Privacy Policy
Last updated: August 30, 2026
This Privacy Policy explains how RentFlow ("we", "us") collects, uses, and protects your information when you use our equipment rental platform. By creating an account or using the service, you agree to the practices described here.
Information We Collect
- Account information: name, email, phone number, and password (stored hashed).
- Customer & rental details: company name, delivery address, rental dates, and reservation history.
- Identity & compliance documents: driver's license number, class, expiry, and uploaded license images for staff who operate equipment or vehicles.
- Payment information: payments are processed by Stripe. We do not store full card numbers; we retain transaction records and deposit status.
- Photos & signatures: delivery proof photos, inspection photos, site-access survey photos, baseline equipment photos, and contract signatures.
- Location: only when you enable geofence clock-in or live delivery tracking, and only while the feature is active.
- Usage data: timestamps, clock-in/out entries, timesheet records, and message metadata needed to run the service.
How We Use Your Information
- To create and manage your account and role-based access.
- To schedule rentals, deliveries, and pickups, and to share tracking links with customers.
- To verify driver eligibility and maintain compliance records.
- To process payments, deposits, and refunds.
- To calculate payroll and generate paystubs for staff.
- To send operational notifications such as delivery reminders and messages.
Sharing & Disclosure
We share information only as necessary to operate the service: with payment processor (Stripe), mapping/geocoding providers used for delivery routing, and SMS/email providers used for notifications. We do not sell your personal information. Access within your organization is restricted by role — for example, payroll and financial data is visible only to owners and managers.
Data Retention
We keep your account and personal data for as long as your account is active. Business and transactional records (reservations, deliveries, payroll, tax documents) may be retained after account closure as required by law, tax, or accounting obligations, then deleted or anonymized. You can request deletion of your account at any time from Settings → Privacy & Legal.
Security
Data is stored securely with role-based access controls. Payment data is handled entirely by Stripe. Sensitive financial and personal data is isolated from non-managerial staff. Access to records is enforced both in the app and at the database level.
Your Rights
- Access & update: you can view and edit your profile and contact information.
- Delete your account: you can permanently delete your account from Settings → Privacy & Legal.
- Opt out: you can disable location, camera, and notifications at any time in your device settings.
- Privacy requests: contact us to access, correct, or delete your personal data, or to request a data export.
Children's Privacy
The service is intended for business use and is not directed to children under 18. We do not knowingly collect their data.
Changes to This Policy
We may update this policy from time to time. Material changes will be communicated through the app or by email.
Contact
For privacy questions or requests, contact your organization owner through the app, or the email listed on your rental agreement.