Privacy Policy

This policy applies to the public website at rentalbench.com, the web application at app.rentalbench.com, the RentalBench iOS and Android apps, and the services that support rental workspaces and their customer-facing storefronts. It includes account and provider sign-in information, rental-business records, payments, documents and signatures, as well as waitlist, template-email and contact requests.

A rental business decides which customer and operational records it enters into its workspace and how it uses them. Its own privacy notice also applies when you rent from that business. Contact the rental business about its use of your rental records; contact us about RentalBench accounts, our website, or the processing described below.

Applicodo SRL operates RentalBench and is responsible as controller for its account administration, subscription billing, security, website, support and communications processing. When a rental business uses RentalBench to manage its customers, rentals and documents, that business is the controller and we process those workspace records on its behalf to provide the service.

We collect or process the following categories of information:

• Accounts and authentication. Your name, email address, password hash when you use a password, organization and team membership, role, account status, and connected sign-in provider identifiers. Session records can include IP address, user agent, device name, platform and revocation status. We do not receive your Google or Apple password.
• Workspace and rental records. Information you or your rental business provide, such as business and location details, customer contact and billing information, inventory, reservations, orders, handoff and return records, notes, uploaded images, rental documents, signatures, and activity history. Subscription and payment records can include billing details, transaction identifiers, amounts, status, invoices and refunds. Payment card details are collected by the payment processor through its payment forms rather than stored as full card numbers by RentalBench.
• Mobile device features and storage. The app uses secure device storage for session credentials and can cache operational data on the device. If you permit camera access, QR scanning reads inventory identifiers; the scanner does not save photos or video. Images you choose to attach to workspace records are uploaded when you submit them. Selecting a business location is workspace context, not GPS tracking.
• Information you provide. Your email address when you join the waitlist or ask us to email a generated template; the template settings encoded in that requested link; and your email address, message, and any other details you choose to send when you contact us.
• Website, app and security logs. Hosting systems may process IP address, request time, requested page, referrer, browser or device information, and similar technical data needed to deliver and protect the site.
• Aggregated site measurements. Ahrefs provides cookie-free traffic measurements, and Vercel Speed Insights records anonymous performance data such as route, browser, device type, country, network speed, and Web Vitals.
• Optional Google Analytics data. If you allow analytics, Google Analytics processes page visits, approximate location, browser and device information, referrer, and events for marketing calls to action, product workflow steps, interface interactions, and server-confirmed product and subscription lifecycle changes. Authenticated analytics uses an opaque account identifier to join sessions across devices. We do not intentionally send names, email addresses, phone numbers, addresses, free-form text, form values, document contents, file names, domain names, or RentalBench record identifiers to analytics.
• Your analytics preference. We store whether you allowed or declined optional analytics so the site can respect that choice.

• To provide your account, authenticate sign-in, maintain sessions, apply team and location permissions, and operate inventory, rentals, documents, storefronts and other requested workspace features. We process account information to perform our service agreement; workspace records are processed on the rental business's instructions.
• To administer subscriptions and payments, deliver account and rental notifications, respond to support requests, prevent abuse and unauthorized access, and diagnose service errors. Depending on the purpose, this is necessary to perform our agreement, meet legal obligations, or pursue our legitimate interests in operating and protecting the service.
• To deliver, maintain, secure, troubleshoot, and improve the website and apps based on our legitimate interests in operating a safe and useful service.
• To respond to questions and requests based on our legitimate interests or steps requested before entering a contract.
• To add you to the RentalBench launch-update waitlist and send those updates based on your consent. You may unsubscribe or withdraw that consent at any time.
• To send a generated template link you request and record the address in the RentalBench Subscribers list. This form does not currently start an automated email series.
• To run Google Analytics only after you give consent. Withdrawing consent does not affect processing that lawfully occurred before withdrawal.
• To comply with legal obligations and establish, exercise, or defend legal claims when necessary.

We do not use the personal data described here for solely automated decisions that produce legal or similarly significant effects.

Google sign-in is optional. It requests only basic identity permissions: OpenID, email and profile. Google provides your stable Google account identifier, email address and basic profile information, such as your name when available. We use this information to verify who is signing in, associate the provider with the correct RentalBench account, and, in web signup flows, populate the account name and email. We do not request access to Gmail, Google Drive, Calendar, contacts or other Google account content.

In the staff mobile apps, provider sign-in works only for an existing connected account and never creates a user or workspace. To connect a provider, first sign in to your existing account and use Settings → Profile & security → Connected accounts. We verify fresh provider authorization and retain the provider name, stable account identifier and any supplied provider email. A matching email alone does not connect accounts, and connecting does not replace your RentalBench account details. Web signup and storefront signup retain their own account-creation flows.

Google authorization codes and tokens are used during server verification. Provider access and refresh tokens are not retained for ongoing Google API access. The mobile app keeps its own revocable RentalBench session credential in secure device storage. The provider identifier and email remain with the connection while needed for account authentication, until that connection or account is deleted, subject to necessary security and legal retention.

Where available, Sign in with Apple similarly provides a stable Apple identifier and an email address, which may be an Apple private relay address. Repeat authorization may not supply an email or name. We use the identifier to verify the connection rather than attempting to match your account by email.

Google sign-in information is used for authentication and account administration, not advertising, sale of data, or training AI models. We share it only as needed with providers operating the service, for authorized support or security work, or when legally required. RentalBench follows the Google API Services User Data Policy and its Limited Use requirements when handling Google account information.

You can review and revoke Google authorization in your Google Account connections, or manage Apple authorization in your Apple account settings. Revoking provider authorization does not itself delete your RentalBench account, rental records, or an already issued RentalBench session. Sign out or revoke sessions in Profile & security, and contact hello@rentalbench.com to request deletion of a provider connection or account. Use your existing password or another connected sign-in method where available.

We use providers to deliver and protect the website and apps:

• Hetzner and Cloudflare provide application hosting, storage, network delivery, domain and security services. Authorized service operators process workspace data to run and maintain RentalBench.
• Stripe processes subscription billing and supported rental payments. Payment information is shared with Stripe for those transactions; its own privacy policy also applies to its payment services.
• Sentry supports application error and performance monitoring, which can include error details and technical request context.
• Vercel hosts and delivers the site and provides anonymous Speed Insights. Read Vercel's Speed Insights privacy information.
• Ahrefs provides cookie-free, aggregated website analytics without persistent identifiers by default. Read the Ahrefs Web Analytics description.
• Google and Apple verify provider sign-in when you choose it. Google also provides optional Google Analytics after consent. Read Google's Analytics privacy and data information.
• Loops stores contact details and delivers account, rental and subscription messages, waitlist communications and requested template links on our behalf. Account messages do not by themselves enroll you in marketing communications. Read the Loops Data Processing Agreement.

We may also disclose information to professional advisers, contractors bound by appropriate duties, authorities when legally required, or a successor involved in a business reorganization. We do not sell personal information or share it for cross-context behavioral advertising, and RentalBench does not use targeted advertising.

The web app uses necessary session cookies and browser storage for sign-in, security and requested functionality. Mobile apps use device storage for session credentials and cached workspace data. Optional analytics consent is separate from Google or Apple sign-in; choosing a sign-in provider does not grant analytics consent.

The necessary first-party preference cookie rentalbench_analytics_consent stores “granted” or “denied” for 180 days. It remembers and enforces your analytics choice across rentalbench.com and app.rentalbench.com.

Google Analytics is blocked until you allow analytics in the cookie settings. After consent, Google Analytics may set _ga and _ga_<container-id> cookies, with a default duration of up to two years subject to browser limits and our configuration. Google Analytics user- and event-level retention follows our property setting, using Google's available GA4 periods (generally two or 14 months); aggregated reports may remain available longer.

Declining optional analytics does not reduce website functionality. You can change your choice at any time. Withdrawing analytics consent stops further Google Analytics measurement and removes accessible Google Analytics cookies.

• Account details, connected-provider identifiers and workspace records are kept while needed to provide the account and requested rental services. Workspace administrators control operational records and can request workspace closure. Deletion requests are subject to identity and authority checks, applicable recovery periods, and legal or security needs. Removing a provider connection does not delete rental records.
• Session and security records are retained as needed to manage access, investigate abuse and protect accounts. Billing, accounting, dispute and transaction records may need to be retained after account closure. Backup copies are removed through the applicable backup lifecycle rather than immediately from every backup when a live record is deleted.
• Waitlist, subscriber, and template-email records are kept while needed for the stated program or until you ask us to delete them. Unsubscribing stops future marketing but does not itself delete the contact record. We may retain limited suppression information needed to honor an unsubscribe request.
• Contact correspondence is kept for the time needed to answer and follow up, and longer when reasonably necessary for business or legal records.
• Hosting, security, and performance records are kept for the operational period needed for their purpose and according to the relevant provider and account settings.
• The analytics preference cookie lasts 180 days. Google Analytics cookie and reporting periods are described in the cookies section above.

We may retain information longer when required by law, necessary to resolve a dispute, or needed to establish, exercise, or defend a legal claim.

Some providers may process information in the United States, Singapore, or other countries outside the European Economic Area. Where data-protection law requires it, transfers rely on an adequacy decision, standard contractual clauses, or another lawful safeguard made available by the relevant provider.

We use reasonable technical and organizational measures appropriate to the nature of the service and the information involved. No internet transmission or storage system is completely secure, so we cannot guarantee absolute security.

Depending on where you live and the circumstances, you may have the right to request access, correction, deletion, restriction, portability, or a copy of your personal data; object to processing based on legitimate interests; and withdraw consent at any time. You may also have additional rights under applicable local law.

Send a request to hello@rentalbench.com. We may need to verify your identity before completing a request. We will respond within the period required by applicable law.

You also have the right to lodge a complaint with a data-protection supervisory authority. Applicodo SRL's lead authority is Romania's National Supervisory Authority for Personal Data Processing (ANSPDCP).

RentalBench staff accounts and marketing are intended for business users, not children under 16. A rental business is responsible for the customer records it provides, including any information about minors and any necessary permission. Contact us if you believe a child has provided account information directly so we can review and delete it when appropriate.

We may update this policy when the website, apps, providers, or legal requirements change. We will publish the revised policy here and update the effective date. We will provide a more prominent notice when a change materially affects how we handle personal data.

For privacy questions, requests, or concerns, contact Applicodo SRL at hello@rentalbench.com or write to 12 Fundac Teohari Antonescu, 700276 Iași, Romania.