Privacy Policy

Effective Date: 2026

Version: 1.0

 

Contact for Privacy Questions

Sarah Car Care, Inc.

1001 Exeter Hall Ave, Baltimore, MD 21218

Email: info@sarahcarcare.com

Phone: (888) 311-8340

 

This Privacy Policy applies to the Sarah Car Care website, https://www.sarahcarcare.com, its subdomains, and any related online booking or communication tools (together, the "website"). It explains what information we collect, how we use and protect it, when we share it, and the choices and rights you have.

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Definitions

Personal information means information that identifies, relates to, or could reasonably be linked to a specific person or household, such as a name, phone number, email address, pickup address, or trip history.

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Sensitive personal information includes information such as a Social Security number, driver's license or state ID number, account login credentials, precise geolocation, health or disability information, and information about a child under 13.

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Non-personal information means information that does not identify you, such as aggregated website traffic statistics.

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Our Commitment

Many of the people we transport share information about their health, disability, mobility equipment, or education plans so that we can serve them safely. We treat that information with care, collect only what we need to provide the service, and never sell it.

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Information We Collect

Information you provide

When you request a ride, contact us, apply for a job, or work with us as a partner organization, we may collect:

• Name, phone number, email address, and mailing or pickup address

• Organization name and role, if you contact us on behalf of a school, hospital, agency, or employer

• Trip details, including pickup and drop-off locations, dates, times, and recurring schedules

• Mobility and accessibility needs, such as wheelchair type, size, and weight, attendant requirements, and communication preferences

• Emergency contacts and authorized guardians or caregivers

• Insurance, Medicaid, or program eligibility information, when a trip is funded by a payor or program

• Payment or billing information, when applicable

• Messages, emails, call recordings, and other communications with our team

• Job application information, if you apply to work with us
   

Information we receive from partner organizations

When a school district, Intermediate Unit, hospital, health system, transit agency, or other partner arranges transportation for a passenger, that organization may share information with us so we can provide the trip. This may include student or patient names, addresses, schedules, and transportation-related accommodations. We use this information only to provide the contracted service and as the partner's agreement and applicable law allow.

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Information collected automatically

When you visit our website, we may automatically collect your IP address, browser type, device type, operating system, referring website, and pages viewed. We use this information to keep the website secure, understand how it is used, and improve it.

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Cookies and similar technologies

Our website uses cookies, which are small text files stored on your device. We use:

• Strictly necessary cookies, which allow the website to function and remember your privacy choices

• Performance and analytics cookies, which help us understand how visitors use the website

• Functional cookies, which remember preferences such as language

 

You can adjust your cookie preferences through our cookie banner or your browser settings. Blocking some cookies may affect how the website works.

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Analytics

We may use Google Analytics, Wix analytics, or other analytics tools to understand website traffic and improve our content. These tools may collect information such as pages visited, time on site, and general location. You can opt out of Google Analytics at https://tools.google.com/dlpage/gaoptout.

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Contact forms and chat

When you use a contact form or chat feature, we collect the information you choose to share, such as your name, email address, organization, and message. Please do not include medical details or other protected health information in website forms.

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Vehicle Technology, GPS, and AI-Assisted Safety Monitoring

Our vehicles use GPS tracking and AI-assisted cameras to support passenger and driver safety, dispatch, and accountability. Depending on the feature, these systems may process:

• Video images and, where enabled and legally permitted, audio

• GPS location, speed, and other vehicle telematics

• Pickup and drop-off times and locations

• Driver safety alerts, such as potential collisions or risky driving behavior

 

We use this information to keep passengers and drivers safe, confirm trip completion, investigate incidents, train our team, and meet contractual and regulatory requirements. We also use technology to optimize routes and to help our customer service team respond to questions.

[Confirm whether cameras record audio. Maryland and Pennsylvania generally require the consent of all parties before recording audio of a conversation, so legal counsel should review this section and any in-vehicle notices.]

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How We Use Information

We use the information we collect to:

• Schedule, dispatch, and complete trips

• Meet each passenger's accessibility, safety, and assistance needs

• Communicate with passengers, families, caregivers, and partner organizations about trips

• Bill partner organizations, payors, or passengers, as applicable

• Maintain trip records required by contracts, audits, and regulators

• Investigate incidents, complaints, and safety concerns

• Train our drivers, attendants, and customer service team

• Improve our services, website, and operations

• Recruit and hire team members

• Comply with legal obligations and protect the rights and safety of passengers, staff, and the public
   

Health Information and HIPAA

When we provide transportation on behalf of a healthcare organization or health plan, we may receive protected health information (PHI). In those cases, we handle PHI as required by the Health Insurance Portability and Accountability Act (HIPAA) and the business associate agreement or other contract with that organization. PHI is used only to provide and document the transportation service and is protected with administrative, technical, and physical safeguards.

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Student Information and FERPA

When we transport students on behalf of a school district, Intermediate Unit, or school, we may receive information from student education records, such as schedules and transportation accommodations from an IEP or 504 plan. We use this information only to provide the contracted transportation, in line with the Family Educational Rights and Privacy Act (FERPA), applicable state law, and our agreement with the school or district. Parents and eligible students should direct requests to access or correct education records to the school or district.

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How We Share Information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share information only as needed to provide our services and operate our business, including with:

• Partner organizations that arranged or funded the trip, such as schools, hospitals, health plans, and government agencies

• Authorized guardians, caregivers, and emergency contacts

• Service providers who support our operations, such as dispatch and routing software, telematics and camera providers, customer support and CRM tools, payment processors, accounting software, email and text messaging providers, cloud hosting, auditors, insurers, and legal advisors

• Government agencies and regulators, when required by contract, audit, or law

 

We require service providers to protect personal information and use it only for the services they provide to us.

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Legally required disclosures

We may disclose information if required by subpoena, court order, or other legal process; to cooperate with law enforcement or regulators; to protect the safety of passengers, staff, or the public; or to protect our legal rights.

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Business transfers

If Sarah Car Care is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction. The receiving company would be required to protect it consistent with this Privacy Policy.

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Emails, Text Messages, and Calls

We may contact you by email, phone, or text message about scheduled trips, pickup updates, service changes, and your requests.

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If you provide a mobile number and agree to receive text messages, you may receive trip-related messages from Sarah Car Care. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help. Consent to receive text messages is not a condition of receiving service. We do not sell or share mobile numbers or text messaging consent with third parties for their marketing purposes.

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You can opt out of marketing emails at any time by using the unsubscribe link in any email. We may still send you messages related to trips you have scheduled.

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Your Privacy Rights

Depending on where you live, you may have rights under state privacy laws, which may include the right to:

• Know what personal information we collect, use, and disclose

• Access a copy of your personal information

• Correct inaccurate personal information

• Delete personal information, subject to legal and contractual exceptions

• Opt out of the sale of personal information, targeted advertising, or certain profiling

• Appeal our decision on a privacy request

• Not be discriminated against for exercising your rights
   

To make a request, contact us using the information at the top of this policy. We will verify your identity before responding and will respond within the time required by law, generally within 45 days. You may use an authorized agent to submit a request on your behalf, and we may ask for proof of that authorization.

Some information is controlled by the partner organization that arranged your transportation, such as a school district or hospital. In those cases, we may refer your request to that organization.
 

Data Retention

We keep personal information only as long as needed for the purposes described in this policy, including providing service, meeting contract and audit requirements, resolving disputes, and complying with law. Government and healthcare contracts may require us to keep trip records for a set number of years.

Suggested retention schedule, to be confirmed by Sarah Car Care against its contracts and legal requirements:

• Passenger contact and trip records: Length of the service relationship, plus [X] years or as required by contract

• Health and accessibility information: As required by the applicable healthcare contract or business associate agreement

• Student transportation records: As required by the school or district agreement

• GPS and telematics data: [X] months, unless needed for an incident investigation

• Vehicle camera footage: [X] days, unless needed for an incident investigation, claim, or legal hold

• Call recordings: [X] years

• Billing and payment records: [X] years, or as required for tax and audit purposes

• Job applications: [X] years
   

How We Protect Information

We use industry-standard administrative, technical, and physical safeguards, including access controls, encryption where appropriate, and staff training, to protect personal information. Health and student information receives additional protection. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
 

Do Not Track and Global Privacy Control

Our website [confirm: does / does not] respond to browser Do Not Track signals. Where required by law, we honor recognized opt-out preference signals, such as Global Privacy Control, as a request to opt out of targeted advertising or the sale of personal information.
 

Links to Other Websites

Our website may link to websites we do not control. This Privacy Policy does not apply to those websites, and we encourage you to review their privacy policies.
 

Children's Privacy

Our website is not directed to children under 13, and we do not knowingly collect personal information online from children under 13 without verifiable parental consent. When we transport minors, their information is typically provided by a parent, guardian, school, or partner organization and is handled as described in this policy. If you believe a child has provided us with personal information through our website, please contact us and we will delete it.
 

Data Storage Location

Sarah Car Care operates in the United States, and information we collect is stored and processed in the United States.
 

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page with a new effective date. If we make material changes, we will provide additional notice, such as a notice on our website or an email.
 

Contact Us

Questions about this Privacy Policy or our privacy practices can be sent to info@sarahcarcare.com or (888) 311-8340, or mailed to Sarah Car Care, Inc., 1001 Exeter Hall Ave, Baltimore, MD 21218.