Terms of Service

Last updated 24 August 2026

These terms are the agreement between your rental yard and EZRentalYard LLC for use of the EZRentalYard software. They are written to be read, not to be survived.

By creating an account, or by using the service, you agree to them. If you are agreeing on behalf of a company, you are confirming you have the authority to bind it. If you do not agree, do not use the service.

1. What the service is

EZRentalYard is subscription software for rental yards. It manages your fleet, your bookings and your counter; it produces a rental agreement, a timestamped inspection record and a maintenance history; and it publishes a public booking site for your yard. We refer to all of that as "the service".

We host the service and provide it over the internet. You do not receive a copy of the software and there is nothing to install.

2. What the service is not

3. Your account

You must be at least 18 and operating a business. You are responsible for everything done under your account, including by your staff, and for keeping login credentials confidential. Tell us promptly if you believe an account has been compromised.

Every yard runs in its own isolated workspace. You may add as many staff logins as you like at no additional charge; you are responsible for removing access when someone leaves.

4. Your data, and your customers' data

Everything you put into the service stays yours. That includes your fleet, your rates, your customers, your agreements and your inspection records. We claim no ownership of it.

Your renters' personal information is yours to control and ours only to process on your instructions. You decide what is collected, how long license images are kept, and when a record is deleted. We do not sell it, we do not use it to market to your customers, and we do not use it to train machine-learning models. What we do with it, and who else touches it, is set out in the Privacy Policy.

Because that information belongs to people who are not party to these terms, the detail is governed by a separate document. The Data Processing Agreement forms part of these terms and applies to every account automatically — there is nothing to sign. It sets out what we may and may not do as your processor, who else touches the data, how it is secured, and what happens to it when you leave. Where it and these terms disagree about your renters' personal information, the Data Processing Agreement governs.

You are responsible for having a lawful basis to collect what you collect, for telling your customers what you do with it, and for honoring their requests about it. Where we are your processor, we will help you answer such a request; we will not answer it for you.

While your account is open you can download your reports as CSV from inside the software at any time. Once an account is closed or suspended it is no longer reachable, so a self-service export is not possible then — instead, ask us within 30 days of closure and we will produce a complete export of your workspace and send it to you. We run that export with our own tooling; you do not need access to get your data back. After 30 days we delete it.

5. Acceptable use

• Do not use the service to break the law, or to help anyone else do so.
• Do not upload malware, attempt to reach another yard's workspace, probe or load-test the service, or circumvent any limit or access control.
• Do not resell, white-label or provide the service to a third party as your own.
• Do not use it to store payment card numbers, Social Security numbers, or health records. It is not built for those and nothing in it is certified to hold them.
• Do not send unsolicited marketing to your customers through it.

We may suspend an account immediately, without notice, where continued use presents a security risk, a legal risk or a risk to other customers. We will tell you why as soon as we reasonably can.

6. Fees and billing

Plans are priced by how many units you own and are listed openly on the pricing page. Subscriptions are month to month with no minimum term and no setup fee. Fees are stated in US dollars and exclude any sales or use tax, which we add where we are required to collect it.

Billing, cancellation, tier changes and refunds are covered in full in Billing, Cancellation & Refunds, which forms part of these terms.

We may change prices with at least 60 days' notice by email to your account address. A price change never applies to a period you have already paid for, and never lands part-way through one you are in. If you do not want the new price, cancel before it takes effect and you will not have paid it.

7. Payments taken from your renters

8. Availability and support

We aim to keep the service available around the clock and we do not offer a contractual uptime guarantee at this tier. Planned maintenance is announced in advance where we can. Support is by email at the address at the foot of this page, from a person who has run a rental yard.

Developer access. Your workspace is yours. To operate, support and maintain the service, an EZRentalYard Developer may access your workspace — for example to resolve an issue you have reported, or to set up and onboard your yard. We access it only for those purposes, and your renters' information is never used for anything else. Every change a Developer makes is recorded in your own activity log, marked as Developer rather than your staff. The access is not standing: it is re-checked on every page a Developer opens, and it ends when the support request it was opened against is closed. How we handle the information a Developer sees is governed by the Data Processing Agreement.

We improve the service continuously. We will not remove a feature you rely on without notice by email.

9. Our intellectual property

The software, its design and its documentation are ours and stay ours. These terms grant you a non-exclusive, non-transferable right to use the service while your account is in good standing, and nothing more. You may not copy, decompile or reverse-engineer it.

If you send us feedback or a feature idea, we may use it without owing you anything for it.

10. Third parties

The service runs on infrastructure and services we do not own — listed by name in the Privacy Policy. We choose them carefully and remain accountable to you for the service, but we do not control them and are not liable for their independent acts.

11. Ending the agreement

You can cancel at any time, either from your Billing page or by emailing us, and it takes effect at the end of the period you have already paid for. There is no notice period. Fees already paid are not refunded pro rata. Canceling during a free trial needs no notice and costs nothing. The mechanics, and exactly what happens to money already paid, are in Billing, Cancellation & Refunds.

We can terminate for a material breach of these terms that you do not fix within 14 days of our written notice, or immediately in the circumstances in section 5. If we terminate without cause, we refund the unused portion of any period you have paid for.

On termination your access ends. Your data is retained for 30 days, during which you can ask us for the complete export described in section 4, and is deleted after that. Sections 4, 9, 12, 13, 14 and 15 survive.

12. Warranties, and their limits

We warrant that we will provide the service with reasonable skill and care. Beyond that, and to the fullest extent the law allows, the service is provided "as is" and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement.

We do not warrant that the service will be uninterrupted or error-free, that a record it produces will be accepted by any court, insurer or regulator, or that any document template it ships is adequate for your business.

13. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue or lost business, however caused.

Our total aggregate liability arising out of or relating to these terms, on any theory, is limited to the greater of (a) the fees you paid us in the twelve months before the event giving rise to the claim, and (b) one hundred US dollars.

Claims about your renters' personal information are capped higher. For a breach of confidentiality, or of our obligations under the Data Processing Agreement, the limit is instead the greater of (a) three times the fees you paid us in the twelve months before the event, and (b) five thousand US dollars. That is deliberately above the general limit and deliberately not unlimited: the data we hold for you is the most sensitive thing this software touches and the general cap is too low to mean anything against it, but an uncapped exposure on a business this size is a promise that stops being worth anything at exactly the moment it is called on. A limit we can actually meet is worth more to you than one we cannot.

One thing sits outside both limits: our duty to defend you under section 14. If a claim comes at you over our software, we run the defense and we pay for it however long it takes, and what we spend doing that is not counted against either cap. What is finally awarded against you still is. We have put the defense outside the limits because that is the part you cannot budget for and we can at least control.

Nothing in these terms excludes liability that cannot lawfully be excluded, including for fraud, or for death or personal injury caused by negligence. Some states do not allow certain exclusions, in which case the exclusion applies only as far as that state permits.

14. Indemnity

You will defend and indemnify us against third-party claims arising from your use of the service in breach of these terms, from data you put into it, or from a rental you transacted — including any claim brought by one of your renters about the equipment, the transaction or the agreement between you and them. We will notify you promptly of any such claim and will not settle it without your consent.

And we do the same for you, on the software itself. If someone claims the service infringes their United States patent, copyright or trademark, we will defend that claim and pay what is finally awarded against you on it — provided you tell us promptly, leave the defense to us, and do not settle it without us. Where it comes to that we may instead change the service so the claim falls away, secure your right to carry on using it, or end the subscription and refund the unused part of what you have paid. Taking one of those routes stops the problem recurring; it does not end our duty on a claim already made against you.

The defending itself is uncapped, and section 13 says so rather than leaving you to infer it from silence. Our exposure to what a court finally awards is limited there; our exposure to the cost of standing between you and the claim is not.

That does not extend to a claim arising from your own data, from something built to your specification, from the service being combined with something we did not supply, or from your carrying on with a version after we have given you a corrected one.

15. Governing law and disputes

These terms are governed by the laws of the State of Tennessee, without regard to its conflict-of-laws rules. The state and federal courts sitting in Rutherford County, Tennessee have exclusive jurisdiction, and both parties consent to venue there.

Before filing anything, email us. Most of what reaches a lawyer in this business is a misunderstanding that a phone call would have ended.

16. Changes to these terms

We may update these terms. If a change materially affects your rights we will email your account address at least 30 days before it takes effect, and continuing to use the service after that date means you accept it. Otherwise the updated terms take effect when posted, and the "last updated" date at the top of this page always tells you which version you are reading.

17. The rest

These terms, the Privacy Policy, the Data Processing Agreement and Billing, Cancellation & Refunds are the entire agreement between us and replace anything said beforehand. If a provision is held unenforceable, the rest stands. Not enforcing something once does not waive it. You may not assign this agreement without our consent; we may assign it to a successor of our business.

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
legal@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.