Existing and new damage, fuel level and mileage in view at every handover and return - with photos, the renter's signature and a PDF. Start free, even with a single vehicle or boat.
Digital handover protocols - fast, clear, traceable.
Built for
Open a sample protocol as PDF.
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Easy to use, yet with every detail that counts in a dispute - on any device, no training needed.
Photos at handover and return, timestamped and stored securely. You mark damage directly on the image, with a description and a close-up. Scratches, dents and defects are clearly on record, so there is nothing to argue about later.
The wizard walks through the same positions every time, for example front, rear, both sides, meter reading - you set the list. At the return, the handover photo of the same position appears next to the camera, and the PDF shows both side by side.
A new handover starts with the last documented condition: photos and known damage are already there. You only check what has changed, and if you like, the renter confirms each existing damage one by one. The PDF lists existing damage separately from new findings.
The return shows the handover beside it: known damage stays known, new damage stands out in red, mileage and fuel are shown with the difference. That is exactly where disputes start.
The renter signs on whatever device is at hand. Time, IP address and device are recorded, location only if they allow it. You or a staff member countersign for the business, with a stored signature and company stamp. Once signed, nobody can change it - not even you.
Signing seals the protocol: photos, damages, readings and signatures get one check code. Change a single pixel afterwards and the code no longer matches. With the QR code in the PDF the renter reopens the protocol later and sees that it is unchanged - no account, and without asking you.
A branded, print-ready PDF protocol is generated instantly after signing and emailed to both parties automatically.
Customers scan a QR code on the vehicle or boat and complete the handover themselves - no app required. The renter records what they find, and has it in writing.
Record once what belongs to the object - life jackets, warning triangle, charging cable. Every handover ticks the list off, and it goes into the PDF in full, including anything missing.
Not just the interface: the protocol PDF, the emails and the renter's self-service arrive in the renter's language while you work in yours. A Dutch rental business hands over to a French renter without speaking a word of French - the signed protocol is produced in both languages. German, Dutch, English, French, Spanish.
All protocols per rental object, searchable and filterable. The filtered list goes to accounting as Excel or CSV, and all PDFs with an overview go to the insurer or the archive as a ZIP.
Your business, your logo, your rental objects - plus staff accounts with their own permissions. No other business sees your data. Everything is stored in the EU only, encrypted and GDPR compliant.
The same protocol, in the other direction: a customer's vehicle comes in for repair, conversion or valeting and goes back out. Existing damage is photographed at intake and signed by the customer. The release is compared with the intake - known damage stays known, new damage is shown separately.
Included in the Pro plan, up to 40 vehicles a month. Available to try in the first 14 days of every account.
Set up your workspace, add your logo and company details, and enter your rental objects - boats, vehicles, trailers or machines. Sample data is already there so you have something to try immediately.
Open a new inspection on your tablet or phone - or let the customer scan the QR code and start themselves. Walk through the guided wizard.
Upload photos, mark any damage, fill in fuel and mileage, and have the customer sign digitally on the spot.
The signed protocol is generated automatically as a PDF - including photos of the condition - and emailed to the customer. You keep a copy in your dashboard forever.
That moment decides what can be proven later - for both sides. Five minutes at the vehicle: photos, damage, mileage, signature. After that the business has its protocol, and the renter has the same one in their inbox. For a rental car, for a dealership demo car, for a charter boat and for an excavator.
Answers to what people ask before signing up
A protocol is evidence, not a form with prescribed wording. What matters is that the condition, the time and the renter's consent can be traced. RentalHandover records the time, IP address and device for every signature, plus the location if the signer allows it, and the finished protocol cannot be changed afterwards. It is also sealed with the signature: a check code in the PDF lets anyone who scans the QR code or opens the check link see whether it has been changed since. For the assessment in your own country, please ask your legal adviser.
No. The renter signs on your device, or scans a QR code and completes the handover in the browser on their own phone. There is no installation and no account for renters.
You mark existing damage once on the handover photos. On the return, RentalHandover puts the handover next to it: known damage stays marked as known, new damage stands out in red. That comparison is what decides the deposit.
Peace of mind about the deposit. At the handover they see the same marked photos you see, they get the signed protocol by email straight away, and they can reopen it at any time. Once signed, nothing can be changed - so they never have to wonder during the rental what they will be charged for at the end. The same document protects both sides.
Yes. You work in your language, the renter gets the protocol PDF, the email and the self-service in theirs. Different languages produce two PDFs with the same content. Available in German, Dutch, English, French and Spanish.
About five minutes for a vehicle with eight to twelve photos, ten to fifteen for a charter boat with an inventory list. The PDF is created with the signature and goes to the renter immediately, so there is no paperwork left for the office.
Servers and database run at OVHcloud in Germany. Photos, signatures and PDFs are stored in Cloudflare R2 object storage with EU jurisdiction, so they never leave the EU. Every connection is encrypted and files are only reachable through short-lived signed links.
The Free plan is free with no time limit and covers one rental object and five protocols per month. The first 14 days run on Basic limits. A credit card is never required; paid plans start at 29 euros per location and month and can be cancelled monthly.
Each location gets its own account, its address appears in every protocol, and it has its own line on the invoice, ready to book to that location's cost centre. The plan follows the rental objects at that location. For groups of companies we conclude a framework agreement; further locations are then added with a short order.
Yes, that is what the Free plan is for: one rental object and five protocols per month, free with no time limit. A protocol covers the handover and its return, so that is five rentals a month. If you rent out more often, switch to Basic with unlimited protocols. There is no minimum size and no setup fee.
Yes, on every plan. Staff create protocols, administrators also manage rental objects, company details and billing. Each business works in its own area and cannot reach anyone else's data.
Yes, with workshop mode: intake instead of handover, release instead of return, customer instead of renter. The vehicle is created at intake by its licence plate and recognised on the next visit; order number and customer request are on the protocol. Workshop mode is included in the Pro plan (up to 40 vehicles a month), unlimited in Enterprise, and available to try in the first 14 days of every account.
Free plan with no time limit. No setup fees. No fixed term - cancel anytime.
Every account starts with 14 days at Basic limits and then continues on the Free plan - 1 asset, 5 protocols per month. No credit card, nothing to cancel.
On request we handle setup, outline drawings of your models and your own contract forms - in every paid plan.
All prices per location and month, plus statutory VAT. A location is a business site with its own address.
Join rental companies across the Netherlands, Germany, and beyond who have switched from paper to professional digital protocols.
Last updated: 7 October 2026
The controller for data processing on rentalhandover.com and in the RentalHandover platform is TM Systems Till Merlé, Birkenstr. 19, 61440 Oberursel, Germany ("we", "us"). Contact: hello@rentalhandover.com. This covers your account and billing data. For the data a rental business records about its renters in RentalHandover (protocols, photos, signatures, customer records), the rental business is the controller; we process that data on its behalf under Art. 28 GDPR (data processing agreement: www.rentalhandover.com/avv).
We collect account registration data (name, email, company), usage data and inspection protocols created by rental businesses, photos and signatures uploaded during handover sessions, and payment information (processed by our payment provider; we do not store card details). When a protocol is signed we also record the time, the IP address and the browser of the signing device as evidence, plus the location - the latter only if the signer explicitly allows it in their browser.
To provide and improve the RentalHandover service, to send transactional emails (inspection PDFs, account notifications), and to comply with legal obligations. We do not sell or share your data with third parties for marketing purposes.
Servers and the database - and with them all account, customer and protocol records - run on OVHcloud in a data centre in Germany (Limburg). The website and the app are served directly from this server. Uploaded files (photos, signatures and protocol PDFs) are held in Cloudflare R2 object storage under an EU jurisdictional restriction - they are stored exclusively within the EU and encrypted at rest. Every connection to RentalHandover is encrypted with TLS 1.2 or 1.3. Files are not publicly accessible; they can only be retrieved through time-limited, signed links.
We use the following service providers: OVH GmbH, Cologne, Germany (servers and database in Germany; our emails are sent through mail servers in France). Cloudflare, Inc., USA (R2 file storage, located exclusively in the EU). Stripe Payments Europe, Ltd., Dublin, Ireland (payment processing for paid plans - you enter payment details directly with Stripe; we never receive card data). Functional Software, Inc. (Sentry), USA (error monitoring in its EU data region in Germany; the error message with the address and method of the failed request, a pseudonymous user ID, account ID, role and plan are transmitted - no IP addresses, cookies, form contents or signatures). If you sign in with Google or Apple, we receive your name and email address from them. Where a provider is based in the USA, transfers rely on the EU-U.S. Data Privacy Framework or EU Standard Contractual Clauses.
Inspection protocols are retained for the duration of your subscription plus 90 days after cancellation. You can request deletion of all your data at any time.
Under GDPR, you have the right to access, correct, port, and erase your personal data. To exercise these rights, contact hello@rentalhandover.com. You may also lodge a complaint with your national data protection authority.
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