notifications, which can include a customer's name, e-mail address and booking or payment details | |
| Our e-mail hosting provider | Hosting of our westminsterchariots.com inboxes, including messages you send us |
We may also disclose information when required by law, to respond to lawful requests, to protect safety, to establish or defend legal claims, or as part of a business transfer. We do not sell personal information for money. Only if you allow advertising cookies (section 6) do we let Google use information about your visits to our website for personalized advertising and to measure our ads; some state laws call this "sharing" or "targeted advertising". It is off unless you turn it on, and you can turn it off at any time.
5. Features not currently in use
Our system includes some features that are switched off and do not receive your information: automatic flight lookup through an external flight-data service, real-time app updates, browser push notifications, calendar sync, external image and file storage, and AI-assisted reading of our own business expense receipts. Before we switch on any feature that shares personal information with a provider not listed in section 4, we will update this policy.
7. Children and minor travel
Our website and accounts are for adults. We do not knowingly collect personal information directly from children, and we do not create accounts for minors. When a parent or guardian books a trip for a passenger under 18, the parent or guardian provides the minor's information, and we use it only to perform, document and secure that trip and to meet legal obligations. It is visible only to staff who need it and to the booking customer and guardian, and is never used for marketing or to build a profile of the minor.
8. Business accounts
Our Business Suite portal for organizations is not currently available. If we make it available, an organization's administrators and coordinators will be able to see the company travel information their role permits, travelers will not see each other's private contact details, and being listed as a traveler will not create a portal account. We will update this policy before it becomes available if it changes how we handle information.
9. How long we keep information
We keep information as long as needed for the purposes above and as the law requires. For example, Virginia requires certain trip records to be kept for three years; payment and tax records are kept for the periods our accountants advise; acceptance records are kept as long as they may be needed to show what was agreed. Information subject to a legal hold - for example because of an accident, a claim, a payment dispute or a regulatory request - is kept until the hold is released. Unpaid checkout attempts that never became a reservation are kept with our payment records while they may be needed to answer payment questions or prevent duplicate charges.
Website analytics. Google Analytics keeps event-level data for 2 months and user-level data (linked to its cookie identifiers) for up to 14 months after your last visit, then deletes it automatically; summary reports that do not identify you may be kept longer. Vercel keeps analytics data for the period provided by our Vercel plan.
10. Security
We use administrative, technical and physical safeguards, including encrypted connections, hashed passwords, role-based access and audit logging. No system is perfectly secure; if a breach affects you, we will notify you as the law requires.
11. Your choices and requests
You can update much of your information in your account. You may also ask us to give you a copy of your personal information, correct it, or delete it. To change your analytics or advertising choice, select Cookie Preferences in the footer of any page (section 6). Write to privacy@westminsterchariots.com. We will verify your identity before acting and respond within a reasonable time. We may keep information we must retain by law, for accounting, for security or under a legal hold, and we will tell you if that applies.
We offer these choices to every customer, whether or not a particular state privacy law applies to us.
12. Changes
We will post any update here with a new version number and date. If a change materially affects how we use information we already hold, we will tell you before it applies.
This version adds Google Analytics and optional advertising cookies, each of which runs only if you allow it in our cookie notice. A choice recorded under our earlier cookie notice does not count as consent to either, so we ask every visitor to make a fresh choice.
13. Contact
Privacy questions and requests: privacy@westminsterchariots.com. Everything else: info@westminsterchariots.com or (571) 426-6338.