Base Rent Technologies provides vehicle fleet management software (RMS), direct website booking engines, and visual damage scanners. We never sell your personal information or your renters' data to advertisers. We strictly act as a Data Processor for your car rental business and safeguard all records with enterprise-grade encryption.
1. Overview & Scope
This Privacy Policy governs the manner in which Base Rent Technologies (“Base Rent”, “we”, “us”, or “our”) collects, uses, maintains, and discloses information collected from users (each, a “User” or “Customer”) of the baserent.net website, the Base Rent cloud dashboard, mobile applications, and all associated services (collectively, the “Platform”).
This policy applies to:
- Website Visitors: Individuals visiting our public marketing pages, reading our documentation, or requesting software demonstrations.
- Account Holders & Staff: Fleet operators, station managers, and counter attendants who register for an authorized Base Rent workspace account.
- End-User Renters: Customers reserving or checking out vehicles through a rental agency utilizing Base Rent RMS, our Website Builder widget, or our Lot Damage Recorder.
2. Controller vs. Processor Roles
Under the European Union General Data Protection Regulation (Regulation (EU) 2016/679 or “GDPR”) and equivalent data protection statutes worldwide, data roles are clearly demarcated:
Base Rent as Controller
We act as the Data Controller with respect to account registration data, contact information, billing records, and analytics collected directly from fleet operators and website visitors who interact with us directly.
Base Rent as Processor
When fleet operators store renter data (e.g. driver license photos, rental contracts, damage walkaround audits, signatures) inside their Base Rent instance, the Fleet Operator is the Data Controller and Base Rent is the Data Processor.
For detailed obligations regarding processing on behalf of fleet operators, please refer to our Data Processing Addendum (DPA).
3. Personal Data We Collect
Depending on your interaction with Base Rent, we collect the following categories of information:
| Category | Types of Data | Source |
|---|---|---|
| Account & Contact | Full name, work email address, company name, telephone number, business address, and password hashes. | Direct registration or demo request forms. |
| Commercial & Billing | Tax identification number, VAT registry number, invoice history, and tokenized payment identifiers. (Full payment card numbers are processed directly by PCI-DSS Level 1 compliant gateways; we never store raw CVVs). | Billing configuration by fleet operator. |
| Usage & Device Telemetry | IP addresses, browser type, device operating system, access timestamps, feature clickpaths, and crash diagnostics. | Automated server logs & performance monitoring. |
| Fleet Operator Data | Vehicle license plates, VINs, rental schedules, branch addresses, pricing matrices, and fleet performance metrics. | Provided by operator during platform usage. |
4. Legal Bases & Processing Purposes
We only process personal data when we have a legitimate legal ground under Article 6 of the GDPR:
- Performance of Contract (Art. 6(1)(b)): To provision your Base Rent workspace, process rental reservations, manage vehicle calendars, deliver invoices, and provide technical customer support.
- Legitimate Interests (Art. 6(1)(f)): To enhance system security, detect fraudulent booking attempts, monitor infrastructure stability, and improve product workflows.
- Legal Obligation (Art. 6(1)(c)): To maintain required financial, accounting, and tax records, and comply with lawful statutory requests from judicial or administrative authorities.
- Consent (Art. 6(1)(a)): For non-essential analytics cookies and opt-in product update newsletters (which can be withdrawn at any time).
5. Rental Customer & Fleet Data
Our platform empowers fleet operators to manage vehicle rentals with speed and precision. In providing these tools, operators may upload or capture information regarding renters:
- Driver Verification & KYC: Scanned driver’s license numbers, expiration dates, issuing jurisdictions, and birth dates to verify driving eligibility.
- Digital Signatures: Electronic signatures captured on counter tablets, smartphones, or desk glass confirming agreement terms and vehicle condition.
- Damage Recorder Walkaround: High-resolution photos, time-stamped inspection markers, scratch/dent coordinate locations, and return check-in proofs.
- Traffic Tickets & Toll Violations: Authority citation numbers, violation timestamps, and registered driver associations for fine management.
- Telematics & GPS Coordinates: Real-time odometer readings, fuel/battery state, and geofence events for vehicle security where hardware integrations are activated.
Important for Renters: If you rented a vehicle from a company powered by Base Rent and wish to exercise your data rights (such as viewing your rental history or requesting deletion), please contact the specific rental company directly. As the Data Controller, they maintain the authority to approve and instruct your data request.
8. Data Security & Storage (TOMs)
We implement robust Technical and Organizational Measures (TOMs) to protect personal data from accidental loss, destruction, alteration, or unauthorized access:
All network traffic is encrypted in transit via TLS 1.3. Databases and backups are protected with AES-256 at rest.
Rental operator databases and files are logically isolated to prevent cross-tenant data bleed or unauthorized visibility.
Granular staff access controls ensure counter staff, mechanics, and managers only view data pertinent to their duties.
All contract signings, damage photo uploads, and payment triggers are immutably logged with precise timestamps.
9. Data Retention & Deletion
We retain personal information only for as long as necessary to fulfill the operational purposes outlined in this policy, unless a longer retention period is required by applicable law:
- Active Subscriptions: Retained throughout the duration of the customer’s active contract with Base Rent.
- Billing & Invoices: Retained for 7 to 10 years in compliance with statutory tax, corporate, and financial accounting laws.
- Terminated Accounts: Following account closure, customer tenant data enters a 30-day retention grace period to facilitate recovery in case of accidental termination, after which it is permanently and cryptographically erased from active production databases.
10. Your Rights Under GDPR & Global Laws
If you reside in the European Economic Area (EEA), United Kingdom, Switzerland, or another jurisdiction with comparable privacy laws, you possess statutory rights regarding your personal data:
- Right of Access: Request a copy of the personal data we hold concerning you.
- Right to Rectification: Request correction of inaccurate, outdated, or incomplete records.
- Right to Erasure (“Right to be Forgotten”): Request deletion of your personal data where retention is no longer legally justified.
- Right to Restriction: Request limitation of processing under specific legal disputes.
- Right to Data Portability: Receive your data in a structured, commonly used, and machine-readable format (e.g. CSV or JSON).
- Right to Object: Object to processing carried out based on legitimate interests.
To exercise any of these rights, email our privacy team at [email protected]. We respond to verified requests within thirty (30) days without undue delay.
11. International Transfers
Where personal data is transferred outside the European Economic Area (EEA) to countries that have not received an adequacy decision from the European Commission, Base Rent relies on recognized transfer safeguards, including the European Commission’s Standard Contractual Clauses (SCCs) and supplementary technical security measures.
12. Contact & Data Protection Officer
If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact our team: