Privacy Policy

RentHive (“RentHive,” “we,” “us”) makes software for car rental businesses: Turo hosts and independent rental companies (“hosts”). Hosts use RentHive to run a booking website, take payments into their own Stripe account, check renters’ ID and insurance, sign rental agreements, and manage their calendar, inbox, fleet, and team.

This policy explains what personal information we handle, why, which companies help us handle it, and the choices you have. It covers our website (renthive.co), the RentHive app (app.renthive.co), and the booking websites, booking widgets, checkout, and trip pages that RentHive runs for hosts.

Questions? Email privacy@renthive.co.

How we handle information depends on whose information it is.

• RentHive decides how it’s used (we’re the controller) for information about our own customers, meaning hosts and their team members, and about people who visit renthive.co, book a demo, contact us, or apply to our affiliate program.
• RentHive works on the host’s behalf (we’re a processor or service provider) for information hosts collect about their renters and website visitors through RentHive: bookings, contact details, ID checks, insurance checks, signed agreements, messages, trip photos, and vehicle data. We handle it to provide RentHive to that host, following the host’s instructions and this policy. The host decides what to collect and how to use it, and the host is responsible for their renters’ information, including giving renters their own privacy notice.

If you rented a car from a business that uses RentHive, please contact that business about your information. If you contact us instead, we’ll pass your request to them and help them respond.

From hosts and their teams

• Account and company details: name, email, phone number, password (stored only as a one-way hash), company name, addresses, locations, opening hours, logo, policies, and settings.
• Team members: names, emails, which sections of RentHive each person can use, and a record of actions in the app (for example, who changed a booking).
• Fleet and operations: vehicle details, photos, prices, availability, maintenance jobs, expenses and receipts, income, and tasks. We remove location data from vehicle listing photos when you upload them.
• Subscription and billing: plan, billing interval, subscription status, and invoices. Stripe holds your card details; RentHive never sees or stores full card numbers.
• Connections you set up: your Stripe account ID, the Stripe Identity key you add, your Smartcar app credentials, your Google Calendar connection, and your website domain and email settings. Keys and tokens are encrypted when we store them.
• Support: what you send us when you email us or ask for help.

About renters, on the host’s behalf

• Bookings and contact details: name, email, phone number, trip dates, vehicle, pickup and return locations, extras, prices, notes, additional drivers, change and cancellation requests, and booking history.
• Payments: amounts, payment and refund status, deposit holds, and the card brand and last four digits that Stripe returns. Renters enter card details directly into Stripe’s payment form. RentHive never receives or stores full card numbers or bank details.
• ID verification: when a host asks for an ID check, Stripe Identity runs it on the host’s own Stripe account. We receive the result and the details Stripe read from the document: name, document type, the last four digits of the document number, issuing country and state, issue and expiry dates, and (encrypted) date of birth, full document number, and address. Where available, we also keep encrypted copies of the document photos and selfie. If an automatic check isn’t possible, we store the details and photos a host or renter enters by hand, also encrypted. See ID checks & biometric data.
• Insurance verification: when a renter links their insurer through Canopy Connect, we receive their policy details: insurer, policy number, coverages, policy dates, insured drivers and vehicles, and policy documents. The renter signs in to their insurer inside Canopy’s own window; we never see that login. If the automatic check fails, we store the details and document photo the renter enters by hand.
• Rental agreements: the agreement, fields the renter fills in, drawn or typed signatures, and an audit trail recording when each step happened, the IP address, and browser details.
• Messages: chat messages, emails, files, voice notes, and the team’s internal notes in the RentHive inbox, including emails renters send to a conversation’s reply address or to an address on the host’s own domain.
• Trip photos and videos: taken with RentHive’s in-app camera by the host or by the renter through a link. Each one records when and where it was taken, device details, IP address, and a checksum of the file. Because these are evidence for the host, removing a photo hides it rather than deleting it.
• Vehicle data (only if the host connects Smartcar): the car’s location (kept as a trail of positions so the host can see a day’s route), odometer, fuel, battery, range, charging, tire pressure, oil life, fault codes, and a log of remote commands such as lock and unlock. During a trip, the car’s location is also the renter’s location.
• Turo trips (only if the host syncs them): Turo trip details a host syncs into RentHive, such as renter name, car, trip dates, and amounts.
• Booking website visitors: what visitors type into a host’s contact form or chat widget. If a host adds their own Google Analytics ID to their booking website, Google Analytics data from that site goes to the host’s Google account.

From visitors to renthive.co

• Analytics: pages visited, how you got here, device and browser type, and approximate location, through Google Analytics. See Cookies & analytics.
• Demo bookings: your name, email, the time you pick, and what you’d like to cover. This becomes an event on our team’s Google Calendar with a Google Meet link, and Google sends you the invitation.
• Contact and affiliate forms: your name, email, and what you tell us. Affiliate applications also include your website, audience, and how you plan to promote RentHive. These are emailed to our team.

Collected automatically

• Logs: IP address, browser and device type, the pages and requests made, times, and errors. We use these to keep RentHive secure and fix problems.
• Cookies and browser storage: see Cookies & analytics.

For our own customers and website visitors, we use information to:

• Create and run accounts, and provide, maintain, and support RentHive.
• Send service emails, such as security and billing notices, setup reminders, the weekly digest, and the monthly statement.
• Bill subscriptions and insurance verification credits.
• Answer questions, schedule demos, and review affiliate applications.
• Understand how renthive.co is used so we can improve it.
• Detect, investigate, and prevent fraud, abuse, and security incidents.
• Meet legal, tax, and accounting obligations and enforce our Terms.

For renter information we handle on a host’s behalf, we use it only to provide RentHive to that host: showing bookings, taking payments into the host’s Stripe account, running ID and insurance checks, sending agreements and emails in the host’s name, filing replies into the host’s inbox, adding bookings to the host’s Google Calendar, showing vehicle data, and storing trip photos. We also use it as needed to keep RentHive secure, fix problems, and comply with the law.

We don’t sell personal information, we don’t use renter information for our own marketing, and we don’t use any of it for targeted advertising.

Authorized RentHive staff can open a host’s account when needed to give support, look into a problem, or keep the service secure. That access is limited to those purposes and is logged.

These companies help us run RentHive. Each receives only what it needs for its job and handles it under its own terms and privacy policy.

• Stripe: renter payments, deposits, refunds, and payouts on the host’s own Stripe Connect account; Stripe Identity ID checks on the host’s own Stripe account; and RentHive’s own subscription and credit payments. Stripe also uses some of this information under its own privacy policy, for example to prevent fraud.
• Canopy Connect: insurance verification when a renter links their insurer.
• Smartcar: vehicle data and remote commands, only for hosts who connect their own Smartcar account.
• Google: the Google Calendar API (adding bookings to a host’s calendar, and booking demos on our own calendar); Google Maps and Places (address search and garage lookup in the app); Google Analytics (on renthive.co, and on host booking websites where the host adds it); and Google Workspace (our team email, Google Meet for demo calls, and handling the Turo trip details hosts sync into RentHive).
• Amazon Web Services: our servers and database, file storage (Amazon S3) for photos, documents, and attachments, and Amazon SES for sending email and receiving replies to RentHive and host-domain email addresses. Our servers and database are in the United States.
• Vercel: hosting for renthive.co, the RentHive app, and hosts’ booking websites, including connecting custom domains and issuing their SSL certificates.

Turo is not one of our service providers. RentHive doesn’t send Turo any information. We only process the Turo trip details a host chooses to sync into RentHive.

Apart from the service providers above, we share personal information only:

• With the host it belongs to, and with that host’s team members according to the sections the host lets each person use.
• With renters, when a host sends them something through RentHive, such as an invoice, agreement, or trip page.
• With other services a host or renter chooses to connect.
• When the law requires it, or to protect the rights, property, or safety of RentHive, our customers, or others.
• As part of a merger, acquisition, or sale of assets, in which case this policy continues to apply to the information transferred.
• With your permission.

We don’t sell personal information, and we don’t share it for cross-context behavioral advertising.

When a host asks a renter to verify their ID, Stripe Identity asks the renter to photograph their driver’s license and take a selfie, then compares the two. That comparison can involve biometric data, such as a scan of face geometry. Stripe performs the comparison. RentHive does not create, receive, or store face templates or other biometric identifiers. We receive the result (whether the selfie matched) and, where the host’s Stripe setup allows, copies of the photos.

Stripe’s verification flow explains how the photos will be used and asks for the renter’s consent before they are taken. Some states, including Illinois, Texas, and Washington, have specific laws about biometric identifiers. Hosts renting in those states are responsible for any additional notice or consent their renters must receive.

We encrypt ID details and photos before storing them. They are shown only to signed-in team members with access to that booking or customer, through links that expire after about 15 minutes. We keep them for as long as the host keeps the related booking or customer record, then delete them as described in Data retention.

If a host connects Google Calendar, RentHive asks Google for permission to manage calendar events and to see the email address of the connected Google account. We use that access only to create, update, and remove events for the host’s RentHive bookings in the calendar they choose. Each event can include the vehicle, renter name and contact details, booking status, total, and notes. The sync is one-way: we don’t read the host’s other calendar events.

RentHive’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We don’t use Google user data for advertising, we don’t sell it, and our staff don’t read it unless you ask us to, it’s needed for security, or the law requires it.

You can disconnect Google Calendar at any time in RentHive’s settings or in your Google Account’s security settings. When you disconnect in RentHive, we revoke our access with Google and delete the stored access tokens.

• renthive.co uses Google Analytics, which sets cookies to count visits and show us which pages are useful. We use it to measure our own website, not to target ads. You can block these cookies in your browser or use Google’s opt-out add-on.
• The RentHive app uses your browser’s storage to keep you signed in and remember preferences, such as your sidebar and views. These are essential, and the app doesn’t run Google Analytics.
• Host booking websites use browser storage for the chat widget and checkout, and may use the host’s own Google Analytics if the host adds it. The host is responsible for any cookie notice their website needs.
• Stripe’s payment form sets its own cookies to prevent fraud, and Google Maps loads from Google when you search for an address in the app.

• Host accounts: we keep account data, and the renter data in it, while the account is open. When an account closes, we delete or de-identify it after giving the host a chance to export it, except what we must keep for legal, tax, accounting, security, or dispute reasons.
• Renter data: kept as long as the host keeps it in RentHive. We delete renter data when the host asks us to.
• Specific items: deleted vehicles stay in the bin for 30 days so they can be restored. Trip photos are hidden, not deleted, while the account is open, because they are evidence. Incoming emails wait in temporary storage for up to 14 days until they are filed into the inbox.
• Website visitors: Google Analytics data is kept for the period set in Google Analytics. Demo bookings, contact messages, and affiliate applications stay in our calendar and email for as long as we need them for that conversation or relationship.

Deleted data can remain in backups for a limited time until those backups are replaced.

• All traffic to RentHive is encrypted with HTTPS. Passwords are stored only as one-way hashes.
• ID details and photos, and documents renters enter by hand, are encrypted by RentHive before they are stored. Integration keys and tokens are encrypted too.
• Sensitive files (ID photos, insurance documents, trip photos and videos, message attachments, and receipts) are kept in private storage with no public access. They are shown only after we check who is asking, through links that expire. Files meant to be public, such as vehicle photos and images on a booking website, can be opened by anyone with the link.
• Hosts choose which sections each team member can use, and our servers enforce those limits, not just the screens.
• RentHive staff access to customer accounts is limited and logged.

No system is perfectly secure. If we learn of a security incident affecting your information, we’ll notify you and, where we act for a host, the host, as the law requires.

Depending on where you live, you may have the right to:

• Know what personal information we hold about you and get a copy.
• Correct information that is wrong or incomplete.
• Ask us to delete your information.
• Get your information in a portable format.
• Withdraw consent you gave us, and object to or restrict some uses.

Hosts can view and edit most of their information in the app and export reservations, expenses, and revenue as CSV files. For anything else, email privacy@renthive.co. We’ll confirm your identity before acting and reply within the time the law requires. If we decline your request, we’ll explain why, and you can appeal by replying to our answer. We won’t treat you differently for using these rights.

Renters: your information belongs to the business you rented from, so please send requests to them. If you write to us, we’ll forward your request and help them respond.

You can unsubscribe from any marketing email we send. We’ll still send service emails about your account.

Residents of California and other states with privacy laws have the rights listed above. In the last 12 months, we have collected these categories of personal information, from you, from hosts, and from the service providers listed above:

• Identifiers, such as name, email, phone number, and IP address.
• Customer records and commercial information, such as bookings, payments, and subscriptions.
• Internet activity, such as pages visited and actions in the app.
• Precise geolocation, from vehicle data and trip photos (handled for hosts, as their service provider).
• Photos, videos, and voice notes.
• Professional information, such as company details.
• Sensitive personal information: driver’s license numbers and ID photos from ID checks, and account login details. We use it only to provide the service, not to infer anything about people.

We use and disclose these categories for the purposes described in this policy. We don’t sell personal information or share it for cross-context behavioral advertising, and we haven’t done so in the last 12 months, including for anyone under 16. You can make a request yourself or through an authorized agent by emailing privacy@renthive.co.

We serve rental businesses in Canada and handle their information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). We collect personal information with consent, which may be implied or express depending on how sensitive it is. You can withdraw consent at any time, subject to legal or contractual limits, though some of RentHive may stop working for you.

You can ask to see and correct the personal information we hold about you by emailing privacy@renthive.co, which reaches the person responsible for privacy at RentHive. Your information is stored and processed in the United States by us and our service providers, where it may be accessible to courts and authorities under U.S. law. If you’re not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.

For renter information, the host is accountable for it and we process it for them.

RentHive is for businesses and isn’t directed at children. We don’t knowingly collect information from anyone under 18. If you believe a child has given us information through renthive.co, email us and we’ll delete it.

RentHive is operated from the United States, and our servers and database are there. If you use RentHive from outside the U.S., your information will be transferred to and processed in the U.S., where data protection laws may differ from those in your country. Some of our service providers also process information in other countries under their own safeguards.

We may update this policy as RentHive changes. We’ll update the date at the top of this page, and for material changes we’ll tell hosts by email or in the app before the changes take effect.

Questions about this policy or your data? Email privacy@renthive.co.