Privacy Notice

Who Holds Your Information

Your Business does, at 1022 Samsonite Blvd. The rental software is provided by EZRentalYard LLC, which stores and processes this information on Your Business' instructions and does not use it for anything of its own. Decisions about what is collected and how long it is kept are made by Your Business.

What Is Collected

• Your name and contact details, so the hire can be arranged and you can be reached.
• Your driver's license — and, where it is scanned, an image of it — to confirm you are licensed to tow what you are hiring.
• Details of the vehicle you are towing with, where the hire depends on it.
• Your signature on the rental agreement and on any declarations it asks you to make.
• Photographs taken at the inspection when equipment goes out and comes back.
• The record of the hire itself — dates, equipment, charges and payments.

Why

To confirm who you are, to perform the rental agreement you sign, and to keep the records the law and Your Business' insurers require. Inspection photographs exist so that a disagreement about the condition of equipment can be settled by looking at it rather than by whose memory is louder — which protects you as much as the yard.

Your information is never sold, and it is not used to advertise to you.

Your driver's license

This is the most sensitive thing collected, so it gets its own section.

License images are not stored where the website can serve them. They sit outside the public area of the server and are handed out only to a signed-in member of staff at Your Business — or, while EZRentalYard is running or supporting the software for them, to an EZRentalYard developer. Whoever opens the image, it is recorded in Your Business' own activity log. Where a license is scanned to read the fields off it, the image is sent to Amazon Textract for that purpose and for nothing else. Amazon has been instructed, by an account-level opt-out policy, not to keep that image, not to use it to improve or train its services, and not to move it outside the United States.

License images are deleted automatically after 90 days. The clock does not start when you hand the license over — it starts at the later of that moment and the end of your most recent hire, so a license held during a long rental is not destroyed while the trailer is still out, and a customer with an open rental is never purged. When the image goes, the details read off it go with it.

Who Else Sees It

Nobody who does not need to. Beyond Your Business' own staff, the information passes through the companies that run the software: EZRentalYard makes the software, and its developers may see this information while running and supporting it for Your Business. Amazon Web Services hosts it, Amazon Simple Email Service sends any email you receive about your hire, and Amazon Textract reads a license when one is scanned. All are United States companies operating in United States regions. Information may also be shared where the law requires it, or where it is needed to bring or defend a legal claim about a hire.

Asking About Your Information

You can ask Your Business what is held about you, ask for it to be corrected if it is wrong, and ask for it to be deleted. Deletion is not always possible — a completed hire, its charges and its inspection record may need to be kept while a claim or a tax or insurance obligation is still live — and where something cannot be deleted you will be told what is being kept and why, rather than simply refused.

Deleting something removes it from Your Business' live system straight away. The rental software also keeps encrypted off-site backups, and a copy can sit in one of those for up to 30 days before it goes too. Backups are cycled on a schedule rather than edited — restoring one to pull out a single record would bring back everything else deleted since, which is worse for everyone it concerns.

Email charliemg31@gmail.com, or call 0123456789. Please say what you are asking for, so it can be answered properly.

Changes

If this notice changes, the version here is the current one. The retention period above is read live from Your Business' settings, so this page cannot fall out of step with what the software actually does.