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The Motor Pool's on-line system was developed to provide 24-hours access for our users. Users of the on-line system are required to provide information necessary to ensure that only authorized users can access Motor Pool vehicles. Documented in this Privacy Statement are the practices in place for collecting, using, and distributing information received about you during visits to our on-line system.
The type and amount of information received depends on how you use this on-line system. There are instances where the Motor Pool requests personally identifiable information to provide the user a service or allows us to contact you. This information (such as name, email address, phone number, and other additional information) is collected and stored (locally on the user's computer or remotely in a secured database) and is used to fulfill your vehicle reservation requests and other valuable services.
Motor Pool strictly protects the security of your personal information and honors our representation of its intended use. We carefully protect your data from loss, misuse, unauthorized access or disclosure, alteration, or destruction.
Form Data Collected (Stored Remotely)
Information collected at the time of user registration, as well as during each vehicle reservation requests, will be stored in a secure database by the Motor Pool, provided that it is entered into the vehicle reservation request and submitted:
- Name of person making the request
- Email address of the person making the request
- Phone number of the person making the request
- Department (or organization) name requesting the vehicle
- Vehicle type requested
- Driver information (if known)includes name
- Passenger information includes number of passengers
- Pick-up date and time for vehicle
- Return date and time for vehicle
- Destination for vehicle
- Other trip information includes mileage estimate and "off-road" usage
- Additional information includes comments and special vehicle requirements
- Information about completing the request (time and errors)
This information is used to expedite your reservation request and to facilitate Motor Pool processes such as billing, vehicle maintenance scheduling, and financial planning. This information may be also used for statistical analysis and reporting, including individual specific analysis and reporting for Motor Pool use.
Site Data Collected (Stored Remotely)
Other information may be gathered to facilitate administration of our site and to enhance security for all Motor Pool users. The information collected from all visitors may include, but are not limited to, information that is commonly transmitted between the client and server while fulfilling requests for web pages. Some examples are:
- IP address and port
- Referring URL
- Type and version of web browser
- Visitor's operating system
- Pages requested and date/time of request
This information may be used to generate statistics and measure site activity to improve the usefulness of customer visits. Additionally, this information may be used to investigate any security issues associated with visitor's usages of this on-line system.
Cookie Data (Stored Locally)
In addition to the above information being stored in a secure database by the Motor Pool, the following limited information listed below will be stored in a cookie on your web browser to aid you when returning to the on-line system. Storing this information reduces your data input requirements and expedites your vehicle reservation requests.

- Name of person making the request
- Email address of the person making the request
- Phone number of the person making the request
- Department (or organization) name requesting the vehicle
- Last vehicle type requested
- Last reservation number assigned

This information reduces your data input requirements and expedites your vehicle reservation (you will not need to re-enter or remember this information).
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