Privacy Policy

1. Who We Are

RentPro provides a software-as-a-service fleet management platform for vehicle rental companies (the "Service"). This Privacy Policy explains what personal data we collect through the Service and our website, how we use it, and the choices you have. For data your rental company enters about its own customers and drivers, the company is the data controller and RentPro processes that data on its behalf to provide the Service.

2. Data We Collect

• Account & company data: company name, trade details, TRN, addresses, and user accounts (name, email, phone, role).
• Verification (KYC) data: identity documents uploaded during onboarding — Emirates ID or passport, company licence, address proof — plus verification status and one-time verification codes.
• Operational data: vehicles, branches, bookings, rental orders, invoices, payments, maintenance records, traffic fines, and related documents entered by companies.
• Driver trip location: when a company enables trip tracking, driver GPS positions are recorded during active trips to compute distances and provide the live fleet map.
• Payment data: online card payments are processed by Stripe; we receive payment status and references but never store full card numbers.
• Usage & technical data: log-ins, audit trail of actions, device/browser information, and cookies needed for sessions and security.
• Contact messages: details you submit through our contact form.

3. How We Use Data

• To provide and operate the Service: accounts, bookings, invoicing, payments, reports.
• To verify companies during onboarding (KYC) and keep the platform safe.
• To send service emails: welcome and password-setup links, one-time codes (OTP), subscription and renewal notices, and operational alerts.
• To provide support and respond to enquiries.
• To maintain security: audit logs, tenant isolation, fraud and abuse prevention.
• To meet legal obligations, including tax (VAT) record requirements.

4. Legal Bases

We process data to perform our contract with your company, to comply with legal obligations, and for legitimate interests such as securing the platform and improving the Service. Where consent is required (for example certain communications), we rely on the consent you provide and you may withdraw it at any time.

5. Sharing

• Within your company: data is visible to your company's authorised users according to their roles and permissions. Data is never shared across companies.
• Service providers: payment processing (Stripe), email delivery, SMS delivery when enabled, and hosting providers — each only as needed to run the Service.
• Authorities: where identity or vehicle verification requires it, or where we are legally required to disclose.
• We do not sell personal data.

6. Data Retention

We keep account and operational data while your subscription is active. Financial records (invoices, payments, VAT data) are retained as required by UAE law. After termination, your company may request an export within 30 days; we then delete or anonymise data except where retention is legally required. Verification documents are kept only as long as needed for compliance.

7. Security

We apply role-based access control, tenant isolation between companies, encrypted connections (HTTPS), hashed passwords, expiring one-time codes and password links, and audit logging of sensitive actions. No system is perfectly secure; please use strong passwords and keep credentials confidential.

8. Your Rights

Subject to applicable law, you may request access to, correction of, or deletion of your personal data, object to certain processing, and request a copy of your data. Company customers and drivers should contact their rental company first, as it controls their records; we will assist companies in fulfilling these requests. You can reach us at rubyjerinsds@gmail.com.

9. Cookies

We use essential cookies for sign-in sessions, security (CSRF protection), and remembering preferences such as language and theme. We do not use third-party advertising cookies on the Service.

10. International Transfers

Data is hosted with reputable providers and may be processed outside your country. Where that happens, we take reasonable steps to ensure an adequate level of protection.

11. Children

The Service is a business tool and is not directed at children under 18. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Policy from time to time. Material changes will be announced via the Service or email, with the "last updated" date revised above.

13. Contact

Privacy questions or requests: rubyjerinsds@gmail.com — Dubai, United Arab Emirates.