Privacy Policy for Rail Trail Depot

Last Updated: September 3, 2025

Healling Cycles LLC, doing business as Rail Trail Depot, located at 3764 Ivanhoe Rd, Fries, VA 24330, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Website (railtraildepot.com), book our bike rental Services, or purchase Products through our e-commerce shop. By using our Website or Services, you consent to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following types of information:

  • Personal Information:
    • Contact Information: Name, email address, phone number (if provided), and mailing address, collected when you book bike rentals, purchase Products, or contact us at info@railtraildepot.com.
    • Payment Information: Credit card details or other payment data, processed securely through our third-party payment processor, collected during booking or e-commerce transactions.
    • Booking Information: Details related to your bike rental reservations, such as dates, times, and party size, collected through our booking system.
  • Non-Personal Information:
    • Usage Data: Information about your interactions with the Website, such as pages visited, time spent, and referral sources, collected via cookies or analytics tools.
    • Device Information: IP address, browser type, device type, and operating system, collected automatically when you access the Website.
  • User-Generated Content: Reviews, photos, or videos you submit to the Website or our social media (e.g., YouTube channel).

2. How We Collect Information

  • Directly from You: When you create an account, book a bike rental, purchase Products, or contact us at info@railtraildepot.com.
  • Automatically: Through cookies, web beacons, or analytics tools (e.g., Google Analytics) when you visit the Website.
  • Third Parties: From our payment processor, booking platform, or social media platforms when you interact with our services.

3. How We Use Your Information

We use your information to:

  • Process and fulfill bike rental bookings and e-commerce orders.
  • Send booking confirmations, receipts, and updates (e.g., cancellation or rebooking notifications).
  • Respond to inquiries or support requests sent to info@railtraildepot.com.
  • Improve our Website, Services, and Products, including analyzing usage data to enhance user experience.
  • Send promotional emails or offers about our bike rentals, Soda Bar, or Products (you may opt out at any time).
  • Comply with legal obligations, such as tax reporting or consumer protection requirements under Virginia law.
  • Protect against fraud, unauthorized access, or legal claims.

4. How We Share Your Information

We do not sell or rent your personal information. We may share your information with:

  • Service Providers: Third-party vendors who assist with payment processing, booking management, website hosting, or analytics (e.g., WordPress, Basel theme plugins, payment gateways). These providers are contractually obligated to protect your data.
  • Legal Authorities: If required by law, court order, or government regulation (e.g., to comply with Virginia’s Consumer Data Protection Act or tax laws).
  • Business Transfers: In the event of a merger, acquisition, or sale of Healling Cycles LLC’s assets, your information may be transferred to the acquiring entity.
  • User-Generated Content: Reviews, photos, or videos you submit may be displayed publicly on our Website or social media for promotional purposes, as outlined in our Terms and Conditions.

5. Cookies and Tracking Technologies

  • We use cookies and similar technologies to enhance your experience, analyze Website performance, and deliver personalized content.
  • You can manage cookie preferences through your browser settings or our Website’s cookie consent tool (if applicable, via WordPress plugins like CookieYes or WP GDPR Compliance).
  • Disabling cookies may limit some Website functionality, such as booking or checkout processes.

6. Data Security

  • We implement reasonable technical and organizational measures to protect your personal information, such as secure sockets layer (SSL) encryption for payment transactions and secure hosting through WordPress.
  • However, no online platform is 100% secure. You acknowledge that you provide information at your own risk, and we are not liable for unauthorized access beyond our reasonable control.

7. Your Rights Under Virginia Law

Under the Virginia Consumer Data Protection Act (VCDPA), you may have the right to:

  • Access, correct, or delete your personal information.
  • Opt out of targeted advertising or data sharing (if applicable).
  • Request details about how your data is processed.
  • To exercise these rights, contact us at info@railtraildepot.com. We will respond within 45 days, as required by law, subject to verification of your identity.

8. Data Retention

  • We retain personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, or resolve disputes.
  • Booking and payment data may be retained for up to 7 years to comply with Virginia tax and accounting requirements.
  • You may request deletion of your data by emailing info@railtraildepot.com, subject to legal retention requirements.

9. Third-Party Links

Our Website may contain links to third-party websites (e.g., social media, payment processors). We are not responsible for the privacy practices or content of these sites. Review their privacy policies before providing information.

10. Children’s Privacy

Our Website and Services are not intended for individuals under 13. We do not knowingly collect personal information from children under 13. If you believe we have such data, contact us at info@railtraildepot.com to request deletion.

11. International Users

Our Website and Services are intended for users in the United States. If you access the Website from outside the U.S., your information may be transferred to and processed in the U.S., subject to this Privacy Policy and U.S. laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy at any time by posting the revised version on the Website. Changes are effective immediately upon posting. Your continued use of the Website or Services after changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

For questions, concerns, or to exercise your data rights, contact us at:

  • Email: info@railtraildepot.com
  • Address: Healling Cycles LLC, 3764 Ivanhoe Rd, Fries, VA 24330
  • Bike Return Location: Rail Trail Depot Soda Bar, 360 Riverview Rd, Ivanhoe, VA 24350