Terms of Service and End-User License Agreement

1. Agreement to these Terms

These Terms of Service and End-User License Agreement (“Terms”) apply to the RentalTrack websites, applications, integrations, and related services (collectively, the “Service”). “RentalTrack,” “we,” “us,” and “our” mean the owner and operator of the RentalTrack Service. “Customer” means the company or other organization that subscribes to or is authorized to use the Service. “You” means the Customer and each person who accesses the Service for the Customer.

By creating an account, accepting an order, connecting an integration, or accessing or using the Service, you agree to these Terms. If you do not agree, do not use the Service. An order form, subscription agreement, or other written commercial agreement accepted by RentalTrack and the Customer (an “Order”) may include additional terms. If an Order conflicts with these Terms, the Order controls for that conflict.

2. Eligibility and authority

You must be at least 18 years old and legally able to enter a contract. If you use the Service for a company or other organization, you represent that you have authority to bind that organization to these Terms. The Customer is responsible for ensuring that its users are authorized to use the Service.

3. The RentalTrack Service

RentalTrack is a cloud-based rental and event-management platform. Depending on the Customer’s plan, configuration, and permissions, it may support customer and event records, inventory and availability, quotes, contracts, invoices, payments, scheduling, employees and crews, documents, communications, reporting, and third-party integrations.

Features may be added, changed, limited, or discontinued. Beta, preview, or evaluation features may be less reliable and may change without notice. RentalTrack does not guarantee that every feature is available to every Customer.

4. Accounts, credentials, administrators, and permissions

Account information must be accurate and kept current. Each user must use an individual account and keep credentials confidential. You must promptly report suspected unauthorized access and are responsible for activity performed through your account except to the extent caused by RentalTrack’s breach of these Terms.

Customer administrators control user invitations, roles, Permission Groups, company settings, and access to Customer Data. The Customer is responsible for selecting appropriate administrators, granting only necessary permissions, removing access promptly when a user no longer requires it, and reviewing user activity. RentalTrack may rely on instructions from authorized administrators.

5. Subscription fees, billing, renewals, taxes, and cancellation

Fees, plan limits, billing frequency, subscription term, and any trial or promotional terms are stated in the applicable Order or checkout. Unless an Order says otherwise, subscription fees are billed in advance, payment obligations are non-cancelable during the current paid term, and amounts paid are non-refundable except where required by law.

If the subscription is configured to renew automatically, it renews for the period stated in the Order unless the Customer cancels before the renewal date. A cancellation normally takes effect at the end of the then-current paid period unless the Order or law provides otherwise. The Customer authorizes RentalTrack and its payment provider to charge the selected payment method for fees, renewals, and applicable taxes.

Fees exclude sales, use, excise, value-added, and similar taxes unless stated otherwise. The Customer is responsible for applicable taxes other than taxes based on RentalTrack’s net income. RentalTrack may suspend access after reasonable notice for overdue amounts, failed payments, chargebacks, or material billing disputes, subject to the applicable Order and law.

6. Limited right to use the Service

Subject to these Terms, the applicable Order, and payment of fees, RentalTrack grants the Customer a limited, revocable, non-exclusive, non-transferable, non-sublicensable right during the subscription term to permit its authorized users to access and use the Service for the Customer’s internal business operations. No software is sold, and no ownership rights are transferred.

7. Acceptable use

You may not, and may not permit anyone else to:

• access the Service, another account, or another Customer’s data without authorization;
• probe, scan, penetration test, or test security or availability without RentalTrack’s prior written permission;
• use the Service for unlawful, fraudulent, abusive, deceptive, harassing, or rights-infringing activity;
• reverse engineer, decompile, disassemble, copy, or attempt to derive source code or non-public technology except where law expressly permits it;
• scrape, harvest, crawl, or use automated means to extract data except through an authorized feature or documented interface;
• share credentials, bypass access controls or usage limits, or conceal the identity or origin of activity;
• upload malicious code or content, interfere with the Service, overload infrastructure, or disrupt another user;
• resell, lease, sublicense, or provide the Service to an unrelated third party unless an Order expressly permits it; or
• use the Service to build or benchmark a competing product where prohibited by applicable law.

8. Customer Data and sensitive records

“Customer Data” means information, files, and content submitted to the Service by or for the Customer, including rental and event records, customer and vendor information, employee information, schedules, documents, identity records, payment-related records, and communications. As between RentalTrack and the Customer, the Customer retains ownership of Customer Data.

The Customer grants RentalTrack a limited, non-exclusive license to host, copy, process, transmit, back up, display, and otherwise use Customer Data only as reasonably necessary to provide, maintain, support, secure, and improve the reliability of the Service; follow Customer instructions; enforce these Terms; and comply with law.

The Customer is responsible for the accuracy, quality, legality, and retention of Customer Data and for obtaining all notices, consents, permissions, and lawful bases needed to collect and process it. The Customer must not upload information it is prohibited from collecting or disclosing.

Government-issued identification, payment information, employee records, customer information, and other sensitive data require particular care. The Customer must limit collection to what is necessary, use the Service’s applicable restricted features and permissions, avoid placing sensitive information in free-form fields or ordinary attachments when a designated workflow exists, and comply with applicable notice, access, retention, and deletion requirements. RentalTrack is not a system of record for every legal retention obligation.

9. Third-party services and integrations

The Service may connect with services provided by third parties, including QuickBooks Online, Stripe, SMS providers, email providers, authentication services, and other tools selected by the Customer. Third-party services are governed by their own terms and privacy policies. RentalTrack does not control and is not responsible for their availability, security, changes, or acts and omissions. The Customer authorizes RentalTrack to exchange data with a connected service as needed to perform Customer-directed actions.

QuickBooks Online

QuickBooks and Intuit are third parties. RentalTrack is not sponsored, endorsed, or operated by Intuit. QuickBooks use is also governed by Intuit’s terms. QuickBooks and QuickBooks Online are trademarks and service marks of Intuit Inc. and are used for identification only.

After an authorized Customer administrator connects a QuickBooks company, RentalTrack may read authorized company context, customers, Products and Services, accounts and payment terms used for mappings, tax configuration, invoices, and related identifiers needed to configure and verify the integration. Following an authorized user’s instructions, RentalTrack may create or match customers, create or match Products and Services, and create invoices using RentalTrack invoice data.

The RentalTrack QuickBooks invoice workflow is one-way from RentalTrack to QuickBooks unless RentalTrack expressly labels a feature otherwise. It is not a general accounting synchronization service. Users must review exported customers, items, taxes, totals, and invoices in QuickBooks and remain responsible for the accuracy and completeness of their accounting records.

10. No professional advice

RentalTrack provides operational software, not accounting, tax, legal, payroll, investment, or other professional advice. Reports, calculations, exports, templates, and workflow suggestions are tools for the Customer’s review and do not replace advice from qualified professionals. The Customer is responsible for its books, filings, payroll, contracts, and legal compliance.

11. Availability, maintenance, updates, and service changes

RentalTrack works to keep the Service available but does not promise uninterrupted or error-free operation. Access may be affected by maintenance, updates, internet or provider failures, security events, emergencies, or circumstances outside RentalTrack’s control. We may deploy updates, modify functionality, impose reasonable technical limits, or temporarily restrict features to protect the Service and its users. When practical, we will provide notice of material planned disruptions.

12. Shared security responsibilities and backups

RentalTrack uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the Service. The Customer is responsible for secure devices and networks, strong and unique passwords, appropriate user permissions, prompt account removal, lawful configuration, and notifying RentalTrack of suspected compromise.

RentalTrack may maintain operational backups for continuity and recovery, but backups are not an archival service and do not replace the Customer’s own retention program. The Customer must keep independent copies of contracts, accounting records, identity documents, and other critical records where loss would materially affect its business or legal obligations.

13. RentalTrack intellectual property and feedback

RentalTrack and its licensors own the Service, software, designs, documentation, workflows, trademarks, and all related intellectual-property rights, excluding Customer Data and third-party materials. Except for the limited right in Section 6, no rights are granted by implication, waiver, or estoppel.

If you provide suggestions, ideas, or feedback, you grant RentalTrack a worldwide, perpetual, irrevocable, royalty-free, transferable, and sublicensable right to use and incorporate that feedback without restriction or compensation, provided RentalTrack does not identify you publicly without permission.

14. Confidentiality

Each party may receive non-public information that a reasonable person would understand to be confidential. The receiving party will use confidential information only to perform under these Terms, protect it with reasonable care, and disclose it only to personnel and service providers who need it and are bound to protect it. These duties do not apply to information that is public without breach, already lawfully known, independently developed, or lawfully received without restriction. A party may disclose information when legally required after giving notice where permitted.

15. Suspension, termination, export, and deletion

RentalTrack may suspend or limit access if reasonably necessary to address a security risk, unlawful or abusive activity, a material breach, overdue fees, harm to the Service or others, or a legal requirement. When practical, RentalTrack will provide notice and an opportunity to cure.

Either party may terminate as allowed by the applicable Order. Either party may terminate for an uncured material breach after reasonable written notice, or immediately if the other party becomes insolvent or continued performance would violate law. On termination, the license ends and users must stop accessing the Service.

During the subscription and for a reasonable period after termination, the Customer may request export of available Customer Data in a form RentalTrack reasonably supports. RentalTrack may delete Customer Data after the applicable access or retention period. Some information may remain in backups until overwritten and may be retained longer when reasonably required for legal obligations, security, fraud prevention, dispute resolution, financial records, contractual commitments, or audit history. Data that is retained remains protected under these Terms.

16. Warranty disclaimer

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” RENTALTRACK DISCLAIMS ALL EXPRESS, IMPLIED, STATUTORY, AND OTHER WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, AND QUIET ENJOYMENT. RENTALTRACK DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR COMPATIBLE WITH EVERY SYSTEM, OR THAT DATA OR RESULTS WILL BE COMPLETE OR ACCURATE. RIGHTS THAT CANNOT LAWFULLY BE DISCLAIMED ARE NOT AFFECTED.

17. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES, OR FOR LOST PROFITS, REVENUE, BUSINESS, GOODWILL, OR DATA, EVEN IF ADVISED THAT SUCH DAMAGES ARE POSSIBLE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, RENTALTRACK’S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE FEES PAID OR PAYABLE BY THE CUSTOMER TO RENTALTRACK FOR THE SERVICE DURING THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY. FOR A FREE SERVICE, THE CAP IS ONE HUNDRED U.S. DOLLARS. THESE LIMITS APPLY IN THE AGGREGATE REGARDLESS OF THE FORM OF ACTION. THEY DO NOT APPLY TO LIABILITY THAT CANNOT LAWFULLY BE LIMITED.

18. Indemnification

The Customer will defend, indemnify, and hold harmless RentalTrack and its owners, officers, employees, and contractors from third-party claims, damages, judgments, penalties, costs, and reasonable attorneys’ fees arising from Customer Data; the Customer’s or its users’ unlawful use of the Service; violation of these Terms; or infringement of another person’s rights. RentalTrack will promptly notify the Customer and reasonably cooperate. The Customer may not settle a claim in a way that admits fault by or imposes obligations on RentalTrack without RentalTrack’s written consent.

19. Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control, including natural disasters, severe weather, war, terrorism, civil unrest, labor disputes, utility or internet failures, government action, epidemics, provider outages, or widespread cyberattacks. This section does not excuse payment obligations for Service already provided.

20. Governing law and venue

These Terms are governed by the laws of the State of Texas, without regard to conflict-of-law principles. The state and federal courts located in Texas have exclusive jurisdiction, with venue in the county of RentalTrack’s principal place of business, unless applicable law requires a different forum. Each party consents to personal jurisdiction in those courts.

21. Changes to these Terms

RentalTrack may update these Terms to reflect changes in the Service, law, security practices, or commercial operations. The “Last Updated” date shows when these Terms were revised. We will provide reasonable notice of material changes through the Service, email, or another appropriate method. Changes apply prospectively. Continued use after the effective date constitutes acceptance where permitted by law.

22. Electronic communications

You consent to receive agreements, notices, invoices, disclosures, support messages, and other communications electronically. Electronic communications satisfy legal writing requirements. The Customer must keep account contact information current and may retain copies for its records.

23. General terms

If a provision is unenforceable, it will be limited to the minimum extent necessary and the remaining provisions will remain effective. A failure to enforce a provision is not a waiver. The Customer may not assign these Terms without RentalTrack’s written consent, except in connection with a merger, reorganization, or sale of substantially all assets if the assignee accepts these Terms. RentalTrack may assign these Terms in connection with a corporate transaction or to an affiliate or successor.

These Terms and the applicable Order are the entire agreement about the Service and replace prior or contemporaneous agreements on that subject. Headings are for convenience only. Sections that by their nature should survive termination—including ownership, confidentiality, disclaimers, liability, indemnification, and general terms—will survive.

24. Contact

Questions or legal notices about these Terms may be sent to: