Privacy Policy

Effective August 26, 2026

Wheels for Wellness Indian Head Inc. is a volunteer, non-profit organization that provides transportation to medical appointments for residents of Indian Head and the surrounding area. To arrange safe rides we need to collect some personal information, and we take the responsibility that comes with it seriously. This page explains, in plain language, what we collect, why, how it is protected, and how long we keep it.

What we collect

• Passengers: your name and contact details, pick-up address, the date, time, and destination of your appointment, mobility needs (for example a walker or wheelchair), any medical considerations we need to know about to give you a safe ride, and an emergency contact.
• Volunteer drivers: contact details, driver's licence information, and the screening records our insurer and policies require (criminal record check, driving abstract, insurance approval).
• Donations and rides: a record of each trip and any donation received, which we need for receipts, accounting, and reporting to our board.
• This website: nothing. Our website has no user accounts and uses no advertising or tracking cookies.

Why we collect it

Only to run the ride service: booking and coordinating trips, matching volunteer drivers, keeping passengers safe, issuing receipts, and reporting totals (never names) to our board. We do not sell personal information, and we do not use it for marketing.

How it is protected

• Our dispatch records are stored on servers located in Canada (Toronto), encrypted both in transit and at rest.
• Only authorized dispatchers can sign in, each with their own account protected by two-factor authentication, and the system keeps a record of access.
• Messages to volunteer drivers follow a minimum-necessary rule: a driver is told the passenger's name, pick-up town, destination city, and time. Medical details, exact addresses, and clinic names are never sent by text.
• Volunteers sign confidentiality commitments, and what they learn while driving stays confidential.

When we share it

Volunteer drivers receive only the information needed to provide your ride. Beyond that, we do not share personal information with anyone unless you ask us to or the law requires it.

How long we keep it

Ride and donation records are kept for seven years, a retention period set by our board to meet accounting and legal obligations. After that, records are de-identified so they no longer name anyone.

Text messages

If you have consented to receive text messages from us (for example, driver call-outs or ride reminders), you can withdraw that consent at any time by replying STOP.

Your choices and questions

You may ask us what information we hold about you, ask us to correct it, or raise any concern about how it is handled. We will respond promptly.