Privacy Policy

RentalSpend is designed for businesses reviewing equipment-rental records. A customer's documents can contain information about its employees, vendors and other people. For those workspace records, the customer determines the business purpose and who joins its workspace; we process the records to provide the service and meet our related obligations. We also handle account, billing, security and contact information for our own operations.

If your employer or another business administers your workspace, contact its Admin about membership or access choices. You may also contact RentalSpend about our handling of your personal information.

We do not need passwords, complete payment-card details or unrelated sensitive personal information in uploaded rental records or contact messages. Limit what you submit to the documents needed for the review, and mask unrelated personal details where practical without changing evidence used in a calculation.

We use information to create and secure accounts; provide audits and monitoring; read documents and preserve their source evidence; support corrections, packets and credit tracking; manage accepted subscriptions and payments; answer questions; send service notices; maintain reliability; investigate abuse; and meet legal obligations.

We also use business contact information to research businesses that may benefit from RentalSpend and to contact their professional contacts about it. If you'd rather we didn't, tell us through Contact and we'll stop.

Workspace records remain connected to the evidence and history needed to explain an audit. A change to a source or accepted fact can invalidate a dependent result; preserving that history is different from using your records for unrelated marketing.

A submitted inquiry or demo request permits us to respond to that inquiry. It does not subscribe you to a newsletter. Transactional account, audit and billing messages are separate from optional marketing messages. Where optional marketing is sent, you may opt out through its instructions or Contact without losing necessary service notices.

Where a legal basis is required, processing may be necessary for the service agreement, our legitimate interests in secure and reliable business operations, a legal obligation, or your consent for a purpose that requires it. Consent can be withdrawn for that purpose; it does not undo otherwise lawful past processing.

Active members of your customer workspace can view its business records and original evidence. Read access does not grant Admin-only approval, billing or commercial actions. Your business's membership decisions determine which customer users have access.

Authorized RentalSpend staff can access relevant records for support, operations and security. This includes authorized support access to a customer's workspace, which is controlled and recorded in our internal activity logs; changes made through support access are labeled as RentalSpend support in the workspace. Workspace records are not published as public product examples simply because they were uploaded.

Original files are kept in private storage and shown only through access-checked requests; no public link to a file is created. Uploaded files pass the service's malware and document-safety checks before reading or extraction. These controls reduce risk; they are not a guarantee that every threat or document error will be detected.

We use external providers to operate the service. They receive the information needed for their function, which may include document contents when providing document reading or AI review.

AI assists reading and advisory review. Defined checks calculate supported discrepancies; your team decides what to pursue and a Customer Admin approves a packet. AI processing does not authorize a payment, vendor communication or workspace action.

Provider handling is governed by the applicable service arrangements and settings. Providers may retain information for processing, service protection or other purposes allowed under those arrangements. We do not promise zero provider retention or infer it from a single API setting. Customer rental records are not presented as public customer stories without separate permission.

We may also disclose information when reasonably necessary to comply with law, protect rights or security, investigate misuse, or support a legitimate business transfer subject to appropriate privacy obligations. RentalSpend does not sell uploaded customer business documents or use them for cross-context behavioral advertising.

Signing in keeps your session in your browser's session storage for that tab. If you choose to stay signed in, the session is kept in your browser's local storage on that device. Short-lived sign-in, invitation and link-handling details are also kept in session storage; your free-audit progress itself is saved on our servers. Browser settings can restrict this storage, but doing so may prevent sign-in or other necessary functionality. Document viewing uses browser memory and does not make a document public.

When you arrive from one of our outreach links, the website keeps a short reference in session storage for up to two hours so a free-audit request can be connected to that link. The website's service providers may record technical traffic information for delivery, reliability and security.

Our public website (rentalspend.com) uses the Google Ads tag. It loads from Google's servers and may set cookies or use similar technologies to record your visits to the website, so we can measure how our ads perform and show our ads to people who have visited the website. Google receives your IP address and browser information for this purpose. The tag is not used in the signed-in app, and your workspace and documents are not shared with Google for advertising.

You can limit Google advertising cookies by blocking third-party cookies in your browser settings or by turning off ad personalization in your Google account settings (myadcenter.google.com).

Our public website, including the free-audit pages and Resources, uses Vercel Web Analytics and Speed Insights to understand traffic and measure page loading and responsiveness. These tools do not use cookies. They process page addresses and technical information such as browser, device, referrer and approximate location. We remove query strings, fragments and private audit identifiers from recorded page addresses. We do not send form answers, uploaded documents or audit results to these tools, and they are not installed in the signed-in App or Growth.

The public product tour uses prepared fictional documents and temporary interaction state. It does not request your documents, create a customer audit or make a payment. Ordinary website delivery and security logs can still exist, so the tour is not a guarantee that no information of any kind is stored.

Browser Do Not Track signals do not currently change essential service processing. Where a recognized opt-out signal has legal effect, we honor the applicable requirement.

We retain information according to its purpose, the service agreement, relevant legal obligations and legitimate recordkeeping needs. There is no single retention period covering every category.

Cancelling paid service or reaching a read/export cutoff does not automatically delete stored documents. The accepted commercial agreement explains access and export windows; retained free-audit findings have their own access basis. Access revocation and data deletion are separate processes.

You or an authorized workspace representative may request deletion through Contact or Help. We verify identity and authority, consider other authorized workspace users and any records required for legal, billing, security or dispute purposes, and explain applicable limitations. A membership-removal request does not by itself authorize deletion of the business's shared records.

Deletion may involve active systems, retained copies and relevant providers at different times. We do not promise immediate deletion, a fixed automatic purge date or removal from every provider's security records. When a request can be fulfilled, we will explain its scope and any retained exceptions. A legal preservation duty can delay deletion.

Depending on the law that applies to you and the relevant processing, you may have rights to obtain information about processing, access or receive a copy of personal information, correct inaccurate information, request deletion, object to or restrict particular uses, withdraw consent, or appeal a denied request. We do not assume that every regional privacy law applies to RentalSpend or every record.

Send a request through Contact or the Help route in your account. Identify the account or relationship and the request, without sending passwords or unnecessary sensitive details. We may need information to verify identity or an authorized agent's authority. Requests must not expose another business's records or erase shared business information without authority. We respond under the applicable legal requirements and explain a refusal or limitation when required.

We do not penalize you for exercising a privacy right. Some information remains necessary to provide a requested service, and deleting it can limit that service. You may complain to the appropriate privacy authority where applicable.

We use access controls, private storage, document-safety checks and other safeguards appropriate to the service. No online system is perfectly secure. This policy does not claim a certification, a guaranteed backup recovery time or an independently verified security standard.

Information may be processed in the United States and in other countries where providers operate. Different countries can have different laws. We use the contractual or other safeguards required for the processing that applies; this policy does not promise exclusive U.S. residency.

The service is intended for adults using it for business, not for children. If you believe a child supplied personal information to RentalSpend, contact us so we can investigate and address it.

We update this policy when our practices change and identify the version and date at the top of this page. We will give notice of material changes when required and obtain consent where the changed processing requires it. A policy update does not silently authorize unrelated use of your private documents.

For privacy, document-access or data-handling questions, use Contact or account Help, or write to us at the address on this page.