Privacy policy

Privacy Policy

Version 2026-10-28 (draft for legal review)

This policy explains what personal data the Orvo Rental platform (the "Service") handles, who is responsible for it and what rights you have. The Service is operated by [LEGAL ENTITY NAME], [REGISTERED ADDRESS] ("we", "us"). Contact for privacy matters: [DPO OR CONTACT E-MAIL].

1. Two roles: our data and the agencies' data

The Service is used by car-rental agencies. For the data an agency enters about its own customers, drivers and reservations, the agency is the controller and we act as its processor under section 5. For the data about the agencies themselves and the people who sign in to the Service, we are the controller, as described in sections 2 to 4.

2. Data we hold as controller

• Agency accounts: agency name, web address, country, currency, time zone, plan, trial and subscription dates, the acceptance of the terms, and support tickets.
• People who sign in (agency owners, staff and platform operators): name, e-mail address, password (stored as a one-way hash), two-factor settings, sessions (with IP address and browser description), roles, and the change log of actions taken in the admin.
• Customer accounts on an agency's website: e-mail, name, phone and password hash, used so the customer can see and manage their own reservations with that agency; the reservation data itself belongs to the agency's records.
• Technical data: server logs with IP addresses and request details, kept for security and troubleshooting.

3. Why and on what basis

We use this data to provide the Service under the contract with the agency (account management, sign-in, e-mails about reservations, support), to keep the Service secure (sessions, logs, two-factor), to meet legal and accounting duties, and, for product announcements to agency owners, on the basis of our legitimate interest in running the Service; you can object to announcements at any time.

4. Sharing and sub-processors

We do not sell personal data. We share it only with providers that help us run the Service under contracts that bind them to confidentiality and security: hosting of the servers and storage, e-mail delivery, and, when an agency enables them, the integrations that agency chooses. The current list of sub-processors and their locations is available on request from [DPO OR CONTACT E-MAIL]. Where data leaves the country of hosting, we rely on the safeguards the applicable law provides for such transfers.

5. Data we process for agencies

Agencies store in the Service the data of their customers and drivers: names, contact details, driving-licence details, dates of birth, reservations, vehicles and the related documents and notes. We process this data only on the agency's instructions, to provide the Service, and never for our own purposes. Our support staff can access an agency's data only after the agency approves a time-limited request, and every such action is recorded. Agencies can block, anonymise or delete customer records in their admin to honour their customers' requests; customers should address their requests to the agency they rented from.

6. Cookies and sessions

The Service uses only the cookies needed to keep you signed in and to protect forms against misuse, plus a setting that remembers your language and theme. We do not use advertising or tracking cookies.

7. E-mail

The Service sends transactional e-mails on behalf of agencies (reservation requests, confirmations, reminders, support replies) and to agency owners about their account. These e-mails are needed for the Service and cannot be switched off while an account is active, except announcements, which you can decline.

8. Retention

Agency and account data is kept while the agency uses the Service and for 30 days after termination, so it can be exported, then deleted except what accounting or other laws require us to keep. Server logs are kept for a short, fixed period. Backups are kept for a limited period and then overwritten; deleted data may persist in backups until then.

9. Security

Data is encrypted in transit; passwords are stored as hashes; sensitive settings are encrypted at rest; each agency's data is separated from every other agency's on the server; sign-in supports two-factor authentication, which is mandatory for platform operators. Access to production systems is restricted and logged.

10. Your rights

Depending on where you live, you may have the right to access the data we hold about you, to correct it, to have it deleted, to restrict or object to its processing, to receive a copy, and to complain to a supervisory authority. For data held by an agency about you as its customer, please contact that agency; we will assist it. For data we hold as controller, write to [DPO OR CONTACT E-MAIL].

11. Changes

We may update this policy; the version date at the top changes when we do, and material changes are announced to agency owners by e-mail.