Privacy & booking help

Information used for your rental

We use the contact details you provide, rental dates, trailer selection, intended use, qualification acknowledgments, optional delivery address, signed agreements and changes, inspection responses, and rental-related messages. Payment and refund references help us reconcile what was collected or returned.

We keep timestamps and relevant activity records to protect bookings, explain changes and resolve disputes. Our hosting and payment services also process technical information needed to operate and protect the service.

Services that help complete your booking

• Stripe processes online payments and refunds. Card details are entered in Stripe's payment interface; Rental OS does not store your full card number or card security code. Stripe privacy notice.
• Cloudflare hosts and protects Rental OS and stores its booking records and documents. Cloudflare privacy notice.
• Google Maps receives the delivery address you submit when we calculate road distance and a delivery quote. Google privacy notice.
• Gmail sends rental confirmations, agreements, reminders, updates and access-recovery messages from the Trailer Bros business mailbox. Messages can contain your rental details and signed documents.

The owner authorizes the business Gmail connection. Rental OS requests that account's identity and permission to send email; it does not request access to read its inbox. Customers do not connect their own Google accounts to book. We use this authorization for rental communication and access recovery.

The owner's email identity identifies the approved sender. Encrypted authorization tokens let the service send mail without storing the mailbox password. The owner can disconnect the mailbox or revoke access through Google. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

Rental OS does not sell your information or use it for advertising. If you book through a marketplace, that marketplace also handles information under its own privacy notice. Its payment or deposit records may be separate from ours.

Saved access and secure links

Essential browser cookies let you return to saved booking work and protect requests. Clearing browser access removes that device's access; it does not cancel a reservation or erase signed rental records.

Agreement, inspection and recovery links can grant access to rental information. Keep them private. Links and browser access expire independently of the rental record; contact us if you need access restored. No marketing-cookie choice is required to use Rental OS.

Retention, corrections and requests

Our retention baseline for completed rental agreements, condition records and financial history is seven years after the rental closes. We review incomplete, unsigned booking requests for deletion after 90 days without activity. Records connected to an open claim, unresolved payment or legal obligation may need to be kept longer.

Signed agreements and transaction history may need to remain intact when we record a correction. Secure backups help recover records after an outage; removing information from active use does not instantly remove it from a retained backup.

You can request access to, correction of, or deletion of your information by emailing trailerbrosaz@gmail.com. We will verify that the request concerns your records and explain any information that needs to be retained for an unresolved rental, financial record, claim or legal obligation.

Do not include sensitive documents in your first message. We will explain what is needed and how to provide it.

Changes to this notice

We will update the date on this page when our handling of Rental OS information changes. Your signed rental agreement records the terms accepted for that rental; this notice does not change those signed terms.