Privacy Policy
Last updated: September 20, 2026
This Privacy Policy explains how Rentlica handles personal data when you use our website and software. It should be read with our Terms of Service, Cookie Policy, and Data Processing Addendum.
1. Who this covers
This policy covers (a) visitors to our marketing site, (b) staff users of a Rentlica workspace, and (c) how we process renter and other customer data on behalf of rental companies.
2. Roles
For account, billing, support, and website measurement, Rentlica decides the purposes of processing (controller). For renter, driver, booking, agreement, handover, damage, and partner-channel reservation data stored in your workspace, you (the rental company) are the controller and Rentlica is the processor, as set out in the Data Processing Addendum.
3. Account and billing data
As controller we collect name, email, company details, role, locale preference, authentication identifiers from our sign-in provider, subscription and invoice records, and payment status from our payment provider. We do not store full payment-card numbers on our systems.
4. Workspace and renter data
On your instructions we host data you and your integrations enter. That may include vehicle and location records; bookings; renter and additional-driver details (name, contact data, address, date of birth, driving licence details); handover checklists; damage descriptions, diagrams, and photographs; signed rental documents, signature images, and signing audit data; messages exchanged with partner channels; API and webhook configuration; and staff audit logs.
5. Electronic signatures
When a workspace captures a signature we store the image, the signed document, a fingerprint of that document, the terms version accepted, timestamps, and technical identifiers (such as IP address and user agent) used to evidence the signing event.
6. Photographs and condition records
Photographs of vehicles may incidentally include number plates, interiors, or people nearby. You should collect only what you need for the rental and tell renters that photos and diagrams form part of the condition record.
7. Partner channels
If you enable a partner channel, reservation messages from that partner may include traveller identity and contact data. We process that data to create and manage the booking in your workspace. We redact selected sensitive fields from stored message logs where the product is designed to do so; the live booking record still contains the data needed to perform the rental.
8. Website, cookies, and telemetry
On our website we use essential cookies and similar storage for security, locale, and cookie choices. Measurement tags, including Google Tag Manager, load only if you accept analytics cookies. In the product we record operational telemetry such as errors and usage needed to keep the Service reliable. Details are in the Cookie Policy.
9. How we use data
We use personal data to provide, secure, and support the Service; to bill and collect fees; to prevent abuse; to improve reliability; and to comply with law. We never sell personal data. We do not use renter data to advertise to renters.
10. Legal bases
Where GDPR or similar rules apply: contract (to provide the account you asked for); legitimate interests (securing the Service); consent (non-essential cookies); legal obligation (tax and accounting). Processor activity is performed on your documented instructions.
11. Processors and infrastructure
We use specialist providers to run the Service, including Clerk (authentication), PayPal (subscription payments), and Google Tag Manager (measurement tags you consent to on marketing pages). We also use an error-monitoring provider, a managed database, and object storage for files such as images, signatures, and PDFs. A current list is available from [email protected]. Partner channels you connect are your processors or independent controllers, not ours.
12. International transfers
Providers may process data in the EEA, the United Kingdom, the United States, or other countries. Where required we use appropriate safeguards such as adequacy decisions or standard contractual clauses.
13. Retention
Account and workspace data is kept while the workspace is active. After you close the account we delete or anonymise personal data within 90 days, except invoices and records we must keep for tax and accounting, data retained for legal claims, and signed agreements, signature files, and condition evidence you asked us to keep while you remain a customer (which you may export and which we retain until deletion is requested and legally permitted). Processor data also follows the Data Processing Addendum.
14. Your rights
Depending on your location you may have rights to access, rectify, erase, restrict, object, and port data, and to withdraw consent. Workspace users should email [email protected]. Renters should contact the rental company first; we will assist that company as processor. We respond within 30 days unless the law allows longer.
15. Security
We use encryption in transit, access control by role, least-privilege service credentials, and audit logging on actions that change data. No method of transmission or storage is completely secure.
16. Children
The Service is for business users. It is not directed at children.
17. Changes
We will post updates on this page and, for material changes, notify workspace admins.
18. Contact
Privacy questions: [email protected].