Privacy Policy

AiRentoSoft ("we," "us," or "our") is committed to protecting the privacy and security of the data entrusted to us by our clients ("Users," "Car Rental Operators") and their end-customers. This Privacy Policy outlines how we collect, use, disclose, and safeguard personal and business information through our website (airentosoft.com) and our AI-powered software suite, including our Rental Management Software, AI Call Agent, AI Scanners, and related services.

1. Information We Collect

We collect information directly from Users, automatically through the use of our platform, and from third-party integrations.

a. Account and Business Information:

• Contact details (name, email address, phone number, physical address).
• Business details (company name, fleet size, location data).
• Billing and payment-related information (such as billing contact details and transaction identifiers).

Payment card information is processed by secure third-party payment gateways.

b. Fleet and Rental Operations Data:

• Fleet data (vehicle details, VIN/plate identifiers, availability, location, status, maintenance-related notes).
• Booking and reservation data (rental dates, pickup/drop-off details, pricing, add-ons, and related operational notes).

c. End-Customer and Driver Data (Processed on behalf of Users):

• Driver/customer contact details (such as name, email address, phone number, and address as provided by the User or end-customer).
• Driver data, including driver’s license and insurance documents, and information extracted from those documents when scanned and verified using our AI License & Insurance Scanner and AI License & Insurance Verification features.
• Booking history, rental agreement details, and digital signatures for rental agreements.
• Vehicle damage images and metadata processed via AI Damage Detection.

d. AI, Audio, and Communications Data:

• Voice recordings and transcripts generated through the AI Call Agent for booking assistance, customer support, and quality assurance.
• Visual data from document scans and vehicle inspections for the purpose of AI-driven verification and damage assessment.

e. Usage and Technical Data:

• IP addresses, browser type, device information, and logs of activities within the software to ensure high uptime and security monitoring.

2. How We Use Information

We process information to provide our services and improve our AI-driven technology:

• Service Delivery: Managing bookings, fleet operations, CRM, and billing.
• Bookings and Customer Support: Handling reservations and rental workflows, including automated communications and assistance through the AI Call Agent.
• Payments: Facilitating invoicing and payment processing through third-party payment gateways and payment processors.
• AI Functionality: To power the AI Call Agent, automate document verification, and detect vehicle damage.
• Communication: Sending automated email reminders, traffic ticket notifications, and marketing communications (where opted-in).
• Security & Optimization: To maintain platform stability, prevent fraud, and enhance the "easy to learn" user interface.
• AI Model Improvement: Aggregated, anonymized, and/or de-identified data may be used to train and refine our machine learning models to improve accuracy and performance for all car rental operators.

3. Data Sharing and Disclosure

We do not sell personal information. We share data only in the following circumstances:

• Third Party Integrations: Data may be shared with partners and integrations such as Bonzah (for insurance) and Turo, as well as payment gateways and payment processors, to facilitate seamless operations (for example, policy matching, booking synchronization, and payment processing).
• Service Providers: We use sub-processors for cloud hosting, email delivery, call/telephony enablement, and analytics who are bound by strict confidentiality and data protection obligations.
• Legal Compliance: We may disclose information if required by law, such as responding to a subpoena or protecting our legal rights in traffic ticket management disputes.

4. AI-Specific Data Processing

Users acknowledge that AiRentoSoft utilizes advanced AI modules:

• AI Call Agent (Call Recording and Transcription): The AI Call Agent may record and/or transcribe calls (including inbound and outbound calls) to provide automated booking assistance, improve response quality, and increase operational efficiency. By using this feature, Users represent that they have obtained necessary consent from end-customers and callers to record and process voice data in accordance with applicable laws.
• AI Scanners (Document Scanning and Extraction): Our AI License & Insurance Scanner may scan and extract information from driver’s license and insurance documents to help verify identity and coverage and to pre-fill rental records. Users are responsible for confirming the accuracy of extracted data and the final verification outcome.
• Damage Detection: Images of vehicles are processed to identify structural issues. This data is stored as part of the rental record.
• AI Improvement: Where permitted, we may use aggregated, anonymized, and/or de-identified information derived from these AI features to improve service efficiency and refine our models.

5. Data Security

We implement industry-standard technical and organizational measures to protect data, including:

• Encryption of data in transit and at rest.
• Regular security audits and monitoring for high uptime.
• Access controls to ensure only authorized personnel can handle sensitive information.

6. Data Retention

We retain personal and business data for as long as an account is active or as needed to provide services. Upon termination of service, we may retain certain data for legal compliance, dispute resolution, or in an aggregated, anonymized format for AI training.

7. User Rights and Choices

Depending on your jurisdiction (e.g., GDPR, CCPA), you and your customers may have the right to:

• Access personal data we hold about you.
• Request that we correct or update inaccurate or incomplete information.
• Request deletion of personal data (subject to legal and contractual retention obligations).
• Object to or restrict certain processing activities.
• Data portability, where applicable.
• Withdraw consent for marketing communications.

Users are responsible for managing the privacy requests of their end-customers through the AiRentoSoft CRM tools, and may contact us for assistance where needed.

8. Third-Party Links and Services

Our platform integrates with third-party services like Turo and Bonzah. We are not responsible for the privacy practices of these external entities. We encourage Users to review the privacy policies of any third-party service they connect to our platform.

9. Changes to This Policy

AiRentoSoft reserves the right to update this Privacy Policy at any time. We will notify Users of significant changes via email or through a notification within the software dashboard.

10. Contact Information

For questions regarding this Privacy Policy or our data practices, please contact:

AiRentoSoft Information
Website: Official AiRentoSoft Car Rental Software Website
Email: info@airentosoft.com