Privacy Policy
Our Confidentiality Commitment
Discretion is part of the service. For 35+ years, executives, families and public figures have trusted us with where they go, when, and with whom. We keep it that way.
Your whereabouts stay private. Your addresses, schedules, destinations and fellow passengers are shared only with the chauffeur and team members who need them for your trip.
What's said in the car stays in the car. Our chauffeurs don't repeat conversations, share photos, or post about clients.
We never sell or trade your information.
Requests about you are verified. We confirm that anyone asking about your trip is authorized before we share anything, whoever is asking.
Your payment details are protected. Card information is held by our secure payment provider. Our staff can't see your full card number, and we never store card security codes.
Effective [date published]
Brentwood Livery Inc. ("Brentwood Livery", "we") provides chauffeured transportation across Southern Ontario. Protecting your privacy, and the privacy of everyone who travels with you, is central to how we work. This policy explains what we collect, why, and how we protect it. It follows Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's anti-spam law (CASL).
Our Commitment to Discretion
We share trip details only on a need-to-know basis. Dispatch sees the full itinerary. Your chauffeur receives only what they need for your trip.
Our chauffeurs and staff agree to confidentiality as a condition of working with us. That agreement continues after your trip and after their time with us ends.
Chauffeurs do not photograph clients, record conversations, or post about clients or trips on social media.
We confirm identity without announcing your name in public, unless you ask us to.
We verify anyone asking about your trip before sharing anything.
What We Collect
Contact details: name, phone number and email for you and, where needed, your assistant or booking contact.
Trip details: pickup and drop-off addresses, dates and times, flight numbers, passenger names and numbers, and any requests you share with us (for example, accessibility needs or preferences).
Billing details: billing contact and invoice records. Payment cards are handled by our payment provider (see "Payments").
Vehicle location: our vehicles use location systems for dispatch, safety and timing. We use this information to run your trip, not to profile you.
Website: with your permission, our website uses analytics and advertising cookies to understand how visitors use the site and to measure our ads. You can accept or reject them, and change your choice at any time with "Cookie Settings" at the bottom of every page.
We collect only what we need to provide and bill for your transportation.
Passengers under 18. For proms, graduations and family trips, we collect students' names and trip details from a parent, guardian, school or organizer. We use this information only to provide that trip.
Why We Collect It
To quote, confirm and provide your transportation, including flight tracking and timing.
To contact you or your booking contact about your trip, including changes, reminders and arrival updates. This may be by phone, email or text.
To invoice you and keep the records the law requires.
To remember your preferences (with your permission), so future trips are tailored to you.
We send marketing emails or texts only when you have agreed to receive them, or as Canada's anti-spam law otherwise allows. To stop them at any time:
use the unsubscribe link
reply STOP to a text
email privacy@brentwoodlivery.ca
call 519-741-5700
We act on unsubscribe requests within 10 business days. Messages about a trip you've booked (confirmations, updates, arrival notices) will continue while that trip is active.
When We Drive for Partner Companies
We sometimes provide chauffeured service on behalf of other transportation companies and travel partners. In those cases:
We receive only the passenger and trip details needed for that trip.
We use them only to provide that trip.
We protect them to the same standard as our own clients' information.
The booking company's privacy policy also applies to how they handle your information.
Who We Share It With
We do not sell, rent or trade your personal information. We share it only as needed to provide your service:
With your chauffeur and our dispatch team, on a need-to-know basis.
With a trusted partner operator, only when one of their vehicles is used for your trip. They are required to protect your information to our standard.
With service providers who help run our business, such as booking and customer-records systems, our quote form provider, text and email providers, and our payment provider. They may use your information only to provide their service to us and, only if you accept cookies, Google for website analytics and ad measurement.
We may also disclose information without your consent where the law allows it, and only as much as is needed:
when the law requires it, such as a valid court order or a lawful request from authorities
to protect the safety of a passenger, chauffeur or the public in an emergency
to investigate fraud or collect a debt
to respond to a legal claim
Some of our service providers may store information outside Canada, including in the United States. Information stored there may be subject to the laws of that country.
Payments
Payment cards are processed and stored by our secure, PCI-compliant payment provider. Our staff cannot see your full card number, and we never store card security codes (CVV/CVC).
Cookies
Our website uses the cookies it needs to work. With your permission, it also uses Google Analytics and Google Ads cookies to see which pages are useful and which ads bring people to us. These cookies stay off until you choose "Accept", and we don't use them to sell your information. You can change your choice at any time with "Cookie Settings" at the bottom of every page, or by clearing cookies in your browser. Google's own privacy policy covers how Google handles this information.
How We Protect It
Our records are digital and held in password-protected systems. Only approved staff can access them, each with their own login, and each sees only what their role requires. When records are no longer needed, we delete them securely.
No system is perfectly secure, but we take reasonable steps to protect your information and review our safeguards regularly. If a privacy breach ever creates a real risk of significant harm, we will notify you and the Privacy Commissioner of Canada as required by law.
How Long We Keep It
Booking and trip records (including pickup and drop-off addresses), invoices and tax records: kept as part of our business records for at least six years after the end of the tax year they relate to, as the Canada Revenue Agency requires. Access stays limited to approved staff throughout.
Other information, such as quotes that don't become bookings and vehicle location history: kept only as long as we need it for the purposes above, including safety, insurance and legal requirements. Then we securely delete or anonymize it.
Your Choices and Rights
You can ask to see the personal information we hold about you, or ask us to correct it.
You can withdraw your consent to its use, subject to legal or contractual limits.
You can ask us not to keep your preferences on file.
You can ask us to delete your information. We will delete what we can. We must keep booking, billing and tax records for the legal period above, and anything needed to resolve a dispute; that information stays restricted until then.
We will respond within 30 days.
Contact Our Privacy Officer
Brent Ferguson, Privacy Officer
Brentwood Livery Inc.
54 Kraft Drive, Waterloo, ON N2J 4G8
Email: privacy@brentwoodlivery.ca
Phone: 519-741-5700 or toll-free 877-741-5700
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
Changes to This Policy
We may update this policy from time to time. The effective date above shows when it last changed.