Privacy Policy

Last updated: July 14, 2026

This Privacy Policy explains how CoolRides ("we," "us") collects, uses, and shares information in connection with the CoolRides website and software platform (the "Service"). CoolRides provides management software to independent transportation companies ("Operators"); it does not provide transportation.

One thing to know first: if you are a rider or booking contact, your information in the Service (your name, contact details, and trip history) was added and is controlled by the transportation company you do business with. We process it on that Operator's behalf to run their reservations, receipts, and booking portal. For questions about that data — or to correct or delete it — contact your Operator; we'll support them in honoring your request.

1. Information we collect

Operator account data — names, emails, and login credentials of an Operator's staff, plus the Operator's business details and branding.
Business records Operators store in the Service — riders and booking contacts (names, emails, phone numbers), companies, trips (pickup/drop-off addresses, times, flight numbers), fares, receipts, drivers, and vehicles.
Payment information — card details are collected and stored by Stripe, our payment processor. CoolRides never sees or stores full card numbers; we store only references (such as card brand and last four digits) and charge status.
Usage and log data — standard technical logs (IP address, browser type, pages requested, timestamps) used for security and to operate the Service.

2. How we use information

To provide the Service: reservations, dispatch, billing, payments, receipts, and the customer booking portal.
To send transactional messages — receipt links, driver dispatch texts, and one-time login codes — by email and SMS.
To secure the Service, prevent abuse, and troubleshoot problems.
To communicate with Operators about their subscription and Service changes.

We do not sell personal information, use it for third-party advertising, or send marketing messages to riders or contacts.

3. Text messaging (SMS)

The Service sends transactional SMS on behalf of Operators, such as receipt links, driver dispatch notifications, and one-time login codes. Message frequency varies with your activity. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for assistance. Phone numbers and SMS consent are never shared with or sold to third parties for their own marketing purposes.

4. How we share information

We share information only with service providers needed to run the Service:

Stripe — payment processing (each Operator's own Stripe account).
Twilio — SMS delivery.
Resend — email delivery.
Cloud infrastructure providers — application hosting, databases, and file storage (for receipts and logos).
Sentry — error monitoring (configured not to receive personal information).

These providers process data only to provide their services to us. We may also disclose information when required by law, or to protect the rights, safety, or property of CoolRides, Operators, or others.

5. Data isolation and security

Each Operator's data is logically isolated from every other Operator's, enforced at the database layer. Data is encrypted in transit; access is authenticated and scoped so an Operator's staff see only their own workspace, and portal users see only their own linked records. No system is perfectly secure, but we design for isolation first.

6. Data retention

We retain data for as long as the relevant Operator maintains its account, since trip and receipt history is part of the Operator's business records. When an Operator closes its account, its data is deleted or irreversibly anonymized within a reasonable period, except where retention is required by law (for example, financial records).

7. Your choices and rights

Riders and contacts: to access, correct, or delete your information, contact the Operator you do business with; we support Operators in honoring these requests. You can opt out of SMS at any time by replying STOP.
Operators: you can edit or delete your business records in the Service, and request a data export or account deletion at any time.
Depending on where you live, you may have additional rights under local law (such as access or deletion rights); we honor valid requests consistent with our role as the Operators' service provider.

8. Cookies

The Service uses only the cookies and browser storage needed to keep you signed in and secure. We do not use advertising or cross-site tracking cookies.

9. Children

The Service is for business use and not directed to children under 13. We do not knowingly collect personal information from children. Trip records naming minor passengers (for example, a child booster seat on a trip) are entered and controlled by Operators as part of their business records.

10. Changes to this policy

We may update this policy from time to time. Material changes will be notified to Operators, and the "Last updated" date above will change.

11. Contact

Privacy questions: hello@getcoolrides.com. Questions about a specific ride or your data held by a transportation company: contact that company directly — their name is on your reservation or receipt.