Privacy Policy
1. Data Controller
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.
2. Data We Collect
We collect account registration data (name, email, company), usage data and inspection protocols created by tenants, 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.
3. How We Use Your Data
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.
4. Data Storage & Security
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.
5. Recipients and Service Providers
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; only a pseudonymous user ID, account ID, role and plan are transmitted — no names, email addresses, IP addresses, 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.
6. Data Retention
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.
7. Your Rights (GDPR)
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.
8. Cookies
We use only essential cookies for session management. No tracking or advertising cookies are used.