TRANSPORTATION TERMS AND CONDITIONS WITH DATA / SMS PRIVACY POLICY FOR WILLIAMS TAXI AND SHUTTLE
1. RESERVATION POLICY
a. ALL RESERVATIONS ARE 100% NON-REFUNDABLE. Emails, SMS/texts, and phone calls are recorded and kept for up to one (1) year as proof of reservation. Transportation pricing may vary based on availability, demand, and/or time of year.
b. A non-transferable credit toward a future booking (NO refunds or exchanges) may be issued for cancellations initiated by the named booking client. Credits are issued as an electronic gift card (eGift Card) to the client’s email. Each credit is valid for one future trip, unless booked as a round-trip from the same pickup and drop-off. Credits are valid for 364 days from the day before the original booking, expiring at 11:59 p.m. on the final valid date. Credits may only be used by the original booking client. If the new reservation costs more than the credit, the difference must be paid at rebooking. Williams Taxi and Shuttle may cancel or refund a reservation at any time.
2. DATA AND SMS PRIVACY POLICY
a. A valid email address and a U.S. mobile number (or WhatsApp for international clients) are required to book transportation.
b. Information Collection and Sharing: We collect only what is needed to provide service: name, email, mobile number, pickup and drop-off locations, travel dates, passenger count, vehicle choice, luggage details, and the last four (4) digits of the payment card. Full payment information is never stored. Payments are processed via Stripe (credit card), Venmo (by request), or cash for same-day trips from Williams, AZ. Stripe and Venmo maintain their own privacy policies. All collected information is retained for up to one (1) year and then permanently deleted. Collected data is never sold or shared for marketing. It may be shared only for legal or financial dispute resolution (e.g., chargebacks, fraud investigations) or to comply with law enforcement requests.
c. Use of Information: Information is used to provide quotes and confirm reservations; send SMS, WhatsApp, and email updates for reservations, driver details, changes, or cancellations; verify the Reservation Agreement Sentence confirming our 100% non-refundable policy; and maintain required records for up to one (1) year.
3. BOOKING A RESERVATION (CLIENT AND/OR TRAVEL AGENT)
a. Client Consent (Online & Phone): Online bookings require checking a box agreeing to these terms before payment and confirming our 100% non-refundable policy via reply email immediately after payment. For phone bookings on a recorded line, our agent will state the 100% non-refundable policy before accepting payment, and you must return the Reservation Agreement Sentence to confirm.
b. Travel Agent Bookings: Travel agents must call 928-635-1111 to book. Any agent-made online booking will be placed on hold until the agent and/or client can be contacted. If no contact is made, the reservation will be canceled and the booking email notified. If payment was made at booking, a full refund will be issued.
c. Credit Card Payments and Accepted Methods: All payments are processed in U.S. Dollars (USD). International clients are charged an additional percentage to cover country-specific processing costs billed to us. Payments are accepted via Stripe (credit card), Venmo (by request), or cash for same-day trips originating in Williams, AZ. Payment is accepted only after agreement to these terms. We do not accept card details by email or text. Card payments by phone are accepted; however, we prefer to send a secure credit card invoice instead.
4. PROOF OF TRANSPORTATION SERVICE PROVIDED
a. Williams Taxi and Shuttle reserves the right to refuse service to any passenger. Vehicles are equipped with cameras and/or audio recording equipment for safety, security, and proof of service, where permitted by law.
b. Recordings, time-stamped photos, trip notes, and communications (calls, texts, emails) may be used to verify pickup, route, wait times, drop-off, and compliance with these terms. These records are retained for up to one (1) year and then permanently deleted.
c. Clients agree we may share relevant photos, videos, and recorded phone conversations with merchant services, financial institutions, or law enforcement, or as required by law, for chargeback/fraud investigations and safety incidents, as proof of transportation service provided.
d. Passengers may not disable, obstruct, or tamper with recording equipment.
5. PASSENGER AND DRIVER DELAYS
a. A 20 minute grace period applies from the scheduled pickup time. Afterward, as availability allows, wait time incurs a $30 fee plus $1 per minute beyond 20 minutes.
b. Delays over one (1) hour may require rebooking at the client’s expense. Clients must notify us as soon as they become aware of any delay before pickup. Failure to provide courtesy notice will result in cancellation without credit or refund.
c. Williams Taxi and Shuttle is not responsible for delays caused by external factors, including weather, airline or train delays, road conditions, accidents, or acts of God.
6. CHANGES TO RESERVATION
a. Any change to a reservation incurs a fee of 30% of the total or a $40 minimum, whichever is higher. The fee must be paid before any change is confirmed. Approval depends on timing, availability, and safety obligations to other clients.
b. Change requests sent by text, email, or voicemail are considered requests to modify the reservation. An invoice will be issued. Failure to pay within 72 hours, or before the adjusted pickup time whichever is sooner, will result in cancellation.
7. LUGGAGE POLICY
a. Each passenger may bring one piece of luggage up to 50 pounds and one small carry-on up to 20 pounds at no charge. Any additional items must be declared at booking and approved in advance. Drivers determine whether extra items can be safely stowed.
b. Undeclared luggage is subject to a penalty of $80 per item, payable before departure. Failure to pay will result in denial of service without credit or refund.
c. We do not transport odd shaped items that cannot be safely stowed or that exceed 50 pounds, nor motorized or non-motorized scooters, bicycles, boats, live or dead animals, fish, plants, reptiles, or hazardous materials. Scooters and bicycles may be accepted only if complete dimensions and weight are provided at least 72 hours in advance and a special transportation fee is paid at booking.
d. For insurance reasons, passengers may not load or unload luggage. Clients who choose to do so assume full liability.
8. OFFICIAL COMMUNICATION POLICY
a. Official reservation communications are sent by email from the address on your reservation confirmation and by SMS or WhatsApp from our company numbers. We do not use other email addresses or social messaging accounts for reservation matters.
b. Delivery depends on carrier, device, and coverage. Message and data rates may apply. Text STOP to opt out and HELP for assistance. Our sending numbers may change due to carrier restrictions; notices will continue by email. The mobile number you provide must be active and in your possession at time of travel.
c. Clients are responsible for monitoring email and SMS or WhatsApp for updates, driver details, and changes.
d. Reply “received” within 15 minutes to all emails from Williams Taxi and Shuttle, adding any needed information.
This policy applies to Williams Taxi and Shuttle, Anywhere Taxi and Shuttle, and Flagstaff Taxi, operating as one entity.
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