Privacy Policy

Last updated October 20, 2026

Who is responsible for your data

Neon Motel Road LLC is a tour operator registered in Oklahoma, with its office at 1347 E 11th Street, Suite 200, Tulsa, OK 74120, USA. We decide how your personal data is used, which makes us the "controller" in European terms and the "business" in California terms.

For any privacy question or request, write to [email protected] with the subject "Privacy request", or send a letter to the address above.

What we collect and where it comes from

We have no account system and no web forms that store data on this site. Everything we know about you, you send us by email, by phone during a trip or by paying.

Enquiry emails to bookings@, groups@, hello@ or privacy@: your name, email address and whatever you write, usually the trip, dates, number of travelers and questions.
Bookings: the names of all travelers as on their ID, dates of birth where a motel, rail company or airline requires them, postal address, phone number for the trip, an emergency contact, room sharing, dietary needs, and any medical or mobility information you choose to tell us.
Convertible and motorcycle trips: driving or motorcycle license details for each driver or rider, which the rental company needs.
Flights booked through us: names, dates of birth and any frequent flyer numbers you give us.
Payments: the amount, date and the last four digits of the card or the bank reference. We never see or keep full card numbers.
Newsletter: your email address and, if you add it, your name and the states you are interested in.
Website visits: our web host keeps standard server logs (IP address, pages requested, browser type, time). We do not run analytics or advertising tags on the site.

Why we use it and on what legal basis

To answer your questions and plan a trip, because you asked us to (steps before a contract).
To book and run your trip: reserve motels, cars, rail seats and flights, brief your road captain and look after you on the road (performance of our contract with you).
Health and dietary information is used only to look after you on the trip and is shared only with the people who need it, such as the road captain or a restaurant. We ask for your explicit consent when you send it.
Accounts, tax and insurance claims, because the law requires us to keep business records (legal obligation).
The newsletter, only if you asked for it (consent). One reply with "unsubscribe" ends it.
Keeping the website secure, using server logs to spot abuse (legitimate interest).

We do not sell your personal information, we do not share it for targeted advertising and we do not use it for automated decisions or profiling.

Who else sees your data

We share only what each partner needs to deliver your trip or run our office:

Motels and hotels, the Grand Canyon Railway, restaurants and local guides on your itinerary (names, room sharing, dietary needs).
The car and motorcycle rental companies on convertible and motorcycle trips (driver and rider details).
Airlines and the ticketing agent we use, when you book flights through us.
Our bank and our card payment processor, which handle your payment under their own security rules (PCI DSS).
Our business email and file storage provider, and our web host, which store data for us under contract and may not use it for their own purposes.
Our accountant, insurers and, where the law requires it, public authorities.

Our providers store data in the United States. If you write to us from the EU, the UK or Switzerland, your data is transferred to the US to answer you and to run the trip you book, and we rely on our providers' standard contractual clauses or the EU-US Data Privacy Framework where they offer it.

How long we keep it

Enquiries that do not lead to a booking: 24 months after the last email, then deleted.
Booking records and payment records: 7 years after the trip, for tax and accounting.
Health, dietary and license details: deleted 90 days after the trip ends, unless an insurance claim or incident needs them.
Newsletter: until you unsubscribe.
Server logs: 30 days.

Your rights in the US, the EU and the UK

Wherever you live, you can ask us to show you the data we hold about you, correct it, delete it, or stop sending you the newsletter. We answer within 30 days and do not charge for it.

California residents (CCPA and CPRA) have the right to know what we collect and why, to access, correct and delete it, and to opt out of the sale or sharing of personal information. We do not sell or share it, so there is nothing to opt out of. We will not treat you differently for using these rights. You may use an authorized agent; we will ask the agent for your signed permission.Visitors from the EU, the EEA and the UK (GDPR and UK GDPR) also have the right to restrict or object to our use of their data, to receive it in a portable format and to withdraw consent at any time. You can complain to the data protection authority where you live, though we would like the chance to fix the problem first.

Before we act on a request we may ask you to confirm that the email address you write from is the one we have on file.

How we protect it

Our mailbox and files sit behind two-factor sign-in, only the five people in the Tulsa office can open booking records, and road captains receive only the traveler list for their departure. Card numbers never pass through our systems. No method is perfect, and if a breach ever puts your data at risk we will tell you and the authorities as the law requires.

Children and this website

Children travel with us only with a parent or guardian, who books for them and gives us their details. This website is not aimed at children under 16 and we do not knowingly collect their data from it.

Changes to this policy

If we change how we use your data, we update this page and the date at the top. If the change matters for an existing booking, we tell you by email.

Trips that fit