Privacy Policy

1. Scope

This Policy applies to RentalTrack websites, applications, integrations, support, and related services (the “Service”). It does not govern the independent practices of customers, Intuit, Stripe, messaging providers, or other third parties. Their own privacy notices apply to their services.

“RentalTrack,” “we,” “us,” and “our” mean the owner and operator of the RentalTrack Service. “Customer” means a business or organization that subscribes to or is authorized to use RentalTrack. “Customer Data” means information a Customer or its users submits to or processes through the Service.

2. Our role and the Customer’s role

For most Customer Data, the Customer decides why and how the information is used, and RentalTrack acts as the Customer’s service provider or processor. The Customer is responsible for its notices, permissions, legal bases, user access, retention choices, and responses to individuals. RentalTrack may act for its own business purposes when managing accounts, billing, security, legal compliance, support, and operation of the Service.

3. Information we collect

Account and business contact information

We collect names, business names, job titles, email addresses, telephone numbers, mailing or business addresses, account preferences, subscription details, and communications with RentalTrack.

Login, device, and security information

We collect usernames or email identifiers, password-verification results, authentication and session data, IP addresses, device and browser information, timestamps, requested pages, error and diagnostic information, permission changes, and security or audit activity. Passwords are handled as protected authentication data; we do not display readable passwords.

Rental and operational information

Customers may enter rental and event details, customer and prospect records, employees and crews, vendors, inventory, pricing, schedules, routes, locations, contracts, quotes, invoices, payments, deposits, taxes, communications, checklists, training records, and other operational information.

Files, attachments, and sensitive records

The Service may store uploaded contracts, photographs, receipts, signatures, site documents, insurance records, employee records, and other attachments. Government-issued identification documents are restricted sensitive records and are handled through designated identity-document features and access controls separately from ordinary documents. Customers must use appropriate permissions, collect only what is necessary, and avoid placing sensitive information in general notes or ordinary attachments.

Payment-related information

Payment providers may collect payment-card or bank information directly under their own privacy terms. RentalTrack may receive or store limited payment-related information such as provider customer and transaction identifiers, payment status, amount, dates, fees, and the records that Customer users enter. Customers should not place full card numbers or security codes in RentalTrack free-text fields.

Information from integrations

When a Customer enables an integration, we receive the information that the Customer and provider authorize for that connection. This may include provider account identifiers, configuration, transaction records, delivery or communication status, and access tokens.

4. QuickBooks Online data

An authorized Customer administrator may connect a specific QuickBooks Online company using Intuit’s OAuth authorization process. Users authenticate directly with Intuit. RentalTrack does not request, collect, or store the Customer’s QuickBooks username or password.

Data accessed

Depending on the Customer’s configuration and requested action, RentalTrack may access:

• QuickBooks company identifiers and information, such as company name, country, currency, and tax settings;
• customers and related names, contact or billing information, and QuickBooks identifiers;
• Products and Services, income-account mappings, payment terms, and related identifiers;
• tax configuration and tax codes needed to prepare or verify invoices;
• invoices and invoice-related identifiers, totals, tax results, and status needed to export and verify Customer-directed transactions; and
• OAuth access and refresh tokens and connection metadata required to maintain the authorized connection.

Why and how the data is used

RentalTrack uses QuickBooks data only to connect and verify the authorized company, display configuration and mappings, match or create customers and Products and Services, create invoices from RentalTrack data when an authorized user requests an export, verify export results, troubleshoot the integration, protect it from misuse, and maintain an audit history. The invoice integration is one-way from RentalTrack to QuickBooks unless RentalTrack expressly identifies a feature as bidirectional.

QuickBooks data is scoped to the connected RentalTrack Customer and is not used for or disclosed to unrelated RentalTrack Customers. RentalTrack does not sell QuickBooks data, use it for advertising, or use it to train generalized artificial-intelligence models. Access in RentalTrack is limited to authorized users with applicable QuickBooks permissions and to personnel or providers who need access to operate, secure, or support the integration.

Protection and credentials

OAuth tokens are protected at rest, transmitted over encrypted connections, and handled on the server. QuickBooks client secrets and token values are restricted server-side and are not intentionally exposed in browser logs or client-side code. Safe identifiers and non-secret connection status may be displayed to authorized users for administration and troubleshooting.

Retention and disconnection

Access and refresh tokens are retained only while needed to maintain the authorized connection, subject to provider expiration and replacement. An authorized administrator can disconnect QuickBooks from RentalTrack’s QuickBooks settings. RentalTrack then attempts to revoke the provider token, removes stored access and refresh token values from the active connection, clears active token caches, and stops new exports. The Customer may also disconnect the app through its Intuit account.

After disconnection, RentalTrack may retain non-secret connection metadata, mappings, QuickBooks entity identifiers, export results, and audit records as part of the Customer’s business history and for security, support, accounting, dispute, and legal purposes. The Customer can request deletion through its administrator or RentalTrack support, subject to the limitations described in Section 9.

5. How we use information

RentalTrack uses information to:

• provide, configure, operate, maintain, and support the Service;
• authenticate users and enforce tenant isolation, roles, and permissions;
• process Customer-directed rentals, invoices, payments, documents, communications, and integrations;
• perform Customer-directed QuickBooks invoice exports and verify their results;
• detect, investigate, and prevent fraud, abuse, security threats, and unauthorized access;
• log activity, troubleshoot errors, respond to support requests, and communicate service information;
• manage subscriptions, billing, account administration, and service notices;
• improve reliability, performance, accessibility, and usability using service and diagnostic information;
• enforce agreements, protect legal rights, and comply with legal obligations; and
• create aggregated or de-identified operational information that does not reasonably identify a Customer or individual.

RentalTrack does not use one Customer’s identifiable Customer Data to provide another Customer’s workspace or records.

6. How we disclose information

We may disclose limited information to:

• service providers that support hosting, databases, storage, backups, payments, email, SMS, authentication, monitoring, error diagnostics, support, and accounting integrations;
• the Customer and its authorized users according to the Customer’s settings, tenant boundary, and permissions;
• connected third parties when an authorized user directs a transaction or enables an integration;
• professional advisers and authorities when reasonably necessary for legal compliance, safety, fraud prevention, claims, or protection of rights; and
• a successor organization in a merger, financing, reorganization, acquisition, or sale of assets, subject to appropriate confidentiality protections.

Providers may use information only to perform services for RentalTrack or the Customer and must protect it under contractual or legal duties appropriate to their role. RentalTrack does not sell personal information for money and does not share Customer Data for cross-context behavioral advertising.

7. Tenant isolation and permission-based access

RentalTrack associates Customer Data with the applicable Customer tenant and applies tenant filtering and permission checks to supported reads and writes. Customer administrators control users, Permission Groups, and feature access. Users should have only the access needed for their work. No access-control system eliminates every risk, and Customers must promptly remove former users and report suspected unauthorized access.

8. Data retention and backups

We retain information for as long as reasonably necessary to provide the Service, maintain the Customer’s account, follow Customer instructions, enforce agreements, resolve disputes, prevent fraud, maintain security and audit history, and meet legal, tax, accounting, and contractual obligations. Retention depends on the data type, Customer configuration, subscription status, sensitivity, and applicable law.

Operational backups may retain copies for a limited period under backup rotation and disaster-recovery schedules. Backups are not available through ordinary Service features and are deleted or overwritten through the applicable cycle unless preservation is reasonably required. Security and audit records may be retained longer than ordinary activity when needed to investigate abuse, demonstrate authorized actions, or protect the Service. QuickBooks token retention is described in Section 4.

9. Access, correction, export, and deletion requests

Customers can access and correct much of their information in the Service. Individuals whose information was entered by a Customer should ordinarily contact that Customer’s administrator, because the Customer controls the record. Administrators may contact RentalTrack support for available export, correction, connection, or deletion assistance.

We honor verified Customer instructions consistent with the subscription agreement and applicable law. Deletion may be limited or delayed by contractual commitments; legal, accounting, audit, and tax duties; fraud-prevention and security needs; dispute holds; provider records; technical backup cycles; or the rights of other people. Data retained for those reasons remains protected and is not used for unrelated purposes.

10. Cookies and essential browser technologies

RentalTrack uses authentication and security cookies, session storage, local storage, and similar browser technologies needed to sign users in, maintain sessions, remember essential preferences, prevent cross-site request forgery, support application installation, and keep the Service secure and functional. Blocking essential technologies may prevent the Service from working. RentalTrack does not use QuickBooks data for advertising cookies.

11. Data security

RentalTrack uses reasonable safeguards appropriate to the Service and the information handled. These include encrypted transport for supported production connections, restricted server-side secrets, credential and token protection, tenant filtering, role and permission controls, logging of selected administrative and security activity, backups, and procedures for evaluating and responding to suspected incidents.

Access to information is limited according to role and operational need. If a security incident requires notice, RentalTrack will provide notice to affected Customers or authorities as required by applicable law and available facts. No internet service, storage system, or security control can guarantee absolute security. Customers also must secure their devices, credentials, users, networks, and exports.

12. Children’s privacy

RentalTrack is a business service and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13. If you believe a child submitted information directly to RentalTrack, contact us so we can review and take appropriate action. Customers are responsible for any information they lawfully collect about event participants or family members.

13. United States hosting and international access

RentalTrack is operated and hosted primarily in the United States. If you access the Service from another country, information may be transferred to, stored in, and processed in the United States, where privacy laws may differ. Customers are responsible for determining whether the Service and their data-transfer practices meet requirements that apply to them.

14. U.S. state privacy rights

Depending on your state, relationship with a Customer, and applicable exemptions, you may have rights to request access, correction, deletion, or a copy of personal information; to appeal a decision; or to opt out of certain sales, sharing, or targeted advertising. RentalTrack does not sell personal information or use Customer Data for cross-context behavioral advertising.

If your information is controlled by a RentalTrack Customer, submit the request to that Customer’s administrator. You or the administrator may also contact RentalTrack support. We may need to verify the request and your authority. We will not discriminate against you for exercising an applicable privacy right.

15. Third-party links and services

The Service may contain links to or integrations with third-party sites and services. Their privacy and security practices are their responsibility. Review their notices before providing information. Intuit, QuickBooks, Stripe, email providers, SMS providers, and other connected services are not operated by RentalTrack.

QuickBooks and QuickBooks Online are trademarks and service marks of Intuit Inc. RentalTrack is not sponsored or endorsed by Intuit.

16. Changes to this Policy

We may update this Policy to reflect changes in the Service, integrations, law, or our practices. The “Last Updated” date identifies the latest revision. We will provide reasonable notice of material changes through the Service, email, or another appropriate channel. Updated terms apply prospectively unless law requires otherwise.

17. Contact us

For privacy questions or requests, first contact your company administrator when the request concerns Customer-controlled data. You or the administrator may contact RentalTrack at: