Privacy Policy

01Who We Are

Luxe Car Rental is a locally owned car rental company based in Cleveland, Ohio. Our office is at:

Luxe Car Rental, LLC
2261 East 14th Street
Cleveland, OH 44115
Phone: (216) 504-1700
Email: [email protected]

For privacy-related questions, contact us using any of the methods above or jump to the Contact Us section.

02Information We Collect

We only collect what we need to rent you a car and run our business. Here's what that looks like:

Information You Give Us Directly

• Contact details: Name, phone number, email address, and mailing address
• Identification: Driver's license number, date of birth, and a copy of your license
• Insurance information: Insurance carrier, policy number, and proof of coverage
• Payment information: Credit or debit card number, billing address, and authorization for the security deposit. Card data is processed by our payment processor — we don't store full card numbers on our own systems.
• Reservation details: Pickup and return dates, vehicle preference, and notes you share with us
• Communications: Anything you tell us by phone, email, text, or our website forms

Information We Collect Automatically

• Device & browser data: IP address, browser type, operating system, device identifiers, and language settings
• Usage data: Pages you visit on our site, time spent, links you click, and how you got here (referring website or search query)
• Cookies: Small files that store preferences and help our site function properly (see Cookies & Tracking)

Information From Third Parties

• Payment processor: Transaction confirmations and fraud-prevention checks from our payment provider
• Booking system: Reservation data from HQ Rentals, the platform that powers our online booking
• Background or driving-record verification when required for high-value rentals or per state law

03How We Use Your Information

We use your information for these purposes:

• To rent you a car: Process reservations, verify your eligibility to rent, collect payment, hold security deposits, and prepare your vehicle
• To communicate with you: Send booking confirmations, pickup reminders, return reminders, and respond to your questions
• To run our business: Maintain rental records, handle billing, manage our fleet, and meet bookkeeping and tax requirements
• To improve our service: Understand which pages are popular, fix bugs, and make our website easier to use
• To prevent fraud and protect property: Verify identities, screen for fraudulent reservations, and protect against theft or damage
• To comply with the law: Respond to court orders, subpoenas, and law enforcement requests; meet legal and regulatory obligations under Ohio and federal law
• To send marketing messages — but only if you've opted in. You can unsubscribe any time (see SMS & Email).

04When We Share Information

We don't sell your personal data. We only share information in these specific situations:

Service Providers We Work With

We share data with companies that help us operate. They're contractually required to use it only for the services they provide to us:

• HQ Rental Software — our reservation and fleet management platform
• Payment processors — to charge cards and hold security deposits
• Email and SMS providers — to send booking confirmations and reminders
• Insurance and roadside-assistance partners — to handle claims if needed
• Website hosting and analytics services — to run our site and understand traffic

Legal Requirements

We may share information if required by law, including:

• Responding to subpoenas, warrants, or court orders
• Cooperating with law enforcement investigations
• Reporting accidents, traffic violations, or toll charges associated with a rental
• Defending our legal rights, property, or safety, or those of others

Business Transfers

If Luxe Car Rental is ever sold, merged, or transferred to another owner, customer information may be part of that transfer. We'll notify you if your data moves to a new operator.

05Cookies & Tracking Technologies

Our website uses cookies and similar technologies to remember your preferences, keep you signed in to the booking system, and understand how visitors use the site.

Types of Cookies We Use

• Essential cookies: Required for the website and booking system to function. These can't be disabled.
• Analytics cookies: Help us see which pages are popular and how visitors find us. We use these to improve the site.
• Functional cookies: Remember choices like your dates or preferred vehicle type during your session.

Managing Cookies

You can control cookies through your browser settings. Most browsers let you block cookies, delete cookies, or warn you before accepting them. If you block essential cookies, some parts of the booking system may not work properly.

We honor Do Not Track signals where technically feasible. We don't currently track you across other websites.

06SMS & Email Communications

Transactional Messages

When you book a rental, we'll send you booking confirmations, pickup and return reminders, and important updates about your reservation by email or text. These are required to deliver the service you booked.

Marketing Messages

We don't send marketing texts or emails unless you opt in. If you do opt in, you can:

• Stop SMS messages any time by replying STOP to any text
• Unsubscribe from emails using the link in the footer of any marketing email
• Call or email us to be removed from all marketing lists

Message rates: Standard message and data rates from your carrier may apply. Message frequency varies based on your bookings.

07How We Protect Your Data

We use reasonable physical, technical, and administrative safeguards to protect your information:

• Encrypted connections (HTTPS) across our website and booking system
• Payment data handled by PCI-DSS compliant processors — we don't store full card numbers
• Access to customer information limited to staff who need it to do their job
• Secure storage of physical documents (license copies, signed agreements)
• Regular reviews of our systems and procedures

No system is 100% secure. If we ever discover a data breach that affects you, we'll notify you as required by Ohio and federal law.

08How Long We Keep Your Data

We keep your information only as long as we need it for the purposes described in this policy, or as required by law:

• Active rentals: All data is retained for the duration of your rental and active customer relationship
• Rental records: Retained for at least 7 years for tax, accounting, and legal purposes
• Marketing data: Retained until you unsubscribe or ask us to delete it
• Website analytics: Typically retained for 26 months
• Insurance and accident-related records: Retained for the period required by applicable insurance and legal regulations

When data is no longer needed, we securely delete or anonymize it.

09Your Rights & Choices

You have the following rights regarding your personal information:

• Access: Ask for a copy of the personal information we have about you
• Correction: Request that we update or correct inaccurate information
• Deletion: Ask us to delete your information (we may need to keep records required by law)
• Opt out of marketing: Stop receiving marketing communications at any time
• Portability: Request your data in a portable format where applicable

How to Exercise Your Rights

Email us at [email protected] or call (216) 504-1700. We'll need to verify your identity before processing your request. We'll respond within 30 days, or sooner where required by law.

California, Virginia, Colorado & Other State Residents

If you live in a state with a comprehensive consumer privacy law (such as California's CCPA/CPRA, Virginia's VCDPA, or Colorado's CPA), you may have additional rights. Contact us using the methods above and we'll honor any rights that apply to you under your state's law.

10Children's Privacy

Our services aren't directed to children under 18. Our rental services require renters to be 21 or older. We don't knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, please contact us and we'll delete it.

11Third-Party Services & Links

Our website may include links to other websites or services we don't own, such as our booking system at luxe-car-rental-llc.hqrentals.app, payment processors, social media platforms, or partners' sites.

Once you click through to a third-party site, that site's privacy policy and terms apply — not ours. We encourage you to review the privacy practices of any website you visit through our links.

Third-Party Services We Use

• HQ Rental Software — booking and fleet management platform
• Stripe / payment processor — secure payment processing
• Google Analytics — anonymous traffic analytics
• Email and SMS delivery services — for booking confirmations and reminders

12Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we'll post the revised version here and update the "Last updated" date at the top of the page. If we make significant changes, we'll let you know by email or a clear notice on our website.

Continued use of our website or services after changes take effect means you accept the updated policy.

13Contact Us

Questions, concerns, or a privacy request? We're a small local team and we read every message.