This GDPR information page explains how Easy Rent Pro approaches the EU General Data Protection Regulation in connection with Easy Web Rent. It is not a substitute for a customer’s own legal assessment, privacy notices, contracts, or data-protection impact analysis.
1. What is the GDPR?
The General Data Protection Regulation is the European Union framework governing the processing of personal data. It has applied since May 25, 2018. It can apply to organizations established in the European Economic Area and, in specified circumstances, organizations outside it that offer goods or services to people in the EEA or monitor their behavior there.
2. What information is personal data?
Personal data is information relating to an identified or identifiable natural person. In a rental operation this may include names, contact details, identification documents, driver information, addresses, reservation records, vehicle use, payment references, IP addresses, account activity, communications, images, and other information linked to an individual.
Certain data may receive additional protection under law. Customers should avoid storing sensitive information unless it is necessary, lawful, properly protected, and supported by an appropriate legal basis.
3. Controller and processor roles
For account, trial, billing, website, sales, support, security, and business-administration information that Easy Rent Pro determines how and why to use, Easy Rent Pro generally acts as a data controller.
For personal data that a rental company enters into Easy Web Rent about its customers, drivers, employees, reservations, rentals, agreements, payments, and operations, the rental company generally acts as controller and Easy Rent Pro generally acts as processor on its documented instructions.
Roles depend on the actual activity. A party can be a controller for one processing activity and a processor for another.
4. Customer responsibilities
Easy Web Rent does not automatically make a customer GDPR-compliant. Each customer is responsible for:
- identifying applicable laws and lawful bases;
- providing clear privacy notices;
- collecting valid consent when consent is relied upon;
- limiting collection to necessary data;
- setting appropriate access, retention, and deletion rules;
- responding to data-subject requests;
- managing employees and authorized users;
- assessing integrations, exports, and international transfers;
- maintaining records and completing impact assessments where required.
5. Lawful grounds
Depending on the context, processing may rely on performance of a contract, steps requested before entering a contract, compliance with legal obligations, legitimate interests, consent, or another lawful basis. Easy Rent Pro does not determine the customer’s lawful basis for its rental operations.
6. Easy Web Rent features supporting compliance
Depending on the subscribed version and configuration, Easy Web Rent can support role-based access, user permissions, authentication, activity logging, data search, record editing, exports, document management, configurable customer fields, and operational controls.
These tools support compliance efforts but must be configured and used appropriately by the customer. Technical capability does not replace policies, staff training, legal review, or governance.
7. Data-subject requests
A controller is responsible for receiving, verifying, evaluating, and responding to requests concerning access, correction, deletion, restriction, objection, portability, consent withdrawal, and automated decision-making where applicable.
When Easy Rent Pro acts as processor, it will provide reasonable assistance using available service functions and support processes, subject to the agreement, identity verification, technical feasibility, and applicable fees for non-standard work.
8. Security of processing
Easy Rent Pro applies technical and organizational measures intended to protect confidentiality, integrity, availability, and resilience. Measures may include managed infrastructure, access controls, authentication, logging, updates, network protections, encryption where appropriate, backups, monitoring, and incident-response procedures.
Customers must also secure their devices, credentials, networks, integrations, exports, employees, and local copies. No system can eliminate all risk.
9. Personal-data breaches
When Easy Rent Pro becomes aware of a confirmed personal-data breach affecting Customer Data for which it acts as processor, it will notify the relevant customer without undue delay as required by the applicable agreement and law, and provide available information reasonably needed for the customer’s assessment.
The controller remains responsible for determining whether notification to a supervisory authority or affected individuals is legally required.
10. Subprocessors
Easy Rent Pro may use hosting, infrastructure, support, communications, monitoring, payment, and other service providers to process data. Such providers are selected for legitimate service purposes and are subject to appropriate contractual and security requirements where required.
Current subprocessor or transfer information may be requested from privacy@easyrentpro.com.
11. International transfers
Easy Rent Pro may process data in Curaçao and in other countries where infrastructure or approved providers operate. Where GDPR transfer rules apply, transfers are handled through an available lawful mechanism, such as an adequacy decision, standard contractual clauses, or another permitted safeguard.
Customers are responsible for assessing transfers created by their own users, exports, integrations, or third-party services.
12. Retention and deletion
Account and Customer Data are retained as needed to provide the service, comply with legal obligations, resolve disputes, maintain security, recover from failures, and enforce agreements. Customers should configure and operate retention practices suitable for their data.
After cancellation, access, export, retention, backup rotation, and deletion are governed by the applicable agreement, Privacy Policy, and Cancellation Policy.
13. Data Processing Agreement
Where required, business customers may request a Data Processing Agreement addressing documented instructions, confidentiality, security, subprocessors, assistance, deletion or return, audit information, and international transfers.
14. Documentation and audits
Easy Rent Pro maintains information reasonably necessary to demonstrate compliance with its processor obligations. Customer audit and information rights are subject to confidentiality, security, proportionality, third-party restrictions, and the applicable agreement.
15. Privacy contact
GDPR and data-processing questions may be sent to privacy@easyrentpro.com or info@easyrentpro.com.