Privacy Policy

1. Overview

Stellar Executive Transport Inc. ("Stellar", "we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with Alberta's Personal Information Protection Act (PIPA) and applicable Canadian federal privacy laws. It is the Privacy Policy referred to in our Customer Terms and Conditions (https://www.stellarexecutive.ca/terms). By using our website, requesting a quote, or booking our services, you consent to the collection and use of your information as described in this policy. If you drive for Stellar, our Chauffeur privacy notice (stellarexecutive.ca/privacy/chauffeurs) explains how we handle chauffeurs' information.

2. Information We Collect

To provide high-quality executive transport services, we may collect the following personal information:

• Identity & Contact Data: Full name, phone number, and email address.
• Trip & Logistics Data: Pickup and drop-off locations, travel dates, times, flight numbers, and special routing instructions.
• Financial & Billing Data: Billing address and payment token details (processed securely).
• Customer History: Booking records, communication history, and service preferences.
• Device & Sign-in Data: when you sign in to your account or the Stellar app, the internet (IP) address you connect from, the approximate city and country it indicates, your type of device, the app version and the time of each sign-in. The Stellar customer app does not use your phone's location.

If you give us personal information about another passenger, you confirm that you have that person's consent, or other lawful authority, to do so.

3. How We Use Your Information

We use the personal information we collect strictly for legitimate business operations, including to:

• Provide transportation quotes, confirm reservations, and deliver services.
• Communicate booking updates, chauffeur arrival status, and receipts.
• Process secure payments, authorized adjustments, and refunds.
• Manage cancellations, modifications, and no-show adjustments.
• Maintain safety, improve service quality, and train staff.
• Comply with legal, regulatory, or insurance obligations.
• Keep your account secure (for example, noticing a sign-in from an unexpected place), offer the payment methods available where you are (Interac e-Transfer is offered in Canada only), and understand in which cities our website and app are used.

4. Payment Processing & Financial Security

All payment transactions are handled securely through verified, PCI-compliant third-party payment gateways (such as Stripe). We do not store full credit card numbers or CVV codes on our internal servers, and they are never written on a booking form. Cards are entered only into Stripe's secure forms; we never see or store the full card number. Stripe keeps a card for us only if you agree at checkout or save it in your account, and we use it only for the purposes you agreed to:

• (1) for a booking where you ticked "Keep this card", the office charges listed in section 4.7(c) of our Customer Terms;
• (2) if you also ticked the waiting box, the automatic waiting charge in section 4.7(d), which is the only automatic charge;
• (3) if you saved it to your account, paying the bookings you choose it for.

We do not use it for anything else. We keep the card's brand, last four digits and expiry so you can recognise it, and a record of what you agreed to (the time, the exact words shown, and the website or app session) in case of a question or dispute. You can remove a saved card at any time in the Stellar app or your online account, and saved cards are removed when you delete your account. By submitting payment details, you authorize our third-party processors to handle your data securely in accordance with their respective privacy policies and our Customer Terms and Conditions.

5. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We only share your information with trusted entities necessary to complete your service:

• Chauffeurs and Dispatchers: Only the essential trip details (name, phone number, locations, and flight info) required to execute your ride safely and on time.
• Service Providers: Third-party technology vendors, hosting partners, and SMS/email notification systems that help run our business. Some of them are outside Canada (section 6).
• Legal & Regulatory Authorities: If required to do so by law, court order, or to protect the safety, rights, or property of Stellar, our drivers, or our guests.

6. Service Providers Outside Canada

Some of the service providers that help us run our business store or process personal information outside Canada, mainly in the United States. They may use it only to provide their services to us. While it is outside Canada it is subject to the laws of the country where it is held, which may allow that country's courts, law enforcement and national security authorities to access it.

• Website and booking records: our website runs on Vercel in Oregon, United States, and our booking records are stored by MongoDB Atlas on Amazon Web Services, also in Oregon. Documents and photos uploaded to the site are stored by Vercel.
• Payments: Stripe processes card payments, and holds any card left on file, in the United States and the other countries where it operates.
• Google, in the United States: address suggestions and route distances (Google Maps Platform), Sign in with Google if you choose it, and, only with your consent, visit statistics (Google Analytics), including whether a visit led to a paid booking and its amount.
• Messages and calls: our emails are sent through our email service provider, which may process them outside Canada; text messages and calls to our office number go through Twilio in the United States; and our automated assistant (section 7) sends the content of your messages to Anthropic in the United States to produce its reply.
• WhatsApp: if you choose to message us on WhatsApp, Meta processes those messages outside Canada under its own terms.
• Meta, in the United States and other countries: only with your advertising consent, measurement of our Facebook and Instagram ads (the Meta Pixel, and our report that a booking was paid, section 9).

Our Privacy Officer (section 15) can give you written information about our policies and practices for service providers outside Canada, and answer your questions about how they collect, use, disclose or store your personal information.

7. Chat, Text Messages, Calls and Our Assistant

When you contact us by website chat, text message or by calling our office number, we keep the conversation so we can serve you and train our staff: the messages, the details you give in them, and, for calls to our office number, a recording where the call announces that it may be recorded, and any voicemail you leave. We keep these records for up to 24 months, after which they are deleted or anonymised. You can ask our Privacy Officer (section 15) for a copy of a conversation or for its deletion at any time.

Part of our first reply, in chat, by text or on a call, may come from an automated assistant built on Claude, a model by Anthropic. The assistant identifies itself as an assistant and never acts as a person. It answers from our published prices and policies, can note your enquiry for our team, can give an estimate, and hands over to a member of staff when you ask or when a question is beyond it. It never asks for or takes payment details, and it cannot see, change or cancel a booking: those are done after you sign in to your account on our website, or by our staff. The content of your messages is sent to Anthropic in the United States to produce the reply; Anthropic does not use it to train its models.

Text messages and calls pass through Twilio in the United States. Texts to and from our office number are service messages about your enquiry or booking; we do not send marketing texts without your consent (section 11).

8. In-Vehicle Recording

Where a vehicle is equipped with a dash camera, in-vehicle recording or trip-tracking technology, we disclose that use separately and post a notice in the vehicle. Recordings and tracking data are used only for safety, security, incident and insurance purposes, are available only to the people who need them for those purposes, and are kept only as long as those purposes require, unless the law requires longer.

9. Cookies

We use a small number of cookies. Most are set by this website and are needed for it to work. With your permission we also use Google Analytics 4, which sets its own cookies to count visits and see which pages and routes people use. With your permission we also use the Meta Pixel, from Meta Platforms (the company behind Facebook and Instagram), to measure which of our ads lead to visits, enquiries and bookings. We do not sell your data, and we do not send Meta anything you type into our forms. The cookies we set are:

• Sign-in (payload-token): keeps you signed in to your account or partner portal. Essential. Removed when you sign out, and expires after 30 minutes of inactivity.
• Language (stellar_locale): remembers whether you are reading the site in English or French. Essential.
• Sign-in security (stellar_sso): holds a few minutes of security state while you sign in with Google. Essential, and deleted as soon as sign-in finishes.
• Referral (stellar_ref): records which partner referred you, for up to 90 days, so their reward can be paid. Set only with your permission. If you then book, we note that partner on your account for 12 months, so that their reward on your bookings in that time can be paid.
• Analytics (_ga, _ga_…): set by Google Analytics when you accept analytics. They give your browser a random identifier so that repeat visits are counted once rather than as several different people. They do not carry your name, email address or phone number, and they are not used to advertise to you. If you book with analytics allowed, we keep this identifier with your booking until it is paid, for at most 90 days. Our server then tells Google Analytics that the booking was paid, with its booking number and amount, and deletes the identifier. Google is told not to use this for advertising. Kept for up to 2 years, and removed if you withdraw consent.
• Advertising (_fbp, _fbc): set by the Meta Pixel when you accept advertising. It gives your browser a random identifier so that Meta can tell us how many people who saw our ads on Facebook or Instagram then visited our website or contacted us. It runs only on our public pages, never on payment or account pages. Meta receives the page address, your browser’s technical details and IP address, and whether you sent a quote request or contacted us. _fbc is set only when you arrive from one of our ads, and records that click. If you book with advertising allowed, we keep these identifiers with your booking until it is paid, for at most 90 days. Our server then tells Meta that the booking was paid, with its booking number and amount, whether you paid by card, by payment link or by e-Transfer, and deletes the identifiers. The Pixel itself still never runs on payment or account pages. It does not receive your name, email address, phone number, addresses or IP address from our server. Meta may link this to a Facebook or Instagram account you are signed in to, under Meta’s own privacy policy. Kept for up to 90 days, and removed if you withdraw consent.

10. Your Cookie Choices

When you first visit we ask what you are willing to accept. "Essential only" means we set nothing beyond what the site needs to work. You can also allow analytics, which lets us count visits and see which routes people look at, and referral, which records which partner sent you so that their commission can be paid. You can also allow advertising, which lets the Meta Pixel measure our Facebook and Instagram ads (section 9). You can accept any of these, or none. Your answer is kept for a year in cookies named stellar_consent and stellar_consent_at (the date you answered). You can change it at any time from the Cookie settings link at the foot of any page. Declining analytics stops the Google Analytics script from loading at all — it is not loaded and then told to stay quiet. Declining advertising stops the Meta Pixel from loading at all in the same way. Declining referral means we do not set that cookie, and we delete one left by an earlier visit. The essential cookies above are not optional: without them you cannot stay signed in, and the site cannot do what you have asked it to do. If you withdraw consent after booking, identifiers already kept with that booking are used at most once and deleted within 90 days.

11. Communications and Marketing

We send booking confirmations, receipts, service messages and other messages about your booking. They are needed to provide the service and are not marketing.

We send commercial electronic messages, such as our newsletter, only in accordance with Canada's Anti-Spam Legislation (CASL) and with your express or implied consent. Every one identifies us, gives our contact information, and includes an unsubscribe mechanism that stays valid for at least 60 days. We act on an unsubscribe request within 10 business days. You can withdraw your consent at any time using that mechanism or by contacting us (section 15).

12. Data Security

We implement robust physical, technical, and administrative safeguards designed to protect your personal information against unauthorized access, loss, theft, alteration, or misuse. Access to your personal data is strictly restricted to employees and contractors who require it to fulfill their duties.

13. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, tax, or reporting requirements. When data is no longer required, it is securely destroyed or anonymized. Google Analytics data is retained for 14 months and then deleted automatically by Google. It is processed on Google servers outside Canada. Analytics and advertising identifiers kept with a booking or quote request are deleted once the payment is reported, or after 90 days at most. Sign-in records (internet address, approximate city and country, device and time) are kept for 12 months and then deleted. Quote requests and quotes that do not become a booking are kept for 24 months after our last contact with you, then deleted; we keep only anonymous counts.

StellarMile. If you are a StellarMile member, we keep a record of when you joined (or were enrolled) and the version of the terms you accepted, and a history of the points you earn and use, with the booking each one relates to. We use it to run the programme and to answer questions about your balance. We keep it while you are a member. If you leave StellarMile or delete your account, your balance is cancelled and the points history is kept for 6 years for our accounting records, without your name or contact details.

A card kept for one booking is removed from Stripe 30 days after the trip, once nothing is owed. That is the time we need to charge any waiting or extra distance, and the time you have to question a charge. It is removed at once if the booking is cancelled with nothing owed, or when you delete your account. A card you saved to your account stays until you remove it or delete your account. The card's brand and last four digits, and the record of what you agreed to, stay with the booking record for as long as our accounting records are kept (6 years).

14. Your Rights & Access

Under Alberta PIPA, you have the right to request access to, correction of, or the deletion of the personal information we hold about you. If you wish to update your details or have your profile removed from our active databases, please contact our Privacy Officer (section 15). We will respond to your request within the timelines required by law.

15. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy, how we handle your data, or our use of service providers outside Canada, please contact our Privacy Officer: