Data Processing Agreement

Last updated 24 August 2026

This is the agreement about your renters' personal information: what we do with it, what we are not allowed to do with it, who else touches it, and what happens when you leave. It exists because you cannot lawfully hand a third party a photograph of your customer's driving license on a handshake.

1. Who this is between

It is between you, the rental yard, and EZRentalYard LLC, a Tennessee limited liability company. It covers only the personal information of your renters — the people who hire equipment from you. It does not cover your own account details, which are dealt with in the Privacy Policy.

2. Which of us is which

You are the controller. You decide what is collected, why, and how long it is kept. We are the processor. We hold and handle it to run the software for you, and for nothing else of our own.

This is not a formality. It means the decisions that matter are yours: whether to scan licenses at all, what your retention period is, whether a record is deleted. And it means the duty to tell your renters what you collect, and to have a lawful basis for collecting it, is yours too. We will help you meet it. We cannot meet it for you.

So by using the service you confirm two things: that you have a lawful basis for what you collect, and that you have told your renters what happens to it. If a claim reaches us because one of those was not true, section 14 of the Terms of Service is what covers it. This is not us moving a risk onto you — it is where the decision already sits, because we cannot see what you told the person standing at your counter.

3. What we process, and for how long

Item	Detail
Whose information	Your renters, and anyone they name on a hire — a second driver, an emergency contact.
What it includes	Name and contact details; driver's license details and, where scanned, an image of the license; date of birth and license class where the license carries them; tow vehicle details; signatures on the rental agreement and its declarations; photographs taken at inspection; and the record of the hire itself.
Why we hold it	Solely to provide the service to you: to run your counter, produce your paperwork, keep your inspection record, and send the messages your software is configured to send.
How long	For as long as your account is open. License images are destroyed on your retention schedule, which you set. After your account closes, see section 9.
Special categories	None are collected by design. A license image may incidentally reveal information you did not ask for; it is treated as sensitive throughout regardless.

4. We act on your instructions

We process your renters' information only on your documented instructions. In practice your instructions are the way you have configured the software plus this agreement — your retention period, what your storefront asks for, whether license scanning is switched on.

We will not use it for our own purposes. We do not sell it, we do not market to your renters, and we do not use it to train machine-learning models. If we ever believed an instruction from you broke the law, we would tell you rather than quietly carry it out.

Operating and supporting the service is one of those instructions. To run, support and maintain the service you have signed up for, our Developers may access your workspace — the data described in section 3 — to resolve issues, provide support, set up and onboard your yard, and act on your requests. We access it for those purposes and for no other reason. Every change is logged in your activity log as Developer, and access tied to a support request ends when that request is closed.

5. Who else touches it

You give us general authorization to use the sub-processors below. All are the same corporate group, and all operate in United States regions.

Sub-processor	What it does	What it sees
Amazon Web Services, Inc. (United States)	Hosting, storage and encrypted off-site backups	Everything the software stores
Amazon Simple Email Service (United States)	Outbound email — agreement copies, reminders, notifications	Recipient address and message content
Amazon Textract (United States)	Reading the fields off a license image, where you have switched scanning on	The license image, at the moment it is scanned

Amazon has been instructed, by an account-level opt-out policy, not to retain content sent to its AI services, not to use it to improve or train them, and not to move it outside the region we operate in. That policy is verified as in force, not assumed.

Each sub-processor is bound by terms no weaker than these, and we remain responsible to you for what they do. If we add or replace one, we will tell you at least 30 days before it starts, and if you object on reasonable data-protection grounds you may end your subscription for that reason and we will refund the unused part of anything you have already paid, calculated by the day.

Stripe is not on this list, deliberately. Stripe handles your own billing details, where the roles are the other way round. And where you take card payments from renters, that money flows through your own connected account — Stripe is your processor for it, not ours.

6. Security

What is actually in place:

• Encrypted in transit with TLS on every connection.
• Encrypted at rest, since 11 August 2026: the volume holding the database, the license images and the signed documents is encrypted at the storage layer with a managed key, as is every snapshot of it. This protects the data if the underlying storage or a copy of it is obtained. It does not replace the access controls in this list.
• License images and signed documents are stored outside the public area of the server and are never served directly by the web server. They are shown to a signed-in member of your staff; to the renter themselves, for their own signed agreement, where your customer portal is switched on; and, when we are operating or supporting the service, to an EZRentalYard Developer, whose session carries a standing notice that they are working in your live system. Opening a license image is recorded in your activity log against whoever opened it.
• Every yard runs in an isolated workspace with its own database credentials. Isolation is enforced in the data layer rather than left to whoever wrote the last query, and a test suite deliberately attempts to read another yard's data on every release and asserts that it fails.
• Off-site backups are encrypted, and a backup that cannot be encrypted is not written at all. Restores are tested on a schedule rather than assumed to work.
• Access on our side is least-privilege. Passwords are stored as salted hashes and cannot be read back by anyone, including us. Staff accounts support two-factor authentication.
• Every action that changes a record writes an audit entry naming who did it and when.
• License images, card data and tokens are never written to application logs.
• Backups expire automatically after 30 days, current and previous copies alike. So when a license image is destroyed on your retention schedule it goes from the live system at once, and from the last backup holding it within 30 days after that. Backups are cycled rather than edited, which is the ordinary practice; we do not restore an archive to remove one record from it, because doing so would reinstate every other record deleted since.

7. Confidentiality

Anyone on our side with access to your renters' information is bound to keep it confidential, and that duty does not end when they stop working with us. Access is granted to do a specific job and removed when the job ends. Anyone given access is told what this document requires before they get it, which on a company this size is a conversation rather than a training course — and we would rather describe it accurately than name a policy nobody has read.

8. Helping you answer your renters

If a renter asks you what you hold, asks for it to be corrected, or asks for it to be deleted, the software is built so you can answer without us: the record is in your workspace and you can change or delete it yourself.

Where you cannot, we will help — and we will not answer your renter directly, because they are your customer and the decision is yours. If a renter contacts us instead of you, we will tell them to contact you, and tell you that they tried, within two business days. The clock matters because your own deadline to answer them has already started running.

None of this is chargeable. Helping you answer your own renter is part of what you already pay for, and a processor that invoices for it is a processor you have to think twice before asking.

9. Getting your data back, and deletion

While your account is open you can export your reports as CSV from inside the software at any time.

Once an account closes, the workspace is no longer reachable, so self-service export stops working. Ask us within 30 days of closure and we will produce your workspace and send it to you. You do not need access to get your data back.

What you get, precisely. A SQL file carrying every row that belongs to you, loadable into a database built from our published schema — a portable copy of your records rather than a screenshot of them — and the stored files that go with it: the license images, the signed agreements and the inspection photographs. The rows are produced by tooling that runs read-only against the live system; the files are copied across by hand, which is why this is a request to a person rather than a button in the software. After 30 days we delete it, subject to the backup window in section 6 and to anything we are required by law to keep.

Ask and we will confirm in writing what was deleted and when, including the date the last backup holding it expired.

10. If something goes wrong

If we become aware of a breach affecting your renters' information, we will tell you without undue delay, and in any event within 48 hours of becoming aware. The clock starts when we know, so it is a promise about how fast we tell you rather than how fast we find out — and 48 rather than 72 because where a regulator has to be told, your own 72-hour clock runs from your awareness, and taking all of it would leave you none. We will tell you what we know at the time rather than waiting until we know everything: what happened, which categories of information and roughly how many people are affected, what we are doing, and what we suggest you do.

Notifying the people affected, and any regulator, is your decision as the controller. We will give you what you need to make it.

11. Showing our working

We will give you the information you reasonably need to satisfy yourself that we are doing what this document says, and we will complete a security questionnaire from you, your insurer or your counsel within 15 business days.

Because the isolation guarantee in section 6 is the one that matters most, we will on request give you the current pass output of the test suite that enforces it — the one that attempts to read another yard's data on every release and asserts that it fails.

If you have to carry out a data protection assessment because of what you collect, we will give you what we know about how the software handles it.

For a business of our size an on-site audit is not practical, and we would rather tell you that now than negotiate it later; if that is a hard requirement for you, tell us before you sign up rather than after. Where one is required by a regulator or follows a confirmed breach we will not stand on this paragraph: once in any twelve months, on 30 days' notice, in business hours, at your cost and under confidentiality. If the audit finds we are not doing what this document says, we pay for it instead. That is not generosity — it is the only version of the sentence we would be willing to write.

12. Where the data lives

In the United States. We do not transfer your renters' information outside it, and the AI opt-out in section 5 is part of how that is kept true for license scanning.

We have no operations anywhere else and no plans to open any. If that ever changes, this section changes first, on the same notice as a sub-processor.

13. How this fits with everything else

This document forms part of the Terms of Service. Where it and the Terms disagree about your renters' personal information, this document wins. It lasts as long as we hold that information, which is longer than your subscription — the obligations in sections 4, 6, 7, 9, 15 and 16 outlive the account.

What a breach costs is settled in the Terms, not here. The limitations and exclusions in section 13 of the Terms of Service apply to everything in this document, and to any claim about your renters' personal information however that claim is framed. The rule above settles what the words mean, not what they are worth. Note that section 13 sets a higher limit for claims under this document than for everything else — three times twelve months' fees, or five thousand US dollars, whichever is greater — because the general cap is too low to mean anything against the data we hold for you.

If we change it materially we will tell you the same way and on the same notice as a sub-processor change. The date at the top is the version in force.

14. State privacy laws

Where a state privacy law applies to what you collect, we are your service provider or processor under it and never a third party acting for ourselves. We certify that we understand that restriction and will keep to it.

We do not sell your renters' personal information and we do not share it for cross-context behavioral advertising. Both terms carry the meaning the statutes give them: nothing of value passes in either direction for it, ever.

We do not retain, use or disclose it for any purpose other than performing this service for you, and we do not combine it with personal information we get from anywhere else.

If we ever cannot meet this section, we will say so. Not when asked — when we decide it. You may then tell us to stop processing, and require us to put right anything your renters' information was used for that this section did not allow. That obligation runs the uncomfortable way round on purpose: the only person who can notice it early is us.

The commitments above are the ones our customers ask us for under the California Consumer Privacy Act as amended, the Tennessee Information Protection Act, and the comparable laws of Virginia, Colorado, Connecticut, Utah, Texas, Oregon and Montana — each to the extent it applies to you, which is yours to determine as the controller, since it turns on your own business rather than on ours. Where one of them uses a different word for the same thing, read it as the word that law uses. You have these terms whether or not any of those laws reaches you.

15. Driver's license information

License images and the fields read off them are the most sensitive thing this software touches, and they are treated that way whatever any particular statute calls them. Section 3 records that we collect no special categories by design; this section is what we do about the one kind of information the product cannot avoid holding.

On our side: we use them only to provide the service to you. They are never sold, never disclosed to anyone outside the sub-processors named in section 5, never used to build anything of our own, and never written to an application log.

On yours: whether to scan at all, what you tell your renter when you do, and how long the image is kept are your decisions as the controller. The retention control exists so that you can act on them, and it is set per yard rather than by us. Your state may want a shorter retention than our 90-day default, or want the renter told before the scan happens; those are yours to know and the control is here so you can meet them.

16. If somebody official asks us for it

If a court or a government agency demands your renters' information from us, we will tell you before we hand anything over, unless the law forbids us from telling you. Where we are forbidden, we will tell you as soon as we are allowed to.

We will not volunteer it, we will give no more than the demand actually requires, and where the demand looks overbroad or defective we will say so before complying rather than after. If the information sits in your workspace and the demand is really about your business rather than ours, we will say that too, and point them at you.

Terms of Service  ·  Privacy Policy  ·  Billing & Refunds  ·  Data Processing Agreement

How to reach us

EZRentalYard LLC
1022 Samsonite Boulevard, Suite B
Murfreesboro, TN 37129, United States
privacy@ezrentalyard.com
+1 (629) 243-6236

We answer email from a real person, usually the same business day. If your question is about a charge, please write to us before raising it with your bank — see Billing, Cancellation & Refunds.