Acceptable Use Policy
Last updated 7 September 2026
Rent Ride is business software for running a vehicle rental operation. This Acceptable Use Policy ("Policy") sets out what it may be used for and what it may not. It applies to every account, to everybody a business lets into its workspace, and to anything uploaded, stored, or sent through the service. It forms an integral part of the Terms of Service, and violating it constitutes a breach of those terms.
1. Scope and Application
- This Policy applies to the business entity holding the workspace, and every authorized user, employee, or contractor invited into the platform.
- It governs all data, records, digital documents, media files, and communications uploaded, stored, transmitted, or generated through the Service.
- The Customer is strictly answerable and liable for the conduct of every user they admit to their workspace, regardless of prior knowledge or intent.
2. Lawful Use Mandate
The obligations detailed below are absolute. None of them is subject to a materiality threshold, and none depends on prior warning from the Company.
Comply with Governing Jurisdictions
Vehicle rental operations are heavily regulated. Licensing, insurance, roadworthiness standards, deposit handling, consumer protection, tax remittance, and driver record compliance are exclusively the Customer’s responsibility. We provide software infrastructure; we do not provide legal compliance.
Lawful Data Acquisition
You must possess a valid lawful basis for collecting, holding, and processing every renter record entered into the workspace, including driving licence scans, birth dates, and identity verification documents.
End-User Transparency
Your renters are your direct customers, not ours. Providing mandatory statutory privacy notices and capturing required consents remains your sole legal obligation.
Prohibition of Unlawful Discrimination
The Service must not be utilised to illegally refuse, price, or condition a rental based on characteristics prohibited by applicable law. Custom workspace fields and notes must record operational facts, not discriminatory attributes.
3. Prohibited Uploads and Content
The following categories of materials must not be uploaded, stored, transmitted, or processed through the Rent Ride platform.
Unlawful or Infringing Material
Any content that violates local, state, federal, or international law, or infringes upon third-party intellectual property, privacy, or publicity rights.
Payment Card Data (PCI-DSS Prohibition)
Never enter full payment card primary account numbers (PAN), security codes, or banking credentials into notes, custom fields, documents, or free-text inputs. The Service is not a PCI-DSS certified cardholder data environment. Doing so is a severe breach of this Policy.
Sensitive Categories of Data
Health metrics, biometric identifiers, racial or ethnic origin, political affiliations, religious beliefs, trade union memberships, or sexual orientation must not be processed unless legally mandated and strictly required for a vehicle rental transaction.
Malicious Code
Any files containing software viruses, trojan horses, worms, ransomware, or other harmful or executable code designed to compromise infrastructure integrity.
Minor and Child Data
The Service is enterprise business software designed exclusively for transactions between adults. It must not be used to profile or store records concerning minors under sixteen.
4. Platform Use Restrictions
Reselling and White-Labeling
You may operate your independent rental business using the Service. However, you are strictly prohibited from reselling, white-labeling, or commercializing access to third parties as a standalone service without an express written agreement.
Reverse Engineering
You shall not decompile, disassemble, reverse engineer, or otherwise attempt to extract the source code or underlying architecture of the platform.
Competitive Benchmarking
The Service must not be used to construct a competing product or service, nor may performance metrics or benchmark results be published without prior written authorization.
Circumvention of Commercial Limits
Plan thresholds, fleet capacities, and staff seat allocations are binding commercial terms. Bypassing these limits via shared multi-business accounts or splitting operations across accounts constitutes a material breach.
Credential Sharing
User accounts are issued to named individuals. Shared logins compromise system security and audit trails and are strictly prohibited.
5. Email Infrastructure and Transmission Standards
The Service enables transactional communications to renters using sending identities associated with your business. Abuse of this infrastructure degrades platform deliverability for all customers.
Strictly Transactional Communications
Platform-dispatched messages must relate directly to an active booking (e.g., confirmations, invoices, receipts, handovers). Marketing campaigns, newsletters, promotions, and unrequested bulk mail are strictly prohibited.
Relationship-Gated Distribution
Emails may only be sent to individuals with an established, active rental relationship. Purchased, scraped, rented, or third-party lead lists must never be loaded into the platform.
Accurate Headers and Routing
Falsifying sender metadata, IP headers, or routing information designed to obscure the true origin of a transmission is prohibited.
Suppression List Compliance
An address that hard-bounces or reports one of your messages as spam is suppressed for your workspace automatically and permanently. This protects the sending reputation every customer on the platform shares. Attempting to bypass suppression is a violation.
No Unsubscribe Mechanism
Because the mail you send through the platform is strictly transactional and tied to a booking the renter has made, those messages carry no unsubscribe link. The consequence is yours to manage: a renter who asks to stop receiving mail is asking you, and it is your responsibility to act on that using the sending settings in your workspace or by removing the address. Do not use this infrastructure for anything a recipient would expect to be able to unsubscribe from. This applies to your mail to your renters; our own messages to you as an account holder are described in our Privacy Policy and carry an unsubscribe link where the subject is not your account or your billing.
Domain Authorization Control
Custom sending domains may only be claimed and verified by the legitimate entity exercising administrative control over that domain name.
6. Technical Abuse
Conduct that threatens the availability, integrity, or isolation of the platform is governed by our Technical Abuse Policy, which forms part of these Terms and defines the prohibited conduct, how we respond, and how to report it. It is the controlling statement on this subject; nothing in this Policy narrows it.
- In summary, and without limiting that Policy: do not attempt to reach systems, administrative interfaces, or workspaces other than your own; do not interfere with the availability of the Service for anybody else; do not automate interaction with the application beyond ordinary interactive use; and do not conduct vulnerability scanning or penetration testing without our prior written agreement on scope and timing.
7. Fair Use Policy
Plan allocations govern resource consumption. While automated controls restrict hard limits like fleet ceilings, other resources operate under fair use standards.
Transactional Email Overage Management
By default, messages exceeding your monthly allowance are billed at the overage rate for your plan rather than blocked, so a busy month does not stop confirmations reaching your renters. You may switch overage off in your email settings, in which case sending stops for the rest of the period once the allowance is used and nothing further is billed. Your usage against the allowance is shown in the workspace, and we write to you at eighty per cent of it and again when it is reached.
Maximum Runaway Caps
Sending stops automatically for the rest of the month once volume reaches three times your plan’s monthly allowance, or 20,000 messages, whichever is the larger figure. This is a guard against a loop or a misconfiguration running up a bill, not a quota; if you reach it in ordinary trading, write to us.
Storage Scope
Workspace storage is provisioned strictly for transactional documentation (agreements, licence scans, damage photos). Using platform storage as general file hosting or backup archives is prohibited.
Proportionate Interactive Use
The platform is priced for standard interactive browser management. Sustained automated usage or loads disproportionate to your tier violate fair use.
8. Upstream Infrastructure Compliance
The Service relies on third-party cloud infrastructure vendors. Users must adhere to their respective terms and acceptable use standards.
Payment Processing (Stripe)
Billing operations are governed by the Stripe Services Agreement and restricted business lists. Card data must never touch application inputs outside Stripe hosted frames.
Cloud Messaging (Amazon Web Services)
Email dispatch through Amazon SES is bound by the AWS Acceptable Use Policy. Excessive bounces or complaints will result in immediate sending suspension.
Single Sign-On (Google)
OAuth authentication via Google is governed by its API terms, ensuring profile scopes are limited strictly to authentication tokens.
Hosting Infrastructure (Vercel & Supabase)
Underlying database and serverless environments enforce platform-level acceptable use policies prohibiting abusive operational loads.
9. Enforcement and Breach Actions
We reserve the right to investigate suspected violations and take immediate remedial action to protect platform stability and security.
- We may investigate suspected breaches and require reasonable cooperation from the Customer.
- Offending materials or unauthorized data may be removed or blocked without prior notice.
- Workspaces, user accounts, or custom sending identities may be suspended immediately upon threat detection.
- We reserve the right to terminate commercial agreements for serious or uncured breaches without issuing refunds.
- Unlawful conduct will be reported to appropriate law enforcement authorities alongside required records.
10. Reporting Abuse and Vulnerabilities
Responsible disclosure of security vulnerabilities or policy violations helps safeguard the ecosystem. Good-faith security researchers following responsible disclosure guidelines will not face legal retaliation.
Abuse and Security Reports hello@rentride.app
security@rentride.app