Privacy Policy

Ruby Travels decides how your personal information is used and is responsible for keeping it safe. You can reach us at Ruby Travels, Door No. 4-98/3, Near Ruby Cottage, 4th Block, Katipalla, Surathkal, Mangalore 575030, Karnataka, or by the phone number and email at the bottom of this page.

This policy covers this website and the bookings made through it.

When you book, you give us:

• Your name, mobile number and email address.
• Three identity documents: your Aadhaar, your Driving Licence and a current selfie. The selfie confirms that the person booking is the person holding the licence.
• Your trip details: the branch or delivery choice, dates, times and the vehicle you selected.
• A payment screenshot showing the deposit you transferred.
• Business billing details — registered name, GSTIN and billing address — but only if you ask for a GST invoice.

If you choose vehicle delivery, we also record your device location once, at the moment you tap Use GPS. We use it to work out which branch is nearest and whether delivery reaches you. We do not track your location during the hire, and we never ask for it if you are collecting from a branch.

We do not ask for or store your card details, UPI PIN or bank password. There is no payment gateway on this site.

• Identity documents — to confirm you hold a valid licence and are who you say you are. Handing a vehicle to an unverified driver is unlawful and uninsurable.
• Contact details — to confirm the booking, send your booking PDF and reach you about the vehicle.
• Payment screenshot — to check your deposit by hand, because we do not use an automatic payment gateway.
• Delivery location — to decide whether we can deliver to you and to find you on the day.
• GST details — only to raise the invoice you asked for.

Your Aadhaar, Driving Licence, selfie and payment screenshot are uploaded over an encrypted connection into private storage. They are not public files and have no shareable link.

They can be opened only by:

• an authorised Ruby Travels administrator, after signing in to the protected admin area.

They are never attached to an email, never included in your booking PDF, and never published on the website. When an administrator views a document, they see it through a link that expires shortly afterwards.

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

• Supabase — stores the booking database and the private document storage. Our data is hosted in the Mumbai region.
• Coolify— deploys and operates the self-hosted website on Ruby Travels' server.
• Resend — sends your booking emails.

These providers process data on our instructions to run the service. We may also disclose information where the law requires it, for example to the police, the RTO or an insurer after an accident.

Different information is kept for different lengths of time, because it is kept for different reasons.

Your Aadhaar, Driving Licence, selfie and payment screenshot are deleted 12 months after your hire ends. We keep them that long so we can identify the driver if a traffic penalty, toll or damage claim reaches us after the vehicle is returned, which can take several months. After 12 months they are removed from our private storage.

Your booking record is kept for 6 years. That is the name, telephone number, email, vehicle, dates, branch, amounts and GST details of the hire. Indian tax law requires us to keep business and GST records for this period. This record does not include your identity documents, which are deleted on the shorter schedule above.

If you start a booking but never finish it, the uploaded files from that unfinished attempt are removed automatically after a short period.

Your original Driving Licence and Aadhaar, which we hold physically during the hire, are returned to you when you return the vehicle.

You can ask us to:

• tell you what personal information we hold about you;
• correct anything that is wrong;
• delete your information, where we are not required to keep it for a legal, tax or safety reason.

Call or email us using the details below and we will respond. Please quote your booking reference so we can find the right record.

You can decline the location request in your browser at any time. If you do, branch collection still works normally; only vehicle delivery needs a location.

This website does not use advertising or tracking cookies, and does not build a profile of you.

We do use a small amount of browser storage to make booking work:

• your in-progress booking is saved in your own browser so you do not lose it if you navigate away. It stays on your device;
• a short-lived secure cookie lets you return to your own booking and payment page, and to nobody else’s;
• an administrator’s sign-in session, in the admin area only.

Everything you send travels over an encrypted connection. Identity documents and payment screenshots go into private storage that is closed to the public internet, and database access rules mean a booking record can only be read by an authorised administrator.

No system is perfect. If a breach ever affects your information, we will tell you and take steps to limit the harm.

This service is for people who hold a valid driving licence, so it is not intended for children. We do not knowingly collect information about anyone under 18.

We may update this policy. The date at the top shows when it last changed, and the version published when you make a booking is the one that applies to it.