Stellar Chauffeur: privacy notice for chauffeurs

This notice explains what personal information we collect about you as a Stellar chauffeur, through the Stellar Chauffeur app and our office, why we need it, who sees it and how long we keep it. Our Privacy Policy for customers (stellarexecutive.ca/privacy) describes how we handle passengers' information.

1. What we collect and why

• Contact and account details: your name, email, phone number and the details of your account, to run your account, contact you and pay you.
• Documents and checks: your driver's licence, the City of Calgary chauffeur and vehicle permits, insurance, vehicle registration and inspection, and the results of any background or driving-record check you provide or authorise, with their numbers and expiry dates. We need them to meet the City of Calgary's vehicle-for-hire rules and our insurer's terms, and we remind you before they expire.
• Your vehicle: make, model, colour, plate and the vehicle check photos you take, so passengers can find the right car and so we keep a record of its condition.
• Your location, only while you are on shift: from when you start your shift until you end it, the app shares your location with our office for dispatch. During a ride it is also used to show the car to your passenger and to record arrival and waiting times. It keeps working in the background, for example while you use your navigation app, and a notification shows that it is on. It stops when you end your shift. We never collect your location off shift.
• Shift photos: a selfie when you start a shift, which our office compares with your profile photo by eye to confirm who is driving (we do not use face recognition), plus the photos you take for vehicle checks and No Show records.
• Trips and work records: the rides you are given, accept and complete, status times (on my way, arrived, on board, complete), waiting and No Show records, shift start and end times, and timesheets.
• Payout details: your bank institution, transit and account numbers, to pay you. They are encrypted on our servers, only the people who run payouts can see them, and they are never stored on your phone.
• Messages: your chats with our office. If our automated assistant answers in the chat, it is labelled "AI assistant", and it is only used after you agree to it in the app (see section 4).
• Device and sign-in data: your device type, app version, push-notification token, and the time and approximate place (from your internet address) of each sign-in, to keep your account secure and send you ride alerts.

2. Who sees it

• Our office: the owner, administrators and dispatch staff, only as their work needs.
• Your passenger, only for their own booking: your first name, your profile photo (or your initials), the car's colour, make, model and plate, the boarding code, and the car's position during their ride. Your passenger can also share a trip link with family or friends; from when they are on board until the trip ends, it shows the car's approximate position, your first name, the vehicle and its plate, and nothing else. Passengers, and anyone they share the link with, never see your last name, contact details, documents, other rides, location history or payout details.
• Service providers that run our systems for us, under contracts that protect your information: Vercel (website and app hosting) and MongoDB Atlas (records), both in the United States; Google (maps in our apps and on our website, including the trip-share map; our email); Twilio (calls and texts); Apple and Google (push notifications); and, only if you use the AI chat, Anthropic (the automated assistant). Some of them store or process information outside Canada, mainly in the United States.
• Authorities, only when the law requires it, for example the City of Calgary for permit checks, our insurer after an incident, or the police with a lawful request.

We do not sell your information, and we do not use it for advertising.

3. How long we keep it

• Location: we keep only your latest position, replacing it with each new one. When waiting-time tracking is on, the route of each ride is also kept for 30 days, then deleted automatically. Arrival and waiting records stay with the trip.
• Shift selfies: 30 days, then deleted.
• Vehicle check and No Show photos: 12 months, or longer if a claim or dispute needs them.
• Documents and checks: while you drive with us, and 3 years after you stop.
• Trip, timesheet and payout records: 6 years, as tax and accounting law requires.
• Payout bank details: while you drive with us; deleted 90 days after your last payout. The record of each payment (date, amount and the last four digits of the account) is kept for 6 years with the payout records.
• Chats: 24 months.
• Sign-in records: 12 months.

4. The automated assistant

If you choose to use it, the chat's automated assistant (provided by Anthropic) receives your messages and the details of the ride you ask about, to answer you. You can always ask for a person instead. Your choice is recorded, and you can change it at any time in the app.

5. Your choices and rights

You can ask to see the personal information we hold about you, or to correct it, by writing to our Privacy Officer at info@stellarexecutive.ca. You can turn off location for the app in your phone's settings, but you cannot be on shift without it, because dispatch and passenger pickups depend on it. When you stop driving with us, we delete what we no longer need, as set out in section 3.

6. Changes

If we change this notice, we will tell you in the app and by email before the change takes effect.