About this notice
RentCloud provides cloud-based operational software for car-rental companies. This policy explains what personal data we collect, why, and your rights under the GDPR and applicable laws in the markets we serve.
1. Who we are
This Privacy Notice is issued by RentCloud ("RentCloud", "we", "us"), the controller of personal data processed via the RentCloud platform (the dashboard at app.rentcloud.ai, the partner portal, and the customer-facing kiosk and signing surfaces).
You can contact our data team at privacy@rentcloud.ai for any question about how your data is handled, or to exercise the rights described in section 7.
2. Roles, controller vs. processor
When you book a vehicle through a partner using RentCloud, the rental partner is the controller of your booking, contract, payment, and identification data. RentCloud acts as a processor on their instructions, under a data processing agreement aligned with Article 28 GDPR.
When you sign up as a RentCloud user (partner staff, super-admin, ops user), RentCloud is the controller of your account, sign-in, and audit-log data.
3. Categories of personal data
- Account data, name, email, hashed password, role, language preference, two-factor configuration, audit timestamps.
- Booking & contract data, names, addresses, booking references, vehicle and pricing details, contract PDFs.
- Identification data, driver's license number, ID document number, expiry dates, scan images. Stored encrypted at rest; access logged.
- Payment data, Stripe customer + payment-method references. RentCloud never sees or stores raw card numbers; they remain inside Stripe's PCI-DSS Level 1 environment.
- Vehicle handover data, handover/return photos, signatures (drawn or remote-link), odometer + fuel readings, damage notes.
- Technical data, IP address, user-agent, session token hash, audit-log entries describing actions you took inside the dashboard.
4. Lawful basis (GDPR Article 6)
- Contract performance (Art. 6(1)(b)), for the rental contract you sign with a partner and the platform subscription contract partners hold with RentCloud.