Effective Date
This Privacy Policy is effective as of July 7, 2026.
We may update this policy from time to time. Continued use of Rental Flow after changes constitutes acceptance of the updated policy.
Company Information
Rental Flow Inc. (“we”, “us”, “our”) is the provider of the Rental Flow equipment rental management platform (“Service”).
Rental Flow Inc. is incorporated in the Province of Alberta, Canada.
For any privacy-related inquiries, please contact us at privacy@rentalflow.ca.
Information We Collect
We collect information that you provide directly to us when using the Service, as well as information generated through your use of the platform.
User Account Information
When you register for a Rental Flow account, we collect your name, email address, company name, role, and authentication credentials. This information is used to identify you within the platform and manage your access permissions.
Customer Information Entered Into Rental Flow
You may enter customer records into Rental Flow, including company names, contact names, email addresses, phone numbers, billing addresses, and payment terms. This data is stored to manage your rental operations and customer relationships.
Rental Transactions
We store rental order data including order numbers, rental periods, equipment assignments, site addresses, purchase order numbers, and transaction statuses. This information is used to track and manage your rental fleet operations.
Equipment and Inventory Data
We collect and store information about your equipment and inventory, including unit numbers, categories, specifications, rental rates, maintenance records, inspection data, and utilization metrics. Photos uploaded during inspections are also stored.
Payment and Invoice Information
We store invoice data including invoice numbers, line items, amounts, tax calculations, due dates, payment statuses, and email delivery logs. We do not store credit card numbers or full payment card details within Rental Flow.
QuickBooks Connection Information
When you authorize a QuickBooks Online integration, we store OAuth tokens (access token and refresh token) solely for the purpose of maintaining the authorized connection. We only access your QuickBooks data with your explicit authorization and only to perform the sync operations you initiate, such as pushing invoices and customers to QuickBooks.
How We Use Information
We use the information we collect for the following purposes:
Operate the Platform
To provide, operate, and maintain the Rental Flow platform, including managing rental orders, inventory, customers, invoicing, and reporting.
Sync With QuickBooks
When you have authorized a QuickBooks connection, we use your data to sync invoices, customers, and account mappings to your QuickBooks Online account. This only occurs with your explicit authorization and only for the records you choose to sync.
Customer Support
To respond to your support requests, troubleshoot issues, and provide technical assistance with the platform.
Security
To monitor for fraud, abuse, and unauthorized access, and to protect the integrity and security of the platform and your data.
Product Improvements
To analyze usage patterns and improve the features, performance, and usability of Rental Flow. We use aggregated, anonymized data for analytics and do not sell individual customer data.
Data Security
We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission (TLS/SSL), secure token storage for OAuth integrations, role-based access controls, and regular security reviews.
OAuth tokens for QuickBooks and other integrations are stored securely and are only used to maintain authorized connections. Tokens are never shared with third parties.
No internet transmission or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
Third-Party Services
Rental Flow integrates with the following third-party services. Each service has its own privacy policy governing their use of your data.
QuickBooks Online (Intuit)
When you connect your QuickBooks account, we access your QuickBooks data solely to sync invoices, customers, and account mappings on your behalf. We store OAuth tokens securely and only access QuickBooks data with your explicit authorization. We do not share your QuickBooks data with other parties.
DocuSign
Used for electronic signatures on rental contracts. When you send a contract for signature, document data is transmitted to DocuSign for processing. DocuSign’s privacy practices are governed by their own privacy policy.
Email Providers
We use email delivery services to send invoices, statements, contract documents, and platform notifications on your behalf. Email addresses and message content are transmitted to these providers for delivery purposes only.
Cloud Hosting
Rental Flow is hosted on secure cloud infrastructure providers. Your data is stored on their servers subject to their security and privacy standards.
Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. If you cancel your account, we will retain your data for a reasonable period to allow for data export, after which it will be deleted.
Some data may be retained as required by law, legal hold, or to resolve disputes. QuickBooks OAuth tokens are retained only while your integration remains active and are purged when you disconnect.
You may request deletion of your data at any time by contacting privacy@rentalflow.ca.
User Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
Access
You may request a copy of the personal information we hold about you.
Correction
You may request correction of inaccurate or incomplete personal data.
Deletion
You may request deletion of your personal data, subject to legal retention requirements.
Withdraw Consent
You may withdraw consent for data processing that is based on your consent, including disconnecting QuickBooks or other integrations at any time.
Data Portability
You may request an export of your data in a structured, machine-readable format.
Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:
Rental Flow Inc.
Email: privacy@rentalflow.ca
We will respond to your inquiry within a reasonable timeframe, typically within 30 days.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or platform features.
When we make material changes, we will update the “Effective Date” at the top of this page. We encourage you to review this policy periodically.
Rental Flow does not sell customer data. We only access QuickBooks data with explicit customer authorization, and only for the sync operations you initiate. You may revoke this authorization at any time by disconnecting the QuickBooks integration in your Settings.