Effective Date
These Terms of Service are effective as of July 7, 2026.
By accessing or using Rental Flow, you agree to be bound by these Terms. If you do not agree, you may not use the Service.
Acceptance of Terms
By creating an account, accessing, or using the Rental Flow platform (“Service”), you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and the Rental Flow Privacy Policy.
If you are entering into these Terms on behalf of a company or organization, you represent that you have the authority to bind that entity to these Terms, in which case “you” refers to that organization.
If you do not agree with any part of these Terms, you must not access or use the Service.
Description of Service
Rental Flow is a cloud-based rental management platform provided by Rental Flow Inc. The Service enables equipment rental businesses to manage their operations, including inventory and fleet management, rental orders, customer relationships, invoicing, service work orders, inspections, and reporting.
Rental Flow is provided as a software-as-a-service (SaaS) application accessible through a web browser. The Service may include features such as document generation, email delivery, electronic signatures, and optional integrations with third-party services.
QuickBooks integration is an optional feature of the Service. It only operates after a user explicitly authorizes the connection through the QuickBooks OAuth process. Users are not required to connect QuickBooks to use the core rental management features of Rental Flow.
User Responsibilities
As a user of Rental Flow, you are responsible for:
Accurate Information
Providing accurate and complete information when creating your account and entering data into the Service, including customer records, equipment details, and transaction information.
Compliance with Laws
Ensuring that your use of the Service complies with all applicable local, provincial, and national laws and regulations, including those related to data privacy and consumer protection.
Authorized Access
Using the Service only for purposes for which you have been authorized, and ensuring that all users you invite to your account comply with these Terms.
Data Backups
While Rental Flow takes measures to protect your data, you are responsible for reviewing and exporting your data as needed for your own records.
Account Security
You are responsible for maintaining the security of your account credentials and for all activities that occur under your account.
You agree to notify Rental Flow Inc. immediately of any unauthorized use of your account or any other security breach. Rental Flow Inc. is not liable for any loss or damage arising from unauthorized access to your account.
Rental Flow Inc. reserves the right to suspend or terminate accounts that are found to be compromised or used in violation of these Terms.
Subscription and Billing
Rental Flow is offered on a subscription basis. The specific plan, pricing, and billing cycle for your account are determined at the time of subscription and may be updated from time to time with notice.
Subscription fees are billed in advance on a recurring basis (monthly or as otherwise agreed). Payment is due in accordance with your selected plan.
If you fail to pay subscription fees when due, Rental Flow Inc. reserves the right to suspend or terminate access to the Service until payment is received.
You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing cycle. Fees paid for the current period are non-refundable unless otherwise stated in your subscription agreement.
Acceptable Use
You agree not to use Rental Flow to:
Unlawful Activity
Violate any law, regulation, or third-party right, or use the Service for any unlawful or fraudulent purpose.
Interference
Interfere with, disrupt, or attempt to gain unauthorized access to the Service, its servers, or the systems of other users.
Misuse of Data
Upload, store, or transmit content that is illegal, infringing, defamatory, or otherwise harmful, or use the Service to process data you do not have the right to process.
Reverse Engineering
Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service.
Resale
Sub-license, resell, or commercially exploit the Service without the express written permission of Rental Flow Inc.
Intellectual Property
The Rental Flow platform, including its software, design, branding, documentation, and all related intellectual property, is and remains the exclusive property of Rental Flow Inc.
These Terms do not grant you any rights to the trademarks, service marks, logos, or trade names of Rental Flow Inc.
You retain ownership of all data you input into the Service (“User Data”). You grant Rental Flow Inc. a limited, non-exclusive license to use your User Data solely to provide, maintain, and improve the Service.
Rental Flow Inc. does not claim ownership of your User Data and will not sell your data to third parties.
Third-Party Integrations
Rental Flow may integrate with third-party services to extend the functionality of the platform. These integrations include:
QuickBooks Online
Rental Flow offers an optional integration with QuickBooks Online. This integration only operates after you explicitly authorize the connection through the QuickBooks OAuth process. When authorized, Rental Flow syncs invoices, customers, and account mappings to your QuickBooks account. You may revoke this authorization and disconnect QuickBooks at any time through your account settings.
DocuSign
Rental Flow may use DocuSign for electronic signatures on rental contracts. Your use of DocuSign is subject to DocuSign’s terms of service and privacy policy.
Email Delivery Services
Rental Flow uses third-party email delivery services to send invoices, statements, documents, and notifications on your behalf.
Cloud Hosting
Rental Flow is hosted on secure cloud infrastructure. Your data is stored on servers provided by third-party hosting providers.
Each third-party service operates under its own terms and privacy policies. Rental Flow Inc. is not responsible for the practices or actions of third-party providers. You are responsible for reviewing and complying with the terms of any third-party service you choose to integrate with.
Limitation of Liability
To the maximum extent permitted by law, Rental Flow Inc. and its officers, directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, business, or goodwill, arising out of or related to your use of or inability to use the Service.
In no event shall Rental Flow Inc.’s total aggregate liability for all claims arising from these Terms or your use of the Service exceed the amount you have paid to Rental Flow Inc. for the Service in the twelve (12) months preceding the claim.
This limitation of liability applies regardless of the legal theory under which the liability is sought, whether in contract, tort (including negligence), or otherwise.
Disclaimer of Warranties
The Service is provided “as is” and “as available” without warranties of any kind, whether express, implied, or statutory.
Rental Flow Inc. expressly disclaims all implied warranties, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement.
Rental Flow Inc. does not warrant that the Service will be uninterrupted, error-free, secure, or that defects will be corrected. You use the Service at your own risk.
QuickBooks integration and other third-party integrations are provided as optional features and are subject to the availability and performance of the respective third-party services. Rental Flow Inc. does not warrant the reliability or availability of third-party integrations.
Termination
You may terminate your Rental Flow account at any time by contacting us or through your account settings.
Rental Flow Inc. reserves the right to suspend or terminate your access to the Service immediately, without notice, if you breach these Terms, fail to pay subscription fees, or engage in conduct that Rental Flow Inc. determines is harmful to the Service or other users.
Upon termination, your right to use the Service ceases immediately. Rental Flow Inc. may delete your account and User Data after a reasonable retention period. You are encouraged to export any data you need before termination.
Provisions of these Terms that by their nature should survive termination shall survive, including intellectual property rights, limitation of liability, and governing law.
Governing Law
These Terms of Service shall be governed by and construed in accordance with the laws of the Province of Alberta, Canada, unless otherwise specified in a separate written agreement between you and Rental Flow Inc.
Any disputes arising out of or related to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of the Province of Alberta, Canada.
Contact Information
If you have questions, concerns, or requests regarding these Terms of Service, please contact:
Rental Flow Inc.
Email: legal@rentalflow.ca