Your information, handled with care and purpose.

We limit collection to what is necessary to operate a premium, reliable service. Depending on how you interact with vAI Rides, this includes:

Booking information

• Contact details: full name, email address, and phone number.
• Trip details: pickup and drop-off addresses, scheduled date and time, return journey details, and service type (airport transfer, corporate travel, hourly hire, or intercity).
• Journey preferences: vehicle class, passenger count, luggage quantity, flight number, and any special requests or notes.
• Fare information: estimated fare presented at time of booking.
• Guest bookings: bookings placed without an account are associated with a booking reference and the contact details provided.

Account information

• Email address and password when you create a vAI Rides account.
• Name and phone number provided during account setup.
• Booking history associated with your account.

Ratings and feedback

• After a journey is completed, you may be invited to rate your experience (1–5 stars) and optionally select feedback tags or leave a comment.
• Ratings and feedback are linked to your account and the relevant booking, and are used to monitor service quality and follow up with our concierge team where needed.

Payment information

• Payment transactions are processed securely by Stripe. Card details are entered directly on Stripe-hosted fields and are never transmitted to or stored on vAI Rides servers.
• We retain a payment reference (Stripe PaymentIntent ID) linked to your booking for reconciliation and support purposes.
• Amount paid and currency are recorded against your booking record.

Location data

• Pickup and drop-off coordinates are obtained from the addresses you enter during booking, using Google Maps services to resolve locations and calculate route distances.
• We do not track your device location in the background or outside of the booking flow.

Contact and enquiries

• Name, email, phone (optional), subject, and message when you submit a contact form.

Career applications

• Name, email, phone, LinkedIn profile, cover letter, CV, and questionnaire responses when you apply for a role.

Technical and usage data

• Standard browser and device information (browser type, operating system, referring URL) collected when you visit our website.
• Your display theme preference (light or dark) stored locally in your browser.

Information is used solely to operate and improve the services you engage with. Specifically:

• To confirm, coordinate, and dispatch your booking — including communicating your trip details to the assigned chauffeur.
• To send booking confirmation, payment receipts, and journey updates by email.
• To process payments and handle payment-related queries through Stripe.
• To generate and deliver PDF receipts and invoices for completed trips.
• To respond to contact form enquiries and support requests.
• To maintain booking history accessible through your account.
• To review trip and support records for quality assurance, including post-journey ratings and feedback.
• To process career applications and communicate with candidates.
• To improve website performance, service reliability, and the booking experience.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

To deliver our services, we work with trusted third-party providers. Each provider processes data only to the extent necessary for their specific function and is bound by applicable data protection obligations:

• vai.tech Platform — our booking and operations backend, which stores booking records, manages chauffeur dispatch, and processes payment confirmations.
• Firebase (Google) — provides secure customer authentication and account management.
• Stripe — handles all payment processing. Stripe's privacy practices are governed by the Stripe Privacy Policy.
• Google Maps — used for location search, route mapping, and distance calculation during the booking flow.
• Resend — delivers transactional emails including booking confirmations, payment receipts, and contact form responses.

We do not use your data for third-party advertising or analytics tracking beyond the operational purposes described above.

By placing a booking or submitting an enquiry, you may receive transactional emails related to your request. These include:

• Booking confirmation emails with your trip summary and payment link if applicable.
• Payment received confirmation with amount and receipt attachment.
• Booking status updates if your request requires follow-up.
• Responses to contact form enquiries.

We do not send promotional or marketing emails without your explicit consent. Transactional emails essential to your booking cannot be opted out of while a booking is active.

vAI Rides does not set cookies. All browser storage we use is first-party localStorage and sessionStorage on your own device, organised into categories so you can choose what to allow:

Necessary — always active

• Authentication session tokens — stored to keep you signed in to your account across page visits.
• Display theme preference — your chosen light or dark mode setting, stored in sessionStorage for the current browser tab.
• Session flags — a single sessionStorage entry that suppresses the intro animation after your first page load, cleared automatically when you close the browser tab.
• Fare token — a short-lived sessionStorage entry used to securely carry your fare from booking to payment. It is cleared when your session ends.

Functional — optional, on by default

• Booking references — your booking references stored locally so you can track active journeys without signing in.
• Saved locations — pickup and drop-off addresses you choose to save for faster future bookings, cached locally alongside your account record for offline resilience.
• Phone number autofill — the phone number you enter is cached locally so you don't have to retype it on your next visit or device session.

Analytics and marketing — reserved, not currently used

These categories exist in our preference controls but have no effect today: vAI Rides runs no analytics, advertising, or marketing scripts. If that ever changes, this section will be updated first and the relevant category will only activate for visitors who explicitly opt in.

The first time you visit, a notice lets you accept all categories, allow only what's necessary, or manage each category individually. You can revisit this choice at any time via the Cookie Preferences link in the website footer. Declining the functional category does not affect your ability to browse, book, or pay — it only means saved locations, booking lookups, and phone autofill won't persist across visits. You may also clear all browser storage through your browser settings; this will sign you out and reset local preferences, but never affects your actual booking records, which live on our servers.

Personal data is retained only as long as required for operational, legal, and support obligations. Booking records are retained to support dispute resolution, regulatory compliance, and quality review. Account data is retained while your account remains active.

Access to personal data is restricted to authorised personnel and systems with a legitimate operational need. Data in transit is protected by TLS encryption. Payment data is handled exclusively by Stripe and subject to PCI DSS compliance standards.

When data is no longer required, it is securely deleted or anonymised in accordance with our internal data lifecycle policy.

We share personal data only in the following circumstances:

• With the chauffeur assigned to your trip — limited to the information required to complete the journey (name, pickup location, destination, and contact number).
• With our service providers listed above, solely to fulfil their operational function.
• When required by applicable law, regulation, court order, or to protect the safety of individuals.
• In the event of a business transfer, merger, or acquisition, subject to equivalent privacy protections.

We do not disclose your personal information to unrelated third parties or for marketing or advertising purposes.

Subject to applicable law, you have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal data, subject to operational and legal retention requirements.
• Object to or request restriction of certain processing activities.
• Receive a copy of your data in a portable format where technically feasible.

Requests are handled by our support team. We aim to respond within 30 days. Account holders may also update their profile information directly within their account.

For privacy questions, data requests, or concerns, please contact us at enquiry@vairides.com. We take privacy enquiries seriously and respond to all legitimate requests.