Privacy statement

1. About this Privacy Statement:

The protection of your personal data is of utmost importance to us, and we strive to be transparent about how we use your data. With this statement, we aim to inform you about our policy regarding your personal data.

In this statement, we will:

-Explain what personal data we collect from you;
-Specify the purposes for which we use this data;
-Clarify the legal basis on which we must use this data;
-Inform you about the parties with whom we share this data;
-Describe how we protect your personal data; and
-Outline your rights concerning your personal data.

This privacy statement applies to personal data processed by entities and companies within ColiRide. If we process your personal data in a context other than described here, we will provide additional information as needed.

This statement was last updated on October 01, 2025, and will be regularly reviewed and updated.
We have endeavored to make this statement as clear and comprehensive as possible. Please do not hesitate to contact our Data Protection Officer (DPO) if you have any questions or concerns about this matter:

ColiRide
Meidoornstraat 15 | 5651 CK | Eindhoven | The Netherlands
Tel: +31(0) 40 85 08 046
E-mail: [email protected]

2. Our commitment to your privacy:

We strive to handle your personal data with care and adhere to appropriate security standards. Once these data are no longer needed for the processing purposes described in the specific sections of our privacy webpage for data subjects, they are either deleted or anonymized.

We only collect the personal data necessary for these purposes. Finally, we ensure that your data remain as accurate and secure as possible through organizational, legal, and technical (IT) measures, and we ensure they are always up-to-date.

3. Who is responsible for your personal data?

ColiRide company is responsible for your personal data.

4. Which personal data do we process, on what basis, and for what purposes?

We may collect and process various types of data about you, including:
Your personal data may include the following information: your first and last name, email address, and password, as well as your phone number, home and work addresses, company name, work department name, work building name, type of contract, vehicle number, and pick-up addresses.
Usage data related to your interactions with our Services. Device information such as operating system version and device type. Data collected through tracking technologies like cookies and scripts.

We do not collect or process payment card data directly. Any payment transactions are handled securely by our payment processors, who provide us with limited data necessary for processing transactions. We will provide the employer with the total kilometers carpooled. The system for miles reporting to employers ensures the protection of your confidentiality.

When submitting a report to the employer, the identities of passengers and drivers remain anonymous, with only the carpool car’s license plate number being shared. This approach emphasizes the privacy of all individuals involved, establishing a secure and confidential setting. Reports to employers are carefully structured to preserve the anonymity of passengers and drivers while providing essential information regarding the license plate number. Your privacy is upheld throughout the reporting procedure, ensuring discretion and confidentiality.

The information collected, including your first and last name, email address, password, phone number, home and work addresses, company name, work department, building name, contract type, vehicle number, and pickup addresses, aids in facilitating better coordination, particularly for drivers. Sharing the license plate number with the employer ensures accurate identification of vehicles that arrive at the workplace.

5. Who do we share your personal data with?

The data will be shared with colleagues within your own company. Sharing with users from other companies depends on your permission. We have implemented an option in the application that allows you to select or deselect this at any time. The driver’s car license plate number will only be shared with your employer, while the total kilometers (without any personal information) will be also shared.

6. How do we protect your personal data?

Your privacy and data security are paramount to us. ColiRide operates its server in Germany, where all user data is stored and processed. We adhere strictly to the regulations outlined in the General Data Protection Regulation (GDPR), ensuring that your personal information is handled with the utmost care and in compliance with international privacy standards.
By using ColiRide, you consent to the collection, processing, and storage of your data for the purpose of facilitating carpooling arrangements and improving our services. We will never sell or share your personal information with third parties without your explicit consent, except as required by law or as necessary to fulfill our contractual obligations.

7. What are your rights?

Withdrawal Right:

Users retain the right to revoke their consent at any time by deactivating their user account, effective for future use. The legality of data processing prior to revocation remains unaffected. Furthermore, the revocation does not impact data processing conducted under alternative legal grounds.

Right to access information:

The user has the right to request details regarding the processing of their user data.

Right to rectification, erasure, and restriction of processing:

The User possesses the entitlement to request prompt rectification of any inaccurate or incomplete User data if they are unable to make these modifications independently within the Platform. Moreover, user data should be deleted if it is no longer required for the original purposes of collection or processing, if the user withdraws consent, or if the data is processed unlawfully. Additionally, the user holds the right to request restriction of processing.

Right to data portability:

The user has the right to receive the user data provided by him in a structured, commonly used, and machine-readable format.

The right to object or withdraw consent:

You have the right to object to the processing of your personal data at any time if the processing is based on legitimate interests of ColiRide or a third party. Please note that such requests may be rejected by us if we can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms. However, if you object to the processing of your personal data for direct marketing purposes, we will generally cease the processing. In those situations, your rights almost always take precedence.

You have the right to withdraw your consent for the processing of your personal data at any time if the processing is based on your consent. Withdrawal of your consent means that we no longer have the right to process your personal data for the purpose for which you gave consent. If you wish to withdraw your consent, this does not affect the lawfulness of processing based on consent before its withdrawal. Therefore, withdrawal of consent does not have retroactive effect.

8. Cookies:

We use cookies to enhance your browsing experience and analyze website traffic in accordance with our privacy policy.

9. Location Data and GPS

ColiRide uses GPS location data to verify that a scheduled carpool ride actually takes place and to ensure that carpooling information and reports are accurate.

GPS may be used for the following purposes:

Verification of carpool rides: Location data helps ColiRide confirm that the driver and passenger have met and that the registered carpool ride has actually taken place.
Accurate kilometer reporting: ColiRide provides companies with information about the number of kilometers their employees have carpooled. GPS-based verification helps ensure that these reports are based on actual and verified carpool rides.
Lease vehicle reporting: ColiRide may offer functionality that allows companies to understand whether and how their lease vehicles are being used for carpooling. GPS verification can be used to ensure the accuracy of the related trip information.
Payments and reimbursements: If a company enables payments or reimbursements related to carpooling, verified trip information may be used to determine the applicable payment to a driver or reimbursement to a passenger. Companies may also choose to make carpool rides free for their employees.
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When GPS is active

ColiRide volgt gebruikers niet continu.

Location tracking is used only in connection with an active carpool ride. GPS tracking starts when the relevant ride begins and stops when the ride ends. After the ride has ended, ColiRide terminates the active location-tracking session.

To support this functionality, ColiRide may request:

Location access while using the app, to access the user's location during the carpool ride; and
Background location access, zodat de verificatie van de rit kan doorgaan wanneer de app op de achtergrond actief is of wanneer de telefoon van de gebruiker is vergrendeld

These permissions are controlled by the user through the device's operating system. ColiRide does not automatically activate location permissions. Users can grant, deny, or withdraw location permissions through their device settings.

Storage of GPS data

Raw GPS location data collected for trip verification is not stored in the ColiRide database. Location data is processed temporarily for the purpose of verifying the carpool ride. After the verification process and the active tracking session have ended, the GPS location data is not retained by ColiRide.

The resulting trip information required for ColiRide's services, such as confirmation that a ride took place and the verified carpool distance, may be processed and retained where necessary for reporting, administration, payments or reimbursements, and the provision of ColiRide's carpooling services.