Privacy Policy

When merchants install RentBase, we collect and process the following data:

• Merchant information: Shop domain, store name, and email address (provided by Shopify during installation).
• Customer information: Customer name and email address, only as part of rental booking records created through the merchant's store.
• Order information: Order IDs and product details related to rental bookings.
• Product information: Product and variant data for items configured for rental.
• Uploaded sensitive files: ID documents, signatures, and requirement attachments submitted by customers when the merchant enables checkout documents.

We use the collected information solely to operate and support RentBase:

• Manage rental availability and booking calendars.
• Process and track rental reservations.
• Send booking confirmation and reminder notifications (when enabled by the merchant).
• Provide the merchant with booking management tools.

For merchant account and support data, we generally act as an independent controller. For customer booking data and uploaded documents processed through a merchant's store, we generally act as a processor or service provider on the merchant's behalf, according to the app configuration and the merchant's instructions.

When a merchant enables RentBase checkout documents, customers can be asked to complete one or two steps before finalizing a rental:

• Customer information form: standard fields such as name, surname, email, phone, and address, plus any custom fields configured by the merchant.
• Requirements / contract step: contract acknowledgements, custom requirement fields, ID document uploads, signatures, and additional requirement attachments when enabled by the merchant.

Merchants decide which fields are shown and which ones are mandatory. RentBase surfaces a privacy notice and links to this policy in those flows, but the merchant remains responsible for any store-specific notices, legal basis, and consent requirements that apply to their customers.

We do not sell, trade, or share personal data with third parties for their own marketing purposes. We use infrastructure and communication providers to operate the app, including:

• Resend (email service) — to deliver booking notifications, using only the customer's email address when notifications are enabled.
• Neon (database provider) — to store booking data and sensitive uploads securely.
• Render (hosting provider) — to host and run the application.

These providers are used only to provide the service and do not receive data for their own marketing purposes.

We retain booking records while the merchant's app installation is active. Merchants can configure a retention period for uploaded ID documents and requirement file attachments. When the configured value is greater than 0, those files are automatically deleted after the selected number of days from the rental end date. Contract data and signatures are retained as part of the contract evidence. Setting the retention value to 0 disables automatic deletion and should be used only if the merchant has a valid legal basis to keep those uploads without a time limit.

When a merchant uninstalls RentBase, all associated data (settings, bookings, and customer information) is permanently deleted within 48 hours.

We protect personal data through:

• Encryption in transit (TLS/HTTPS) for all communications.
• Encryption at rest for uploaded sensitive files using AES-256-GCM before storage.
• Storage in managed database infrastructure and not on public CDNs.
• Access limited to authorized personnel only.

Merchants remain responsible for providing appropriate privacy notices to their customers, obtaining any required consents, and choosing a retention period that complies with applicable law. Merchants can request access to, correction of, or deletion of their data at any time by contacting us. We support Shopify's mandatory GDPR webhooks for customer data requests, customer data erasure, and shop data erasure.

If you need additional information about privacy or data processing for your store, contact us at the email address below.

RentBase does not use cookies or tracking technologies on the merchant's storefront. The admin interface uses Shopify's standard session management.

We may update this Privacy Policy from time to time. We will notify merchants of any material changes through the app or via email.

If you have questions about this Privacy Policy or your data, please contact us at: rentbasesupport@gmail.com