Privacy Policy

Effective Date: April 18, 2025

This Privacy Policy explains how Point of Rental Software (“we,” “us,” or “our”) collects, uses, and protects your personal information when you use our website (www.point-of-rental.com) or otherwise interact with us. It also outlines your rights and choices under applicable privacy laws, including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other relevant data protection frameworks.

1. Who We Are

Point of Rental Software is an international software company serving the rental industry. We provide rental management software solutions to thousands of customers in over 77 countries. We have offices in the USA, United Kingdom, and Australia and offer 24/7 customer support.

2. Information We Collect

We may collect the following types of personal data:

Identifiers: Name, email address, phone number, job title, company name, and physical location.
Account Information: Login credentials, account preferences.
Transactional Data: Billing information, payment details (processed securely by third-party gateways).
Technical Data: IP address, browser type, operating system, referring URLs.
Usage Data: Pages visited, actions taken, clicks, and session duration.
Marketing and Communication Data: Communication preferences, feedback, survey responses.

We collect this information when you:

Visit our website
Submit a form (via WPForms, Calendly, or Chili Piper)
Subscribe to our emails (via Pardot)
Book a demo or consultation
Engage with our ads (Google, Bing, Facebook, Capterra)
Contact us via email, phone, or support chat

3. Legal Basis for Processing (GDPR)

We process your personal data under one or more of the following legal bases:

Consent (e.g., for marketing communications or non-essential cookies)
Contractual necessity (e.g., to provide services or support)
Legal obligation (e.g., compliance with tax or regulatory requirements)
Legitimate interests (e.g., improving website performance, fraud prevention, CRM management)

4. Use of Information

We use your data to:

Provide, improve, and support our services
Respond to inquiries and requests
Personalize your experience
Conduct marketing campaigns and retargeting
Analyze website usage and behavior
Comply with legal and regulatory obligations

5. Cookies & Tracking Technologies

We use cookies and similar technologies to collect information about your device and browsing behavior. These include tools such as:

Google Analytics 4 (GA4)
Google Tag Manager
Microsoft Clarity (for session recording)
Facebook Pixel & Google Ads (for conversion tracking and retargeting)
Bing Ads & Capterra Ads
Mida.so (for experience optimization)

You may accept or reject cookies using our cookie consent banner. You can also control cookies through your browser settings.

6. Sharing Your Information

We do not sell or rent your personal information to third-party data brokers.

We may share data with:

Our affiliated offices in the UK and Australia
Trusted service providers under contract (e.g., analytics, payment processors, CRMs like Pardot)
Third-party tools (WPForms, Calendly, Chili Piper) solely to facilitate communication and service delivery

All vendors are required to process data in accordance with our instructions and applicable data protection laws.

We may also disclose data when required by law or to protect our legal rights.

7. International Data Transfers

If we transfer your data outside your home country (e.g., from the EU to the US), we do so using lawful mechanisms such as:

Standard Contractual Clauses (SCCs)
Adequacy decisions
Other safeguards as required under GDPR and UK GDPR

8. Your Privacy Rights

Depending on your location, you may have the following rights:

Under GDPR (EU/UK residents):

Right to access your data
Right to correct inaccurate data
Right to erasure (\”right to be forgotten\”)
Right to restrict or object to processing
Right to data portability
Right to withdraw consent at any time

Under CCPA (California residents):

Right to know what personal data we collect and why
Right to delete personal data (with some exceptions)
Right to opt-out of the sale/sharing of personal data (we do not sell your data)
Right to non-discrimination for exercising privacy rights

To exercise any of your rights, please contact us using the details at the end of this policy.

9. Data Retention

We retain your data only for as long as needed to:

Provide services to you
Comply with legal, tax, or regulatory obligations
Support our legitimate business operations

Financial data (e.g., invoices) is retained for at least six years in accordance with IRS and other regulatory guidance.

10. Data Security

We implement industry-standard measures to protect your data:

SSL encryption
Firewalls and secure servers
Access controls and monitoring
Vendor due diligence for third-party services

Credit card data is never stored on our servers and is securely transmitted to third-party payment processors.

11. Third-Party Links

Our website may contain links to other sites. We are not responsible for the content, security, or privacy practices of third-party sites. We encourage you to review their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If material changes are made, we will notify users via the website or email. We encourage you to review this policy periodically.

13. Contact Us

If you have questions or would like to exercise your rights:

Point of Rental Software
14401 Statler Blvd
Fort Worth, TX 76155
Email: [email protected]

If you are located in the EU and we cannot resolve your complaint, you have the right to contact your local Data Protection Authority (DPA).

Last updated: April 18, 2025