Your information. Your business.

01 · Scope

Who and what this policy covers.

This policy applies to hderent.com, the HDER customer and staff web apps, online and in-office rental activity, service and inspection requests, upfit inquiries, sales leads, and communications with HDER. It does not control the privacy practices of a third-party website that you visit through a link.

02 · Information we collect

Information you provide and records created while we serve you.

• Contact and account information: name, email address, mobile number, account status, and sign-in/session records.
• Identity and agreement records: identification information or copies presented at the office, signature, agreement version, consent record, signature date, IP address, and browser information.
• Rental and transaction information: selected equipment, rates, dates, pickup or delivery details, reservation status, asset assigned, inspection and condition notes, damage or late-charge details, receipts, and payment status.
• Payment information: billing and transaction references received from our payment processor. HDER does not receive or store your complete card number or card security code.
• Insurance information: certificate-of-insurance PDFs, expiration dates, review notes, and approval status when a contractor requests a security-deposit waiver.
• Service and sales information: trailer details, photos or documents you provide, service symptoms, appointment details, quotes, internal service notes, upfit requests, and sales inquiries.
• Communications: email messages, text-message consent and opt-out records, incoming text replies, delivery status, extension requests, and customer-service correspondence.
• Technical information: IP address, device and browser details, security and access logs, and the session cookie needed to keep an account signed in.

03 · How we use information

To operate rentals, protect the fleet, and help customers.

We use information to create and secure accounts; verify identity and agreement acceptance; quote, reserve, deliver, check out, extend, return, inspect, and bill rentals; process security deposits and insurance waivers; schedule service; prepare estimates and receipts; send operational email or text updates; respond to questions; prevent fraud and misuse; maintain records; improve the site and our operations; enforce agreements; and comply with law.

04 · When we share information

Only where the work requires it.

We may disclose relevant information to:

• Cloud hosting, database, file-storage, email-delivery, security, and technical-service providers that operate this site and its records;
• Stripe and related financial institutions for card processing, payment-method storage, refunds, disputes, and security-deposit authorizations;
• Our text-message provider and telecommunications carriers when you choose rental text updates;
• Insurers, claims professionals, towing or recovery providers, repair vendors, collections providers, legal professionals, and law enforcement when reasonably necessary for an incident, claim, unpaid balance, fraud, safety issue, or legal requirement;
• A successor or buyer in a merger, financing, reorganization, or sale of the business, subject to appropriate confidentiality and legal requirements.

05 · Payments, identification & insurance documents

Sensitive records receive limited access.

Online card entry takes place on Stripe's secure payment page. HDER stores Stripe customer, payment-method, checkout, and payment references so authorized staff can manage the rental charge and any security-deposit action allowed by the Rental Service Agreement. Identification records and insurance certificates are used for rental qualification, claims, deposit-waiver review, and legal recordkeeping. Access is limited to authorized staff and service providers with a business need.

06 · Cookies, logs & security

A necessary session cookie, not an advertising profile.

The site uses a first-party, HTTP-only session cookie to keep a signed-in customer or staff member authenticated until they sign out or clear browser data. Our hosting and security providers may create network and security logs. We use reasonable administrative and technical safeguards, including restricted staff access, encrypted connections, expiring one-time sign-in codes, and provider security controls. No system can guarantee absolute security.

07 · Your choices & privacy requests

Ask to see, correct, obtain, or delete information.

• You may update account contact information or turn rental text updates off in your account. Reply STOP to an HDER text to opt out; reply HELP for assistance.
• You may ask whether we hold personal information about you and request access, correction, a portable copy, deletion, or a list of specific third parties that received personal information, subject to verification and legal exceptions.
• Because HDER does not sell personal data or use it for targeted advertising, there is no sale or targeted-advertising program to opt out of.
• Send a request to office@hderent.com with the subject “Privacy request,” or call 541-527-6123. We may need to verify your identity before acting. If we deny a request, you may appeal by replying with “Privacy appeal.”

We will honor rights required by applicable law. Oregon's privacy law applies only to businesses that meet its statutory thresholds, but HDER will still review reasonable customer privacy requests even where the law does not require a particular response.

08 · Retention, children, changes & contact

We keep records only as long as there is a business or legal reason.

We retain account, agreement, rental, service, payment, receipt, insurance, claim, and communication records for as long as reasonably needed to provide service, maintain the customer's history, protect the fleet, resolve disputes, collect amounts due, meet tax and accounting needs, and comply with law. Expired sign-in tokens and other temporary records may be removed sooner. We may retain records that cannot reasonably be deleted because of a legal hold, transaction record, safety issue, or active claim.

The site is intended for adults and business customers and is not directed to children under 13. We may update this policy as our services change. The effective date above identifies the current version.