Privacy Policy
Last updated: October 10, 2026
This policy explains what Southern Drive Collective, LLC collects about you, why we collect it, who we share it with, and what you can do about it. We have written it to describe what our systems actually do, rather than to cover every hypothetical.
It applies to our website and to the membership, booking, and facility services we provide from 205 Industrial Pike, Whitwell, TN 37397.
1. Information you give us
Account and billing details. When you create an account, buy a membership, or check out, we collect your name, email address, phone number, and billing address. Members also have a membership tier, start date, and renewal history.
Payment information. Card payments are processed by Square. Your card number goes to Square directly — we never receive or store it. What we keep is the card brand, the last four digits, the expiration date, and an identifier Square gives us so we can match you to your transactions.
Your signed waiver. This is the most detailed record we hold, so it is worth being specific. When you sign our liability waiver, we record your typed legal name, your phone number, the IP address you signed from, your browser’s user agent string, the date and time you signed, which version of the waiver you signed, and a cryptographic fingerprint of the exact text you agreed to.
We keep every signature you have given us, not just the most recent one. A copy is also written onto the related order. That copy is deliberately permanent: it is our proof of what you agreed to and when, and it survives even if your account is deleted. Section 8 explains what this means for deletion requests.
Booking details. When you book a bay or a simulator, we collect a description of your vehicle and a description of the work you plan to do, along with your booking time and any notes you add. Our staff see these on the day sheet so they can prepare for your visit. We also record whether you arrived.
Cancellation consent. When you book, we record that you agreed to the cancellation policy, when you agreed, and a snapshot of exactly what the policy said at that moment. If you later cancel, we record that acknowledgement and the refund figures you were shown.
Messages you send us. Our contact form collects your name, email, phone number, subject, and message. Please note that these submissions are stored in our website’s database, not merely emailed to us, and the stored record includes your IP address, your browser’s user agent, and the page you submitted from.
Gift card recipients. If you buy a gift card for someone else, we collect that person’s name, email address, and any message you write. That is information about someone who is not our customer, so please only provide it if they are expecting it.
Other details you provide. Founders members are asked for a shirt size. Some purchases may ask for additional details relevant to that product.
2. Information we collect automatically
Marketing attribution. Our store records how you arrived — the site that referred you, any campaign tags in the link you clicked, your device type, and details of your browsing session including how many pages you viewed and when the session started. This is attached to your orders and to your customer record.
Usage and activity. Our membership system counts your logins, visits, and page views. We track simulator minutes used against your membership allowance, and we keep a running ledger of rewards points earned, spent, and returned. Orders record the IP address and user agent used to place them.
Server logs. Our host keeps standard web server logs, which include IP addresses and request details.
3. Google Analytics
We use Google Analytics 4 to understand how people find and use our site — which pages get read, which do not, and where visitors come from. To do this, Google sets cookies in your browser and collects information about your visit, including your device, browser, approximate location derived from your IP address, and the pages you view.
This information goes to Google and is handled under Google’s Privacy Policy. We use it in aggregate; we are not trying to identify individual visitors through it.
You can opt out. Google publishes a browser add-on that blocks Google Analytics on every site you visit. Installing it stops this collection. Blocking cookies in your browser settings will also prevent it, and doing so will not stop you from using our site — though it may affect your cart or keep you from staying signed in.
4. Cookies and similar technologies
We and our providers use the following:
- Sign-in cookies — set by WordPress so you stay logged in.
- Shopping cookies — set by WooCommerce to remember your cart and your session while you shop.
- Membership cookies — set by our membership system to recognize your tier and access.
- Analytics cookies — set by Google Analytics, typically named
_gaand_ga_followed by an identifier, to distinguish visitors and sessions. - A one-time display flag — our site stores a small marker in your browser so the opening animation only plays once per visit. It contains no personal information and is cleared when you close the tab.
Sign-in and shopping cookies are necessary for the site to work. If you block them, you will not be able to sign in or check out.
5. How we use this information
- To create and run your account and membership, and to bill you.
- To take and manage your bookings, and to prepare for your visit.
- To process payments and issue refunds.
- To keep a record of the waiver you signed, which we rely on to allow you into the facility.
- To enforce the cancellation policy you agreed to, and to calculate refunds and fees.
- To run rewards points and membership benefits.
- To answer your questions and provide support.
- To send you transactional messages — receipts, booking confirmations, renewal notices, and account notices.
- To understand how our site is used and improve it.
- To keep the facility safe, protect our property, prevent fraud, and comply with tax and legal obligations.
6. Who we share it with
We do not sell your personal information.
We share it with the following, only as needed to run our business:
- Square — processes our card payments and refunds. Square receives your card details and transaction information directly, under its own privacy policy.
- WP Engine — hosts our website. Everything stored on the site lives on their infrastructure and in their backups.
- Google — receives analytics data as described in Section 3.
- Email delivery — the service that carries our transactional email handles your address and the contents of those messages.
- Our software providers — the platforms running our store, memberships, and bookings may receive limited operational or diagnostic data.
We may also disclose information when the law requires it, in response to valid legal process, to protect the safety of people or property, to investigate fraud or a violation of our terms, or in connection with a sale or transfer of the business.
Our staff can see your booking details, contact information, membership tier, and waiver status in order to run the facility.
7. How long we keep it
Waiver records are kept indefinitely, because they are our evidence of the agreement you signed. As explained in Section 1, waiver records attached to an order are retained even after an account is deleted.
Transaction and tax records — orders, invoices, refunds, and membership billing history — are kept as long as tax and accounting law requires, generally seven years.
Account and booking records are kept while your account is active and for a reasonable period afterward, so we can handle disputes and returning members.
Contact form messages are kept until we no longer need them to handle your enquiry.
Analytics data is retained according to the retention period set in our Google Analytics property.
8. Your choices and your rights
You can:
- See and update your details — sign in to your account and edit them directly.
- Request a copy of the personal information we hold about you.
- Ask us to correct anything that is wrong.
- Ask us to delete your information, subject to the limits below.
- Opt out of analytics using the tools described in Section 3.
- Stop marketing email by using the unsubscribe link. You will still receive transactional messages about your account and bookings.
- Close your account at any time.
Email info@southerndrivecollective.com to make a request. We may need to verify who you are first, and we will respond within a reasonable time.
What deletion does not cover. We cannot delete everything, and we would rather say so plainly than promise otherwise. We will retain:
- Your signed waiver records, including the copies attached to your orders, for the retention period in Section 7.
- Transaction, invoice, and tax records we are required to keep.
- Records we need to resolve a dispute, enforce our agreements, or comply with the law.
We will delete or anonymize the rest.
9. Children
Our website and memberships are for adults. You must be 18 or older to hold an account, and we do not knowingly collect personal information from children under 13. If you believe a child has given us information, contact us and we will remove it.
10. Security
We use industry-standard protections, including encrypted connections to our site and tokenized card handling through Square, so that card numbers never reach our systems. Access to member records is limited to staff who need it.
No system is perfectly secure, and we cannot guarantee absolute security. Use a strong, unique password, and tell us promptly if you think your account has been accessed by someone else.
11. Changes to this policy
We may update this policy. We will change the “last updated” date above, and for significant changes affecting how we use your information, we will give members notice.
12. Contact us
Questions about this policy, or about the information we hold on you:
Southern Drive Collective, LLC
205 Industrial Pike
Whitwell, TN 37397