Cancellation Policy

We understand plans can change. To give all our guests the best experience, SafeWheels Rentals SWFL offers the following cancellation terms:

  • Free Cancellation: Cancel at least 48 hours before your scheduled pick-up time for a full refund of all rental charges.
  • Partial Refund (50 %): Cancel between 24 and 48 hours before pick-up and receive a 50 % refund of the base rental fee. Taxes, fees, and deposit holds will be released in full.
  • No Refund: Cancellations made less than 24 hours before pick-up or “no-show” reservations are non-refundable; full charges apply.
  • Early Return: If you return the vehicle early, we’ll refund unused full rental days (less any applicable drop-off fees) at the original daily rate.
  • How to Cancel:
    1. Log in to your reservation portal or text/call us at +1 (657) 432-1456.
    2. Provide your reservation number and pick-up date/time.
    3. If eligible, your refund will be processed within 5 business days to your original payment method.

If you need to modify your dates or vehicle type instead of canceling, please contact us—subject to availability, we’ll do our best to accommodate you without penalty.

Privacy Policy

Effective Date: May 21, 2025

SafeWheels Rentals SWFL, LLC (“we,” “us” or “SafeWheels”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share your personal information when you visit https://www.safewheelsrentals.com or rent a vehicle through our direct-booking platform.

1. Information We Collect

  • Booking & Account Data: Name, email, phone number, mailing address, driver’s license number and state, date of birth, payment card details, payment history.
  • Insurance & Verification: Insurance declarations page, policy number, coverage limits, deductible, carrier contact—collected via Canopy Connect or manual upload.
  • Vehicle & Usage Data: VIN, pickup/drop-off times and locations, mileage logs, fuel level, inspection photos.
  • Technical & Device Data: IP address, browser type, operating system, device identifiers, cookie identifiers, pages visited, form entries.
  • Communications: Messages you send via email, chat, or support tickets.

2. How We Use Your Information

  • To process and confirm your reservations, payments, deposits, and refunds.
  • To verify your identity, driver’s license and insurance coverage.
  • To provide customer service, roadside assistance, and manage claims.
  • To send booking confirmations, reminders, and operational notices.
  • To improve and personalize our website, marketing, and vehicle offerings.
  • To comply with legal obligations, law enforcement requests, and regulatory requirements.

3. Sharing & Disclosure

  • Service Providers:
    • Payment processors (Stripe) to handle transactions and deposits.
    • Insurance verification partners (Canopy Connect).
    • Document-signature platforms (DocuSign) for e-signatures.
    • Hosting, analytics, email and SMS providers to operate our site and communications.
  • Legal & Safety: To comply with subpoenas, court orders, or requests from law enforcement; to protect our rights, property, or safety of users or the public.
  • Business Transfers: If SafeWheels is acquired, merges, or sells assets, your information may be transferred as part of that transaction.

4. Cookies & Tracking

We and our partners use cookies, web beacons, and similar technologies to collect usage and device information. You may disable cookies via your browser settings, but some features of our site may not function.

5. Data Security

We implement administrative, technical and physical safeguards (encryption, access controls, secure servers) to protect your personal data. However, no system is 100% secure—transmission is at your own risk.

6. Data Retention

We retain booking, payment, and insurance records for at least 7 years to comply with accounting and legal requirements. You may request deletion of your profile data after that period, subject to contractual or legal retention obligations.

7. Your Rights & Choices

  • Access & Correction: You may review or update your booking and profile information by logging into your account or contacting us.
  • Marketing Opt-Out: You may unsubscribe from promotional emails at any time via the link in our messages.
  • Cookie Controls: Adjust browser settings or use our cookie banner controls to manage tracking preferences.
  • Data Deletion: Subject to legal retention needs, you may request deletion of your personal data by emailing safewheelsrentals@gmail.com.

8. Children’s Privacy

We do not knowingly collect information from anyone under age 18. If you believe we have collected data from a minor, please contact us to request deletion.

9. Changes to This Policy

We may update this Privacy Policy periodically. The “Effective Date” above will reflect any changes. Continued use of our site signifies your acceptance.

10. Contact Us

For privacy questions or requests, please email safewheelsrentals@gmail.com or write to:

SafeWheels Rentals SWFL, LLC
1243 SW Pine Island Rd Suite 24
Cape Coral, FL 33991

Guest Incident Procedure

In the event of a traffic stop or accident, guests should follow these steps to ensure safety, compliance, and a smooth claims process:

  1. Ensure Safety First:
    • Pull over to a safe location (shoulder or parking lot), turn on hazard lights.
    • Check for injuries—call 911 if anyone is hurt.
  2. If Pulled Over by Police:
    • Keep hands visible on the steering wheel; remain calm and polite.
    • Present these documents when requested:
      • Your driver’s license.
      • Vehicle registration (in glove compartment).
      • Proof of insurance card (in glove compartment).
      • Printed or digital copy of the rental agreement.
    • Note the officer’s name, badge number, and citation/report number for your records.
  3. If Involved in an Accident:
    • Call 911 if injuries are suspected or laws require a police report.
    • Exchange information with all parties: names, phone numbers, insurance carrier & policy numbers.
    • Document the scene:
      • Take timestamped photos of all vehicles, VIN plates, odometer readings, and any road conditions or signage.
      • Capture a screenshot or photo of your booking confirmation and Canopy Connect verification page.
    • Obtain a copy of the police/incident report—or at least the report number—to include in your claim.
  4. Notify SafeWheels Immediately:
    • Use our 24/7 hotline: +1 (657) 432-1456 or safewheelsrentals@gmail.com.
    • Provide your reservation number, a brief description of the incident, and attach your photos & report number.
  5. Follow Up:
    • Keep all repair invoices, loss-of-use documentation, and correspondence with your insurer.
    • We’ll coordinate any deductible collection or deposit captures as outlined in Section 7 of your agreement.

Remember: Staying calm, gathering thorough documentation, and notifying us promptly ensures that everyone stays safe and that claims are resolved quickly and fairly.