Terms & Conditions

1. Acceptance & Scope of Terms

These Terms and Conditions (“Agreement”) constitute a legally binding agreement entered into between Base Rent Technologies (“Base Rent”, “Company”, “we”, “us”) and the business entity or individual (“Customer”, “Fleet Operator”, “you”) registering for, accessing, or subscribing to our software solutions.

By accessing or using our websites at baserent.net, executing an order form, initiating a free trial, or authorizing staff access to our dashboard, you agree to be bound by these Terms and our Privacy Policy and Data Processing Addendum (DPA).

2. The Base Rent Platform & Softwares

Base Rent provides a specialized suite of cloud software products engineered for car rental agencies, mobility providers, and fleet managers:

• RMS (Rental Management System): Centralized reservation calendar, multi-vehicle Gantt scheduling, rate matrices, counter contracts, vehicle return dispatching, and accounting exports.
• Damage Recorder: Mobile Progressive Web App (PWA) and tablet walkaround system enabling interactive 3D body damage pinpointing, 4K lot photos, electronic glass signatures, and timestamped condition audits.
• Website Builder & Booking Engine: Customer-facing direct booking widgets, dynamic seasonal fleet pricing, security deposit pre-authorization holds, and payment gateway connections.

Base Rent reserves the right to enhance, upgrade, or modify platform features over time to deliver continuous performance and security enhancements.

3. Operator Accounts & Staff Access

To access the administrative dashboard, the Customer must create an authorized workspace account:

• Account Security: You are responsible for safeguarding your administrative credentials and ensuring that authorized personnel maintain secure passwords. Any actions performed under your account credentials remain your operational responsibility.
• Staff User Seats: Base Rent includes generous team allowances per subscription tier. You may configure granular role-based permissions (Counter Attendant, Station Manager, Yard Mechanic, Administrator). User accounts may not be shared concurrently across unverified personnel.
• Notice of Breach: You agree to notify Base Rent immediately via [email protected] upon discovering any unauthorized access, account compromise, or credential leakage.

4. Subscriptions, Pricing & Invoicing

Platform pricing is published on our Pricing Page and is metered primarily on active vehicles in your fleet:

• 14-Day Free Trial: New operators may test the software without fee or pre-authorized credit card requirement. At the conclusion of the trial period, the customer must select an active plan to continue uninterrupted operations.
• Billing Cycles: Subscriptions are offered on a monthly or annual prepaid basis. Annual subscriptions receive discounted promotional pricing (e.g. 2 months free).
• Seasonal Fleet Flexibility: Base Rent accommodates rental fleet seasonality. You may pause inactive or decommissioned seasonal vehicles inside your settings to prevent unnecessary meter costs. If your fleet temporarily expands during peak holiday periods, our system provides graceful overage buffers rather than locking counter staff out of reservations.
• Payment & Taxes: Invoices are payable via approved payment methods (credit/debit card, SEPA direct debit, or bank wire transfer for Enterprise contracts). Rates exclude applicable Value Added Tax (VAT), sales tax, or local levies, which are charged where legally required.

5. 0% Direct Booking Guarantee

We believe car rental operators should retain 100% of the revenue generated through their direct marketing and customer relationships:

6. Service Availability & 99.99% SLA

We understand that vehicle rental desks operate 24 hours a day, 7 days a week:

• Uptime Target: Base Rent targets 99.99% monthly service availability for core database operations, reservation lookups, and counter dispatching.
• Offline-First Yard Operations: The Base Rent Damage Recorder is engineered with local caching and offline PWA architecture, enabling yard attendants to complete lot walkarounds, snap condition photos, and collect customer glass signatures even during transient airport garage dead zones or terminal Wi-Fi outages.
• Planned Maintenance: System updates requiring scheduled maintenance are performed during low-traffic windows (typically 01:00 to 04:00 UTC) with advance dashboard notice.

7. Intellectual Property & Data Ownership

Ownership rights are clearly delineated between software code and commercial customer data:

• Customer Data Ownership: The Customer retains sole and exclusive ownership of all customer profiles, renter identification records, rental agreements, vehicle telemetry, pricing matrices, and damage photos uploaded to the platform. Base Rent acquires no intellectual property rights in your customer data.
• Base Rent Intellectual Property: Base Rent Technologies retains all rights, title, and interest in and to the platform software, algorithms, user interfaces, documentation, trade secrets, logos, and trademarks. You are granted a non-exclusive, non-transferable, revocable license to access and use the platform solely for your business operations.
• Data Portability & Export: You may export your vehicle inventories, rental logs, and client databases at any time in standard CSV or JSON formats directly from your administrative workspace.

8. Acceptable Use Policy

In using the Base Rent platform, you agree not to:

• Decompile, reverse engineer, disassemble, or attempt to derive the source code of the platform;
• Use the platform to store or transmit malicious software, viruses, trojans, or destructive code;
• Conduct automated web scraping, load tests, or security penetration scanning without prior written consent from Base Rent;
• Use the platform to facilitate fraudulent chargebacks, identity theft, or deceptive consumer practices;
• Resell, sublicense, or white-label the software to unauthorized third parties without an active Enterprise Partner Agreement.

9. Third-Party Integrations & Gateways

The platform enables optional integrations with third-party providers (e.g. payment processors, telematics GPS hardware, broker API feeds, and accounting suites). Base Rent is not liable for disruptions, pricing changes, or service interruptions caused directly by external third-party APIs. Your contractual relationship with external payment gateways is governed by their respective merchant terms.

10. Warranties & Disclaimers

Except as expressly stated herein, the platform is provided on an “as is” and “as available” basis. Base Rent disclaims all other warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that platform operations will be completely error-free or uninterrupted.

11. Limitation of Liability

To the maximum extent permitted by applicable law:

• Neither party shall be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of anticipated revenue, or vehicle downtime.
• Base Rent’s aggregate cumulative liability arising out of or related to this Agreement shall be limited to the total subscription fees paid by the Customer in the twelve (12) months preceding the event giving rise to the claim.

12. Term, Suspension & Termination

This Agreement remains in effect until terminated by either party:

• Termination for Convenience: Monthly subscribers may cancel their subscription at any time via account settings prior to the next billing date. Annual subscribers may turn off auto-renewal at any time.
• Termination for Cause: Either party may terminate immediately if the other party breaches a material term and fails to cure such breach within thirty (30) days of written notice.
• Post-Termination Data Access: Following termination, you have thirty (30) calendar days to export all fleet data, rental contracts, and customer history. After 30 days, your data will be permanently and securely deleted in accordance with our DPA.

13. Governing Law & Disputes

This Agreement and any dispute arising out of or relating to it shall be governed by and construed in accordance with the laws applicable to commercial software agreements, without regard to conflict of laws principles. The parties agree to first seek informal amicable resolution before initiating formal legal proceedings.

14. Inquiries & Notices

For legal inquiries, contract amendments, or notice under these Terms, please contact: