Discretion,
with care.

Optional website analytics

Google Analytics 4 helps us understand public-page visits, referral sources, device information and selected vehicle, reservation-interest and contact clicks. We do not send form contents, license details, payment information or client identifiers to Google Analytics. Optional measurement is excluded from reservation and contact forms, the private office, client portal, request receipts and testing pages. A reservation-interest click is not a completed booking or payment.

Optional measurement starts only after you choose Allow analytics. You may decline, continue browsing without accepting, or change your choice using Privacy choices in the public-page footer. Declining does not affect reservations. We respect Global Privacy Control and Do Not Track signals. Your preference is stored on this device for up to 180 days. Withdrawing consent stops new collection and reloads the page; it does not automatically delete data already received by the providers.

Advertising storage, advertising personalization and Google signals are disabled. Analytics providers process technical information such as IP addresses as part of receiving requests. This is not a claim that browsing data is anonymous. Read Google privacy information for provider practices, retention and rights. Website analytics have separate retention from rental records.

Guest reviews and private feedback

Guest feedback submissions collect the booking name, booking email, vehicle, optional reservation reference, rating, review, optional display name and publication choice. We use the private details to confirm the rental and respond to feedback. Netlify processes submissions and our concierge reviews them. Public reviews contain only the approved review text, rating, chosen display name (or “Private guest”) and vehicle, with the guest’s permission. Booking names, email addresses and reservation references are not published. You may send feedback without publication permission or contact concierge@harpethreserve.com to request removal of a published review.

Your information

When reservations are open, we collect contact details, trip preferences, license jurisdiction and the information needed to arrange a rental. Approved reservations also include qualification references, the agreement and its electronic-signature evidence, payment references and vehicle condition records. We use this information to respond, qualify drivers, perform the rental, prevent fraud and manage claims or legal obligations.

Sensitive documents and payments

The optional license-upload section reads the front image on your device using locally hosted text-recognition software. You must review the issuing state, license number and expiration date. The photo and full details are encrypted in your browser before transmission; Netlify receives an encrypted attachment. Notification emails contain a download link to that attachment and the last four license characters, not the unencrypted photo or full license number. Only the holder of the separate owner access key can open it. Reading a photo does not validate a license, establish identity or authorize a driving-history report. License images and full extracted details are not saved in browser session storage. The photo is resized and image metadata is discarded before upload. Do not put other sensitive information in the notes field. Insurance evidence and additional-driver verification are arranged separately through the concierge. Private records include an insurance verification reference, confirmation date and reviewer; the rental agreement contains the relevant coverage summary. Payment card information is entered with Stripe; agreement signing is handled through DocuSeal. A request is not permission to obtain a driving or consumer report.

Service providers

The reservation system uses Netlify for website hosting and functions, Supabase for private reservation records and agreement storage, Stripe for payments, DocuSeal for signatures, and Resend for transactional email. These providers process information needed to perform their respective services. Relevant records may also be shared with insurers, legal advisers, authorized screening providers or authorities when necessary and lawful.

Private access

The client portal uses a private access link. Anyone with that link may access the reservation, so keep it confidential. Signature access additionally requires email verification. The private office uses a secure session cookie. Optional public-page measurement is explained below. Remote font services are not used.

Retention and vehicle data

Encrypted license attachments remain in Netlify until the operator deletes them. Downloaded and decrypted copies must also be removed from operator devices according to the adopted retention policy. Removing a browser test does not remove uploaded documents. The standard retention period is six months after the rental period ends. At that point, delete or de-identify personal rental records unless particular records must be retained to meet legal or tax obligations or resolve an open claim, dispute, chargeback or investigation. Restrict retained exceptions to the necessary records, document the reason and review them for deletion when the requirement or matter ends. Provider and backup deletion procedures must be documented before this policy takes effect. This retention policy is not yet active: deletion procedures, non-rental inquiry periods and provider access details must be finalized before reservations open.

All rental vehicles use Optimus GPS Logistics for active speed and location tracking during the rental, privately monitored by owner Joshua Mayes. Records are used for vehicle security, recovery, rental-use compliance and incident review. Verified driving over 100 mph results in rental termination and safe return or recovery under lawful procedures. All posted speed limits remain applicable. Tracking is not continuous human emergency monitoring and does not authorize unsafe remote immobilization. Optimus GPS Logistics provides the tracking service, privately monitored by owner Joshua Mayes. Camera/audio equipment and provider deletion limits remain to be confirmed before full launch.

Questions or requests

Use the contact in your reservation correspondence for access, correction, privacy or paper-copy requests. Required claim, transaction and legal records may need to be retained even when other information is deleted.

Private preview

Reservation intake is currently closed. Form entries remain in the open page until a configured service accepts submission. Your browser may retain autofill information under its own settings.