1. Who we are
RentDesk is software for people who arrange long-term car rentals for clients. It is provided by [RentDesk legal entity name], a company registered in [State of registration] ("RentDesk", "we", "us"). You can reach us at hello@carentdesk.com.
2. What this policy covers
This policy covers the website at carentdesk.com, the RentDesk app at app.carentdesk.com, and the emails we send.
RentDesk is sold to businesses. We play two different roles with personal information:
- For our own records (your account, sign-ins, billing, demo and contact requests), we decide how the information is used. In data protection terms, we are the controller.
- For the client records you enter (your clients' names, contact details, reservations and payments), your business decides how they are used and we handle them on your behalf. You are the controller and we are your processor. Section 7 explains what that means.
3. What we collect
Account information
When you start a trial or are invited to an account: your name, work email, business name, the plan you chose, your role, and your password, which we store only as a salted hash. If you enter rental-company codes, mail server details or card desk credentials, we store those for your account.
Client records you enter
Whatever you and your team put into the CRM: client names, emails, phone numbers, addresses, dates of birth where a rental company requires them, quotes, reservations, payments, commission records, and cards saved for reservations (stored encrypted).
Usage and sign-in logs
When you use the app, our servers record requests and errors so we can run and fix the service. Each sign-in is logged with the time, the device and browser, and the IP address. Account owners can see their account's sign-in log.
Demo and contact forms
When you book a demo or write to us through this website: your name, email, company, and anything else you choose to give us, such as a phone number, team size or message.
Cookies
We use one cookie that matters: a session cookie that keeps you signed in to the app. We do not use advertising cookies, tracking pixels or third-party analytics that follow you to other sites. The website may also store small preferences in your own browser, which never reach us.
4. Why we use it
- To provide RentDesk: run searches, show prices, keep your records, send the emails you ask the app to send, and place reservations you start.
- To manage your account and subscription, including billing and seat counts.
- To keep the service secure: detect unusual sign-ins, investigate problems and prevent misuse.
- To answer demo requests, questions and support messages.
- To tell you about changes to the service, these policies or your account. We do not send marketing email to your clients, and we do not sell any personal information.
5. Legal bases
Where a law such as the UK or EU GDPR requires a legal basis, we rely on:
- Contract: to provide the service you signed up for and manage your subscription.
- Legitimate interests: to keep the service secure, fix problems, and answer business enquiries, in ways you would reasonably expect.
- Consent: where we ask for it, for example an optional message in a form. You can withdraw consent at any time.
- Legal obligation: where we must keep records, such as invoices, or answer a lawful request.
6. Who we share it with
We share personal information only as needed to run the service:
- Rental companies, when you place a reservation through RentDesk. The renter's details needed for that booking go to the rental company you chose, under its own privacy policy.
- Email delivery, to send the emails you and the app send. If your account uses its own mail server, those emails go through your provider instead.
- Hosting and infrastructure, the providers that run our servers, network and backups.
- Payment processing, to charge the subscription. Your subscription card details go to the processor, not to us.
- Services you connect, such as a card desk (Ramp, Mercury or Rho), only when you connect them and only what they need.
- When the law requires it, or to protect people's safety or our rights, and to a buyer or successor if the business is sold, under this policy.
Our providers may use the information only to provide their service to us. We do not sell or rent personal information, and we do not share it for advertising.
7. Client records you enter
The client records in your account belong to your business. We use them only to provide RentDesk to you, following your instructions in the app. We do not use them to market to your clients, we do not combine them with other accounts' data, and we do not share them with other subscribers.
Because you collect this information from your clients, you are responsible for telling them how you use it and for having the right to enter it. If one of your clients asks us about their data, we will refer them to you and help you respond.
8. How long we keep it
- Account and client records: for as long as your subscription is active, then for 30 days after it ends so you can export them, then deleted, unless you ask us to delete them sooner.
- Sign-in and server logs: for a limited period needed for security and troubleshooting, then deleted or reduced.
- Demo and contact requests: for as long as the conversation is useful, and no longer than two years without contact.
- Billing records: for as long as tax and accounting law requires.
Backups are overwritten on a rolling schedule, so deleted data may remain in a backup for a short time before it is gone.
9. Your data, export and deletion
Your business owns the data it puts into RentDesk. You can ask us at any time to export your account's data or to delete it. Write to hello@carentdesk.com from the account owner's email address and we will confirm the request before acting on it.
10. Security
Every account runs on its own database. Passwords are stored as salted hashes, cards saved for reservations are encrypted with a key that belongs to the account, sessions expire after 30 days, and every sign-in is logged. No system is perfectly secure; if we learn of a breach that affects your data, we will tell you without undue delay. The details are on our security page.
11. International transfers
RentDesk is hosted in the United States. If you use it from outside the US, your information is transferred to and stored in the US. Where the law requires it, we use appropriate safeguards for those transfers, such as standard contractual clauses.
12. Your rights
Depending on where you live, you may have the right to see the personal information we hold about you, correct it, delete it, receive a copy, object to or limit how we use it, and withdraw consent. You also have the right to complain to your local data protection authority.
To use any of these rights, write to hello@carentdesk.com. We may need to confirm who you are. We aim to answer within 30 days. If your request is about client records held in a subscriber's account, we will pass it to that subscriber.
13. Children
RentDesk is a business tool and is not meant for anyone under 18. We do not knowingly collect information from children. If you think a child has given us information, write to us and we will delete it.
14. Changes to this policy
If we change this policy, we will update the effective date at the top. If a change matters to how your information is used, we will tell account owners by email before it takes effect.
15. Contact
[RentDesk legal entity name], [State of registration]. Email: hello@carentdesk.com.