Privacy Policy
WARLRD Rentals · rent.warlrd.com · Effective October 24, 2026
This policy explains what WARLRD Rentals ("WARLRD", "we", "us") collects when you use rent.warlrd.com, the booking tools we place on our other websites, our customer account, and our emails and text messages (together, the "Service"), why we collect it, who we share it with, and the choices you have. It applies to renters, to people who send us a rental request, and to businesses that use the Platform to run their own rentals and connect their QuickBooks company ("business customers", see Section 4). It does not cover our other websites' own cookies or analytics, which have their own notices.
1. What we collect
| Information | When | Why |
|---|---|---|
| Name, company, email address, phone number | Rental request, checkout, agreement | To review and confirm your rental, send approval, checkout and receipt messages, and reach you about an active rental |
| Delivery or job-site address | When you choose delivery | To estimate the delivery distance and price and to deliver and collect the equipment |
| Driver's license or ID photos (front and back) and, when required, a photo of you holding it | Checkout, before your first rental | To confirm the identity of the person renting equipment and meet our insurer's requirements |
| Legal name, address, phone, email and ID number you type into the rental agreement, your typed or drawn signature and initials, and the date, time, network (IP) address and browser details recorded with them | Signing the Master Equipment Rental Agreement | To create a binding, verifiable agreement and the sealed PDF we both keep |
| Payment card token, card brand, last four digits, expiry, billing zip code, and the charge, hold and refund records returned by our payment processor | Online payment and deposit hold | To take payment, place and release the damage-deposit hold, and issue receipts. Your full card number and security code go from your browser straight to Intuit and never reach our servers. |
| Equipment condition photos, videos, fuel and hour readings, and check-out and check-in notes. These may include your job site, your vehicle, and people present at hand-over. | When equipment is delivered, picked up or returned | To document the condition of the equipment at the start and end of each rental, as the rental agreement describes |
| Your messages to us and our notes about your rentals | Any contact | Customer service and record keeping |
| Device and usage data: IP address, browser type, pages requested, times, and the session cookie that keeps you signed in | Automatically, while you use the Service | To run and secure the Service, prevent abuse, and troubleshoot |
We do not collect information from your device's camera, microphone or location except when you choose to take or upload a photo for the Service.
2. How we use it
- To provide the Service: review requests, reserve machines, take payment, verify identity, create and store your agreement, deliver and collect equipment, and issue receipts.
- To communicate: approval, checkout, receipt, reminder and return messages by email and, if you gave a phone number, text message.
- To protect our equipment and our customers: resolve damage, loss, late-return and payment matters; prevent fraud; enforce our agreements.
- To meet legal, tax and accounting obligations.
- To improve the Service, using aggregated data that does not identify you.
We do not sell your personal information, and we do not use it for third-party advertising.
3. Who we share it with
- Intuit (QuickBooks Payments and QuickBooks Online). Processes your card payments and deposit holds, stores your card on file at your request, and holds our customer, invoice and payment records for accounting. Intuit's handling of your data is described in its own Privacy Statement. What flows between us and QuickBooks is set out in Section 4.
- Email and text-message carriers. Our transactional email is sent through Microsoft 365; text messages, when enabled, are sent through Twilio.
- Address and routing services. When you type a delivery address we send it to Google's Places service for address suggestions and to OpenStreetMap's Nominatim and OSRM services to locate it and estimate road distance. Only the address text is sent, not your name.
- Our staff and contractors who deliver, collect and inspect equipment, review identification, and handle bookings. They see only what their job requires.
- Insurers, law enforcement and courts when needed to investigate damage, theft or an accident, to respond to lawful requests, or to establish, exercise or defend legal claims.
- A successor if our business is sold or merged, under the same protections.
4. Business customers who connect QuickBooks
A business that runs its rentals on the Platform may connect its own QuickBooks Online company and QuickBooks Payments merchant account, both provided by Intuit Inc. This Section describes that connection; the End User License Agreement sets the terms for it.
| QuickBooks data | When | Why |
|---|---|---|
| Company name and basic company information | When you connect and when we test the connection | To confirm which company is connected and show it in your settings |
| Customers (name, company, email, phone, address) and the link between a QuickBooks customer and a Platform account | Each booking | To match or create the customer the invoice and payment belong to |
| Products and services (items) and the mapping you choose between them and your rental rates | Setup and each invoice | To post rentals, delivery and fees to the right income lines |
| Invoices, payments and sales receipts we create, and their status as it changes in QuickBooks | Each booking, and on Intuit's change notifications (webhooks) | To raise invoices, record what was paid, and keep rental records in step with your books |
| Stored card tokens, charges, authorization holds, captures, voids and refunds, with card brand, last four digits and expiry | Renter checkout, deposit holds, extra charges and refunds | To take payment and manage deposits. Full card numbers and security codes never reach us (Section 1) |
| OAuth access and refresh tokens for the connection | While connected | To call Intuit on your behalf |
- Only to run the Platform. We use QuickBooks data solely to provide the Platform to you. We do not sell it, use it for advertising or profiling, use it for credit decisions, share it with anyone other than your own authorized users and (for their own transactions) your renters, or use it to train models.
- How it is stored. Access and refresh tokens are encrypted at rest with a key held only on our servers, are never shown in a browser or written to logs, and are refreshed only when about to expire. Our Intuit client credentials are kept server-side. Synced records live in your tenant's rows of our database, separated from other businesses by database-level row security.
- How long. Tokens: until you disconnect, Intuit revokes the connection, or the refresh token lapses, and then they are deleted. Synced customer, invoice and payment records: as part of your rental records, for as long as your account is open and the retention periods in Section 6 require.
- Disconnecting and deletion. Disconnect at any time from Settings → QuickBooks in the office portal or from the connected-apps settings inside QuickBooks Online. We then revoke and delete the tokens and stop all calls to Intuit. To have the synced records deleted as well, contact us; we will delete or anonymize them within thirty days, except what tax, insurance or legal obligations require us to keep.
- Intuit's side. Intuit's own handling of your company data is described in its Privacy Statement. Payment processing is governed by your QuickBooks Payments merchant agreement with Intuit.
5. Where it is kept and how it is protected
The Service runs on servers we control in a data center in St. Louis, Missouri, United States. Renter accounts are reached only through one-time sign-in links sent to your email address; staff sign in with passkeys or passwords and see only what their role allows, and staff actions are written to an audit log. Identification photos, signed agreements and condition evidence are stored in private storage that is not reachable from the public internet, and are shown to our staff only through the signed-in office portal. Traffic to the Service, and between the Service and Intuit and our other providers, is encrypted in transit (HTTPS/TLS). Payment tokens and QuickBooks connection tokens are encrypted at rest. The database is backed up nightly. No system is perfectly secure; if we learn of a breach affecting your information we will notify you, and where required Intuit and regulators, as the law requires.
6. How long we keep it
- Signed agreements, invoices, payment records and condition evidence: for the life of our relationship and at least as long afterwards as our insurer, tax and legal obligations require, typically seven years.
- Identification photos: while you remain an active customer and for the period needed to resolve any claim arising from your rentals. You may ask us to delete them once you have no open rental or balance; we may keep a record that identity was verified, with the ID number and expiry date.
- Requests that are never approved or paid: deleted or anonymized within a reasonable time after they expire.
- Server logs: a short rolling period for security and troubleshooting.
7. Your choices and rights
- Access and correction. Your signed-in account shows your rentals, agreements and receipts. Contact us to see, correct or receive a copy of the other information we hold about you.
- Deletion. Ask us to delete your information. We will do so unless we must keep it to complete a rental, resolve a claim, or meet a legal obligation.
- Card on file. Ask us to remove your stored card at any time once no rental or hold is open.
- Messages. Reply STOP to end text messages. We will still send essential emails about an active rental.
- Business customers. Disconnect QuickBooks or ask us to delete synced records as Section 4 describes; ask us to export or delete your account data when you close your account.
- Cookies. The Service uses a session cookie to keep your cart and your sign-in. Blocking it will stop the checkout from working. We set no advertising or tracking cookies.
We do not knowingly collect information from anyone under 18. If you believe a minor has given us information, contact us and we will delete it.
8. Changes
We may update this policy by posting a new version at this address with a new effective date. If a change materially affects how we use information we already hold, we will tell you by email.
9. Contact
WARLRD Rentals · 7643 S Allen St, Midvale, UT 84047 · (435) 730-2220
See also our Terms of Use and End User License Agreement.