Your reservation request: the fields, the three recipients, the deletion date

1 Everything the form gathers for one ride

The form asks for what a car company needs to price and run one ride, and stops there. You type every item yourself. As you type the street address, the site reads it as a point on the valley grid and picks the nearest listed corner, so the office can see at a glance which company serves you; both readings go along with the request. The fields are:

• your name, phone number and email address
• the street address in Salt Lake County, with its grid point and nearest listed corner
• whether the ride goes to the terminal or from it, the ride date, the flight time and your flight number
• car size, how many people ride and how many checked bags
• a note in your own words, for child seats, a ramp or anything else

2 Which parties see a request

A request reaches three parties and stops there. The form service carries the message from the site to the office's inbox, much as a postal service carries a letter. The office reads it and works out which company serves your corner. The one local car company asked for a written fare then receives what it needs to quote and run that ride: names, contact details, address, date, flight time, flight number, car size, people, bags, child seats and your note.

No other car company sees a request. Nothing you send is sold, rented or handed over for anyone's advertising, now or later. Once you say yes and pay the company for the ride, its own practices govern what it does with the details it already holds; the office does not set them.

3 One ride, one purpose, no mailing list

Your details serve the ride you asked about. The office uses them to ask the company for a fare, to send that fare to you, to pass your yes back, and to carry any change or flight update between you and the company. They are not added to a mailing list, not used to send offers, and not combined with information from other sources.

4 Eighteen months from the ride date

The office keeps a request, and the messages around it, for 18 months after the ride date written on it. That span lets us answer a question about a fare, a pickup or a refund that surfaces long after the ride. When the 18 months run out, the request is deleted from the office's records. A request that never turned into a ride is deleted on the same schedule, counted from the date it named.

5 Records kept by the host and the form service

When a page loads or a form is sent, the company that hosts the site and the service that delivers the form keep short technical records: the IP address the request came from, the browser and device type, and the time. Those records exist to deliver pages and messages and to block abuse, and they are not used to build a profile of you or matched with your request by the office.

6 Ticking the box for calls and texts

The form carries a box for calls and texts, and it records the time you send the form with that box ticked. With that box ticked, the office or the company may call or text you about the request; without it, replies come by email, and on the day of the ride the company's driver may call the number on the request about the pickup itself. Texts concern the ride you asked about and nothing else.

Reply STOP to any text and the texts end. You can also ask the office not to call you again, by phone, by email or in a note on the form, and a do-not-call request is honored within ten business days. Stopping calls and texts leaves a ride in place: the company's written confirmation and its terms stay as they were.

7 A grid corner kept in your browser

After you type an address, the site can offer to keep its grid point in your browser's own storage, so the form can suggest it next time. It keeps it only when you choose yes. The stored value is two grid numbers, such as 2100 S / 1100 E, with no name, phone number or email, and it stays in your browser except as part of a request you choose to send.

Choosing no removes it, and so does clearing this site's data in your browser. If your browser sends a Do Not Track signal or the GPC privacy signal, the site reads either one as a no: the offer never appears, and nothing is stored or read back.

8 No advertising or analytics cookies

Today the site sets no advertising cookies and no analytics cookies. If the office ever adds a way to measure visits that arrive from an ad, this page will say so first, naming what is measured and how to refuse it, before any measuring begins. The site may later use measurement tags from advertising platforms to count visits that arrive from an ad; when such tags run, they are listed here with a way to refuse them.

9 Getting a copy or erasing your request

Write to privacy-requests@travelsbytracie.com to ask for a copy of what the office holds about you, or to have it deleted before the 18 months run out. Send the message from the email address on your request, or give us the ride date and phone number, so we can find the right record and know it belongs to you. A copy comes back as plain text in a reply. For a deletion, we also pass the request on to the car company that received your details, and we tell you in writing once our part is done.

10 Disclosure under law, and how records are guarded

The office gives out details from a request only to the parties named above, or when a subpoena, court order or other legal process requires it, and then only what that process covers. Requests sit in an email account with two-step sign-in, and only the people who answer the office phone can open it. No way of storing or sending data is perfectly safe, and if a breach ever touched your details, the office would tell you in writing as Utah law requires.

11 Details sent in by children

The form is meant for adults arranging a ride. It asks how many child seats a ride needs and which kind, rear-facing, forward-facing or booster, and never asks for a child's name or age. If you believe a child has sent us details, write to privacy-requests@travelsbytracie.com and we delete them.

12 Revisions to the privacy wording

If the office changes what it collects or who receives it, the new wording appears on this page before the change takes effect. A change that widens use applies only to details sent after it is posted; requests already sent stay under the policy that stood when you sent them. Questions about any part of this policy go to privacy-requests@travelsbytracie.com.