Data Retention Policy
Effective Date: November 8, 2026
This Data Retention Policy explains how long Ready To Roll Transportation, Inc. (“Ready To Roll,” “we,” or “us”) keeps the personal information we collect and what happens to it afterward. It supplements our Privacy Policy, which describes what we collect and how we use it.
1. Our Approach
We keep personal information only for as long as we need it to provide our services, run our business, and meet legal, tax, insurance, and regulatory obligations.
When a retention period ends, we delete the information or de-identify it so it can no longer be linked to you.
Where a law, regulator, or court requires us to keep information longer (for example, for an audit, claim, investigation, or litigation hold), we keep it until that requirement ends.
2. Retention Schedule
The periods below are the maximum we normally keep each category of information. Periods that run “after the account closes” start when the account is closed or, for inactive accounts, after 3 years without a booking or sign-in.
| Information | How long we keep it | Why |
|---|---|---|
| Account and profile details (name, email, phone, company, login) | While the account is open, plus 3 years after it closes | Providing the service, handling follow-up questions and claims |
| Corporate account records (billing profiles, authorized contacts, signed applications) | While the account is open, plus 7 years after it closes | Contract, credit, and accounting records |
| Reservations and trip records (passengers, addresses, times, flight details, vehicle and chauffeur) | 7 years after the trip | Tax, insurance, and transportation regulatory requirements; resolving disputes |
| Invoices, receipts, and payment transaction history | 7 years after the transaction | Tax and accounting law |
| Stored payment cards | Until you remove the card, the account closes, or the card has not been used for 2 years. Full card numbers are held by our payment and dispatch providers, not on our website servers. | Charging for rides and guaranteeing reservations |
| Quote requests that did not lead to a booking | 2 years | Following up and honoring quotes |
| Contact-form messages, emails, and support correspondence | 3 years after the last message | Customer service and record-keeping |
| Incident, accident, complaint, and lost-property reports | 7 years, or longer if a claim or legal matter is open | Insurance, safety, and legal claims |
| Marketing preferences and unsubscribe records | Until you opt out; we keep the opt-out record indefinitely so we can honor it | Respecting your choices |
| Website analytics data | Up to 26 months | Understanding and improving the website |
| Server, security, and access logs | Up to 12 months | Security monitoring, fraud and bot prevention, troubleshooting |
| Privacy requests and our responses | 2 years | Showing that we handled requests as the law requires |
3. Backups
Our systems keep encrypted backups for disaster recovery. Deleted information may remain in these backups for up to 90 days until they are overwritten. We do not restore deleted personal information from backups except to recover from a system failure, and if we do, we delete it again.
4. Service Providers
Companies that process information for us, such as our hosting, dispatch, payment, email, and analytics providers, are required to keep it no longer than needed to provide their services to us, or as their own legal obligations require.
5. Requesting Deletion
You can ask us to delete your personal information before the end of its retention period by emailing support@readytoroll.com or calling +1 (800) 666-7689. We will verify your identity and then delete or de-identify your information, except where we must keep it, for example:
Records we are required to keep by tax, accounting, or transportation law.
Information needed for an open reservation, an unpaid balance, or an active claim, dispute, or investigation.
Records needed to prevent fraud or to honor your opt-out choices.
Where we keep information for one of these reasons, we limit its use to that purpose. If your trips were booked under a corporate account, some requests may need to go through that account’s administrator.
6. Changes to This Policy
We may update this policy as our services or legal obligations change. We will post the updated version on this page and change the effective date at the top.
7. Contact Us
Questions about this policy can be sent to Ready To Roll Transportation, Inc. at support@readytoroll.com or +1 (800) 666-7689.