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Privacy Policy

Last updated: 9 November 2026

Dan’s Wheels LLC (“Dan’s Wheels,” “we,” “us,” or “our”) operates the website at danswheels.com and provides passenger transportation brokerage services. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.

1. Information we collect

Information you provide to us:

  • Contact details: your name, phone number, and email address.
  • Booking details: pickup and drop-off locations, dates and times, passenger counts, vehicle preferences, airline, flight number and terminal where you give them, any concierge or access requests, and any notes you share when requesting a quote or booking a trip.
  • Communications: the content of messages you send us by text message, email, or our website forms.
  • Payment information: card and bank payments are taken by Stripe. Your card details go from your browser straight to Stripe and never reach our systems; we keep only the card brand, the last four digits and the expiry date, with the payment’s status and reference. A card or bank account you choose to save is held by Stripe, not by us. Payments made another way, such as a bank transfer or Zelle, are recorded by their status and reference.
  • The name and number of the person traveling, when a booking gives them. Often that is the booker, sometimes a colleague or a family member. It is kept with the trip so our staff can reach whoever is actually standing at the curb.
  • Account details. Booking offers to keep your details for next time, and that option is on unless you turn it off; booking as a guest creates nothing. An account holds your email address and, if you set one, a hashed form of your password. Many accounts never have a password and sign in with a 6-digit code emailed at the time instead. We store those codes only as a hash and only until they are used or expire. If you sign in with Google or Apple, they tell us your email address and name, and nothing else; we never see your password there.

Transportation provider information:

  • For the operators we work with, we store business contact details, quotes, insurance and licensing records, and the message history needed to source vehicles and fulfill bookings. For an operator’s drivers we keep the name, phone number and licence details needed to show a driver is qualified for a vehicle.
  • For an operator’s tax form we keep only the last four digits of the tax number; the form itself is kept as a file. To pay an operator we send their bank details to our bank, Mercury, once, and keep only the bank’s name, the account type and the last four digits. The full account and routing numbers are never stored on our systems.
  • We do not track anyone’s location. Nothing in our systems or apps records where a vehicle, a driver or a passenger is.

Our staff and the Dan’s Wheels Admin app:

  • Our staff use our console and an iPhone app, Dan’s Wheels Admin, to do their work. Staff accounts are created by Dan’s Wheels; nobody can sign up for one in the app. For each staff member we keep their name, email address, role and sign-in records, and for each phone they sign in on, its name, when it signed in and was last used, and the address Apple gives us to deliver its notifications.
  • The app shows staff the same records the console does, and nothing more: what a staff member may see is decided by their role, the same way in both. Face ID is used only on the phone, to unlock the app and to confirm money decisions. We never receive your face data; the phone only tells the app yes or no.
  • The app contains no advertising, no analytics and no tracking, and does not ask for your location or your contacts. It uses the microphone only when you record a voice note, and your photos only when you choose one to send.

2. What we do not collect

We do not hold passenger lists, and we hold no information about a child. A trip records how many people are traveling, not who they are: there is no field anywhere in our system for a passenger’s name, age, school or address, and no screen that lists the people on a vehicle. If your trip carries children, their names and details stay with you.

The exception is deliberate and narrow: a booking may name one person to meet the driver, with a number to reach them on. That is a contact for the trip, not a record of who is aboard it, and you decide whether to give it.

Where a booking asks for a child seat we record the seat, because the vehicle has to carry one. We do not record who sits in it.

3. How we use your information

  • Respond to your inquiries and provide quotes.
  • Arrange, confirm and run your transportation, including finding vehicles from the operators we work with.
  • Send booking confirmations, reminders, and service updates by text or email.
  • Process and track payments.
  • Provide customer support and keep records of our dealings with you.
  • Operate, secure, and improve our services.

4. Cookies and similar technologies

We set a cookie when you sign in: it holds your session so that the site knows it is still you between pages. It is removed when you sign out and expires on its own after 30 days if you do not. Every cookie we set is needed for the site to work:

  • Signing in: your session, and short-lived ones that protect the sign-in itself, such as a passkey or a sign-in with Google or Apple, or a second check before a sensitive change. These last minutes.
  • Remembering how you sign in (with a password or with a code), so the sign-in page opens the right way. This one lasts a year and holds nothing else.
  • For operators and drivers, a phone you have chosen to trust, so it is not asked for a code every time. This lasts 30 days.
  • The booking form and the operator application keep a short-lived cookie while you fill them in, so a reload does not lose what you typed. Those are deleted when you send the form.

When you pay by card, the payment form is Stripe’s, and Stripe may set its own cookies to prevent fraud.

We set no advertising cookies, we do not track you across other websites, and nothing on this site is shared with an advertising network.

Pages you have signed into may store small preferences in your own browser, such as which tab you had open or a message you started and did not send. That stays on your device and never reaches us.

5. Counting visits

We count visits to our own pages, and we do it ourselves rather than through an outside analytics company. Nothing about your visit is sent anywhere else, and no cookie is involved.

What we record is which of our pages was viewed, which website you came from if you followed a link, the campaign tag on that link if it had one, whether the screen was a phone, a tablet or a computer, which browser and operating system you used, and how long the page was actually in front of you. We do not keep your IP address. In its place we keep a scrambled version of it that cannot be turned back into an address, which is enough to count several pages read in one sitting as one visit and tells us nothing else about you. It changes every day, so it cannot follow you from one week to the next.

We do not keep the long description your browser sends about itself. It is read once, to work out the browser and the system, and then thrown away rather than stored.

When you are signed in, the pages you view are recorded with your account, so we can see how customers use their account. Opening a price, invoice or trip link we sent you is recorded too, so we know it reached you.

We also record the time zone your device is set to (for example, US Eastern time). We use it to see roughly which parts of the country our pages reach. It is the clock on your device and not your location: we do not look your location up, we do not ask for it, and we do not use anything that would tell us a town or an address.

Our emails may also tell our email provider, Resend, when they are opened, through a small image in the email that loads when you open it. For an invoice we email you, we record when it was first and last opened and how many times, so we know it reached you.

Those records of pages viewed are deleted a whole calendar month at a time, once every one of them is more than 90 days old, so a record from the start of a month is kept for up to a month longer than that. What we keep after that is monthly totals, such as how many people read a page in October, which have no person in them at all.

6. Messages: WhatsApp, text and email

We talk with customers by WhatsApp, text message and email about their bookings. When you message us or we message you, your phone number or email address and what is said are kept in our staff inbox, so whoever picks up your question can see what was already said. It is seen only by our staff, and a conversation with one of us in their own mailbox is seen only by that person and anyone they choose to share their mailbox with.

Messaging us on WhatsApp first means we may reply there, and may send you booking updates there later. Photos, voice notes and files you send us on WhatsApp are kept for 30 days and then deleted; please do not send us lists of passengers’ names, which we do not need and do not keep. The words of a conversation are kept with your record, so a later question can be answered with what was said before; ask us and we will delete them.

You can opt out of further messages at any time by replying STOP to a WhatsApp message or a text, or by telling us you no longer wish to be contacted. Standard message and data rates may apply.

7. How we share information

We do not sell your personal information. We share it only in these situations:

Service providers who help us operate, under contract:

  • Railway: application hosting and database hosting.
  • Stripe: card and bank payments, and the cards or bank accounts you choose to save.
  • Mercury: our bank, which pays operators and through which customer bank transfers reach us.
  • Plaid: reads our own business bank account into our books. It is not used for your accounts.
  • Google and Apple: signing in with their accounts, if you choose to.
  • Apple: delivering notifications to our staff’s iPhone app, and the web push services of our staff’s browsers for notifications there.
  • Resend: email delivery.
  • Telnyx: delivery of WhatsApp messages and text messages.
  • Meta (WhatsApp): WhatsApp itself, for conversations held there.
  • Google Workspace: our own email.
  • Google: address lookup and route distances for the trips you enter.
  • Cloudflare: storage of operator compliance documents, files sent to us in conversations, and backups of our database.
  • Google Fonts: the payment form and some of our emails load our typeface from Google, which then sees your device’s address as any website would.
  • Anthropic: AI that helps our staff read your messages into trip details, draft and word our replies, translate messages, choose the best transcript of a voice note, and look up records. It also reads the papers operators send us, such as insurance certificates, operating authority, driver’s licenses and vehicle records, so our staff can check them; a tax form (W-9) or a driver background check is never sent to it. Where we switch them on, it also helps with our own books: suggesting which record an unclear bank line belongs to, reading receipts, bills and other finance documents, suggesting expense categories, explaining flagged costs and month-end figures, and answering our finance questions. Our staff check what it produces before anything is booked, sent to you, or relied on.
  • The US Department of Transportation (FMCSA): an operator’s USDOT or MC number, looked up in the public carrier registry.
  • Groq: turning voice notes you send us into text, so our staff can read them.
  • Transportation providers: the limited trip details needed to source and fulfill your booking: the route, the time, the headcount, any flight details and access requirements, and the instructions our staff write for them. They do not receive your name, phone number or email address, your payment details or your other trips.
  • Legal and safety: when required by law, to enforce our agreements, or to protect the rights, property, or safety of our customers, the public, or us.

8. Data retention

Records of trips you took and money that moved (bookings, invoices, receipts and payments) are kept for 7 years, because tax law requires a business to keep them. The name and contact details on those records are kept with them for the same period.

Everything else goes sooner. Links we have sent you, and the records behind them, are deleted once they have stopped working and were sent more than 90 days ago. One-time sign-in codes are deleted 90 days after they were sent. A saved card is released the moment the trip it was saved for is paid for, and a connected bank is released the moment it is disconnected.

9. Your choices and rights

  • Access, correction, or deletion: email privacy@danswheels.com to request a copy of, a correction to, or the deletion of your personal information. If you have an account you can also change your details in your settings at any time, and remove a saved card yourself under payment methods.
    To be exact about a deletion request: a person on our team handles it, not an automatic process, and we will tell you in writing what we removed and what we kept. We can remove your login (your password and any other way of signing in), any card or bank account saved with Stripe, and the words of your conversations with us. We must keep the records of trips you took and money that moved (bookings, invoices, receipts and payments) for the 7 years tax law requires, and the name and contact details on them stay with them, because an invoice has to say who it was for. We also keep our own record of what our staff did, which names our staff rather than you.
  • Opt out of messages: reply STOP to a text message, or tell us.

Depending on where you live, you may have additional rights under applicable privacy laws. We will honor valid requests as required by law.

10. Links we send you

We send links that open a price, an invoice or a trip without signing in, so you do not need an account to deal with us. Those links expire, can be withdrawn, and only open the one thing they were made for. Treat one like a key: anyone holding it can see what it opens.

11. Data security

We use reasonable administrative and technical measures to protect your information. Passwords are stored only as a slow one-way hash, and the tokens in the links we send are stored only as a hash. Neither can be read back, by us or by anyone holding the database. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

12. Children’s privacy

Our services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information from children under 13.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the “Last updated” date above.

14. Contact us

Dan’s Wheels LLC
Email: privacy@danswheels.com
Phone: (516) 928-4520

This Privacy Policy is governed by the laws of the State of New York.

See also our terms of service and cancellation terms.