Privacy & Data Collection Policy

Recreational Dream Rentals respects your privacy and is committed to protecting the information you provide when using our website, customer portal, rental booking system, rental services, digital forms, email communications, and related services.

This Privacy & Data Collection Policy explains what information we collect, how we use it, how we protect it, when it may be shared, and what choices may be available to you.

1. Information We Collect

We may collect information you provide directly to us, information created through your rental activity, and limited technical information from your use of our website or customer portal.

Personal Information:

• First and last name
• Email address
• Phone number
• Mailing address
• Date of birth, if required for rental eligibility
• Emergency contact information, if required
• Account username or login information
• Customer notes or messages you send to us

Rental and Booking Information:

• Rental dates and times
• Rental equipment selected
• Booking history
• Rental status
• Payment status
• Deposit status
• Rental preferences
• Customer service notes
• Arrival instructions or rental-related details

Required Documents and Agreements:

• Driver’s license uploads, if required
• Boater education certificate uploads, if required
• Signed waivers
• Signed rental contracts or rental agreements
• Damage deposit authorizations, if required
• Safety checklist confirmations
• Boating Safety & Etiquette Video completion status
• Digital signature records
• Date and time signed
• IP address and device/browser information connected to a digital signature, if available

Payment Information:

We may collect payment-related information needed to process deposits, balances, refunds, damage deposits, and rental payments. Full payment card details may be handled by a third-party payment processor and may not be stored directly on our system.

Website, Device, and Security Information:

• IP address
• Browser type
• Device type
• Operating system
• Login activity
• Session activity
• Date and time of account activity
• Pages accessed
• Failed login attempts
• Security and audit logs

Email and Communication Information:

• Emails sent to you
• Email delivery status
• Email open/read tracking when available
• Email link clicks when available
• Communication preferences
• Opt-out or unsubscribe requests for promotional emails

2. How We Use Your Information

We may use your information to:

• Create and manage customer accounts
• Schedule and manage rental bookings
• Confirm rental eligibility
• Process waivers and rental agreements
• Review required documents
• Verify required safety steps
• Process payments, deposits, refunds, and balances
• Send booking confirmations and reminders
• Send waiver, document, payment, or safety reminders
• Send password reset and account assistance emails
• Provide customer support
• Improve our website, customer portal, and rental process
• Maintain business, legal, safety, insurance, and accounting records
• Detect, prevent, and respond to fraud, abuse, unauthorized access, or security issues
• Comply with legal, regulatory, insurance, tax, or law enforcement requirements

3. Required Rental Documents

Some rentals may require customers to upload documents or digitally sign forms before a rental can be scheduled, confirmed, or completed.

Required documents may include:

• Rental waiver
• Rental agreement or contract
• Driver’s license
• Boater education certificate
• Damage deposit authorization
• Safety checklist
• Other rental-related forms

Customers are responsible for providing accurate, current, and complete information.

4. Digital Signatures

When you digitally sign a waiver, rental agreement, or other document, we may store:

• Your typed signature
• Your name
• Your email address
• The document version signed
• The date and time signed
• Your IP address, if available
• Your browser/device information, if available

Digital signatures may be used to confirm that you reviewed and agreed to the applicable rental terms.

5. Email Communications and Email Tracking

We may send transactional emails related to your account, booking, payment, waiver, rental agreement, safety requirements, or customer support.

We may also send promotional emails if allowed by law and your communication preferences.

Emails sent from our system may include tracking features that help us know whether an email was opened or viewed. Email tracking is not always accurate because some email providers block images, preload images, or limit tracking.

Promotional emails should include an unsubscribe or opt-out option where required. Transactional emails related to your account, rental, payment, waiver, safety requirement, or customer service may still be sent when necessary.

6. How We Share Information

We do not sell your personal information.

We may share information only when reasonably necessary to:

• Process payments
• Provide rental services
• Operate our website or customer portal
• Send emails or text messages
• Store documents securely
• Work with trusted service providers
• Comply with legal obligations
• Respond to lawful requests
• Protect our business, customers, equipment, property, or legal rights
• Prevent fraud, misuse, or security threats

Service providers may only use information as needed to provide services to us.

7. Cookies and Tracking Technologies

Our website or customer portal may use cookies, session tools, analytics tools, email tracking, or similar technologies to:

• Keep users logged in
• Improve website performance
• Protect account security
• Understand website usage
• Track email delivery or open status
• Support booking and customer portal functions

You may be able to control cookies through your browser settings, but disabling cookies may affect website or customer portal functionality.

8. Data Security

We use reasonable administrative, technical, and physical safeguards to help protect customer information.

Security measures may include:

• Password protection
• Secure login sessions
• Access controls
• Role-based permissions
• Audit logs
• Secure document handling
• Encrypted or protected connections where available
• Restricted admin access
• Backup and recovery controls

No online system can be guaranteed 100% secure, but we work to protect the information we collect.

9. Account Access and Passwords

Customers are responsible for keeping their account login information secure.

We will never ask you to provide your password by email.

If you request a password reset, we may send a secure reset link to the email address associated with your account.

10. Data Retention

We may retain customer information, rental records, signed waivers, signed rental agreements, uploaded documents, payment-related records, audit logs, and communication records for as long as needed for:

• Rental operations
• Customer service
• Legal compliance
• Insurance requirements
• Tax and accounting requirements
• Dispute resolution
• Fraud prevention
• Safety records
• Business recordkeeping

When information is no longer needed, we may delete, archive, anonymize, or securely retain it as allowed by law.

11. Your Privacy Choices and Rights

Depending on applicable law, you may have the right to:

• Request access to personal information we maintain about you
• Request correction of inaccurate information
• Request deletion of certain information
• Request a copy of certain personal information
• Opt out of promotional emails
• Opt out of certain uses of personal information where required by law
• Appeal certain privacy request decisions where applicable

Some information may need to be retained if it is connected to completed rentals, signed agreements, payment records, safety records, legal obligations, insurance requirements, fraud prevention, or business recordkeeping.

To make a privacy request, contact us using the contact information listed below.

12. Children and Minors

Our website and customer portal are not intended for children under 13.

We do not knowingly collect personal information from children under 13 without appropriate parental or legal guardian consent where required by law.

Certain rentals may require a parent, legal guardian, or responsible adult to complete documents, provide consent, or accompany a minor.

13. Sensitive Information

Some information you provide, such as identification documents, safety-related records, or signed legal documents, may be treated as sensitive or confidential.

We only collect sensitive information when needed for rental eligibility, safety, legal, insurance, payment, or business purposes.

14. Data Breach and Security Incidents

If we become aware of a security incident involving personal information, we will review the situation and take appropriate action as required by applicable law.

15. Third-Party Links and Services

Our website may link to third-party websites, payment processors, video platforms, map services, or other services.

We are not responsible for the privacy practices of third-party websites or services. Customers should review the privacy policies of those third parties.

16. Changes to This Policy

We may update this Privacy & Data Collection Policy from time to time.

Updates will be posted on our website with a revised “Last Updated” date.

17. Contact Us

If you have questions about this Privacy & Data Collection Policy or want to submit a privacy request, contact us:

Recreational Dream Rentals
Phone: 817-627-7113
Website: https://www.recreationaldreams.com