Terms of Service
Last updated: October 9, 2026
These Terms of Service ("Terms") govern access to and use of the Rentlica software platform (the "Service") by rental companies and their staff ("you"). They do not govern vehicle hire between you and your renters. By creating an account or using the Service, you agree to these Terms and to the Data Processing Addendum.
1. Who we are
Rentlica is the software platform published at rentlica.com. The contracting entity, billing name, and address appear on your invoices. Legal questions: [email protected].
2. Your account
You are responsible for activity on your workspace and for keeping credentials secure. You must be authorised to bind your organisation when you create or administer a workspace. Staff access must be limited to people who need it. Do not share logins.
3. The Service
Rentlica provides rent-a-car operations software, including fleet, reservations, handovers, agreements, locations, reporting, integrations, and related features described in the product. Available features may depend on your plan. We may change, add, or withdraw features; where a change is material we will give reasonable notice.
4. Your rental contracts
You are the rental company and the contracting party with your renters. Contract templates, default hire wording, checklists, and generated documents are tools. You are solely responsible for the legal content of hire contracts, insurance and deposit disclosures, local consumer rules, and what your staff ask renters to sign. Rentlica is not the lessor, insurer, or broker of the vehicle.
5. Electronic signatures
The Service can capture a drawn signature, bind it to a PDF of the contract as rendered at signing, and store an audit record (signer name, time, technical identifiers such as IP address and browser information, and a document fingerprint). You decide when signing is used and what the renter is shown. You are responsible for whether that process meets the laws that apply to your rentals. We do not warrant that a given signature will be accepted by every court or authority.
6. Vehicle condition and damage records
The Service can store check-out and check-in records, diagrams, severity, repair estimates, and photographs. Those records are your operational evidence. You are responsible for how you inspect vehicles, how you tell renters about existing damage, and how you charge for new damage. Staff-entered or automated records do not by themselves prove liability.
7. Partner channels
If you connect a travel broker or marketplace ("partner channel"), you instruct us to exchange availability, rates, locations, and reservation data — including renter identity data the partner sends — with that partner. You must have your own contract with the partner. You are responsible for mapping, rates, hours, and the accuracy of data you publish. We are not a party to the partner's terms with the traveller.
8. API, webhooks, and public catalogs
If you enable API keys, webhooks, or a public showroom, you are responsible for the destinations you choose and for any personal data you send onward. You must not use the Service to publish personal data in a public catalog.
9. Customer data
Renter and driver personal data you enter or receive through the Service is processed under the Data Processing Addendum. You are the controller of that data. You must have a lawful basis to collect it (including driving licence details, date of birth, and contact data) and to keep it.
10. Acceptable use
You agree not to misuse the Service: no reverse-engineering, no attempting unauthorised access, no using the Service to violate applicable law, no uploading unlawful content, and no bypassing billing or access controls.
11. Billing, trial, and cancellation
New workspaces may start with a card-free trial as shown at sign-up. Paid plans are billed in advance, monthly or yearly as you select, through our payment provider. Subscription prices may change, including in response to taxes or infrastructure costs; we will give reasonable notice before a new price applies to a renewal. You can cancel at any time; access continues until the end of the paid period unless these Terms allow earlier suspension. Fees for a paid period are non-refundable. Cancelling stops the next charge and does not refund the period already paid. After a paid period ends we may allow a short grace period and then restrict the workspace. Seat or workspace limits shown in the product apply. Taxes may be added where required.
12. Support and platform access
We may access workspace data as needed to operate the Service, fix defects, prevent abuse, process billing, and provide support you request. A limited number of platform operators can see account, usage, and billing information for those purposes. We do not use renter data to market to renters.
13. Intellectual property
We own the Service, software, and documentation. You own your content. You grant us a licence to host and process that content solely to provide the Service.
14. Termination
You may close your account at any time. We may suspend or terminate for material breach, unpaid fees after notice, or risk to the platform. Export your data before closure. After closure we delete or anonymise data as described in the Privacy Policy, except where law or the Data Processing Addendum requires retention.
15. Disclaimers and liability
The Service is provided "as is" without warranties of any kind. We do not warrant uninterrupted availability or that the Service will meet a particular legal, insurance, or partner-channel certification requirement. To the maximum extent permitted by law, our aggregate liability is limited to fees you paid for the Service in the 12 months before the claim. We are not liable for lost profits, lost bookings, partner-channel downtime, or renter claims arising from your rental operations, except where liability cannot be limited.
16. Indemnity
You will defend and indemnify us against claims arising from your rental contracts, your treatment of renters, partner-channel relationships, content you upload, or your breach of these Terms, except to the extent caused by our wilful misconduct.
17. Data processing
The Data Processing Addendum forms part of these Terms whenever we process personal data on your behalf.
18. Changes
We may update these Terms. Material changes will be announced in-app and by email at least 30 days in advance. Continued use after the effective date constitutes acceptance unless you cancel beforehand.
19. Contact
Questions about these Terms: [email protected].