Privacy Policy

Renviq is operated as a sole proprietorship by an individual established in the European Union. For the purposes of the GDPR we are the data controller for the personal data described in this policy. Because the operator is established in the EU, no separate representative under GDPR Article 27 is appointed. You can reach our privacy team at support@renviq.io.

If you are a customer of one of our rental operators (you booked a car, motorbike, or boat through them), the operator is the data controller for your booking data and Renviq is a data processor acting on their instructions. This policy describes the data we hold directly — the rental operator's own privacy notice describes the data they hold about you.

Paid Renviq subscriptions are sold through Polar Software Inc. (USA), which acts as the Merchant of Record. Polar is the seller of record on customer invoices and collects all applicable EU VAT and sales taxes. Detailed legal entity information about the operator is provided on invoices issued by Polar.

From visitors to this website: pages you view, the language you chose, approximate region inferred from your IP for the OG image and currency display, and — only if you accept the analytics banner — anonymous product analytics, session heatmaps and session recordings. In the signed-in app, the same consent enables analytics and session recordings that are linked to your account (see How we use your data).

From signed-up users of the Renviq application: your name, email, hashed password, the workspace you belong to, the actions you take in the app, and metadata about your sessions. We do not collect payment card numbers — those are handled directly by our billing provider and never touch our servers.

From rental operators who switch on government reporting: the credentials the authority issued to them — a qualified AEAT certificate for Veri*Factu, the SES.HOSPEDAJES web-service password and establishment codes, and the Ca.R.G.O.S. username, password and API key. We hold them sealed with AES-256-GCM and bound to the workspace and the reporting regime they belong to; the API never returns them, only the date they were last set. The reports themselves need identity data about the renter and the drivers that a rental system would otherwise have no reason to hold: identity-document type, number and issuing country, place and date of birth, sex, second surname, and the municipality code of the address. The rental operator enters that data as its controller; we process it to build the report and file it in the operator's name.

We do not buy, rent, or otherwise acquire personal data about you from third parties.

We rely on four GDPR lawful bases depending on the activity. Contract: processing necessary to provide the service you signed up for — your account, your data in the app, your invoices. Legitimate interest: keeping the service secure, preventing abuse, and improving the product (analytics rely on your prior opt-in, not legitimate interest). Consent: explicit opt-in for analytics cookies and for marketing emails. Legal obligation (Article 6(1)(c) GDPR): processing a law requires — the Veri*Factu invoicing records that Royal Decree 1007/2023 requires of an invoicing system, the SES.HOSPEDAJES communications to the Spanish Ministry of the Interior under Royal Decree 933/2021, and the Ca.R.G.O.S. communications to the Italian State Police under article 17 of Decree-Law 113/2018 and the Ministerial Decree of 29 October 2021.

Those three filings are the rental operator's own obligations, not ours: the operator holds the registrations, certificates and credentials, and Renviq builds each record and transmits it in the operator's name. Because the duty to file and to keep what was filed comes from law, an erasure request cannot delete a record a law requires to be kept — the customer's own data is scrubbed, while the evidence of what was communicated stays under Articles 6(1)(c) and 17(3)(b) GDPR.

You can withdraw consent for analytics at any time by clicking 'Manage cookies' at the bottom of any page. Withdrawing consent does not affect processing that already happened.

To run your account: authentication, sending you transactional email (sign-up confirmation, password reset, invoice receipts), keeping your data safe, and providing customer support when you contact us.

To improve the product: analytics about which features get used, where users get stuck, and which pages load slowly. On this website it is anonymous. In the app, events and session recordings are linked to your account — user ID, email, name and workspace — so we can find where you got stuck and fix it, and JavaScript errors in your browser are captured too. Text you type into form fields is masked and uploaded document images are excluded from recordings. This relies on the analytics consent you give on the banner — opt out and this stops for you.

We do not sell your data. We do not share your data with advertisers. We do not build a profile of you to sell to anyone.

Account data: kept while your account is active and for 12 months after you close it, so we can restore the account if you change your mind and so we can respond to any disputes or chargebacks that arrive after closure.

Invoicing and financial records: kept for as long as the law of your country of establishment requires us to keep them — typically 7 to 10 years for tax records.

Government-reporting records: an SES.HOSPEDAJES communication and the evidence of it are kept for three years from the end of the service (Royal Decree 933/2021, art. 5.3). The content of a Ca.R.G.O.S. communication is erased seven days after the vehicle is handed over, while the receipt of the communication is kept (Ministerial Decree of 29 October 2021, art. 7). Veri*Factu records and the payloads built from them are kept for as long as tax law requires. Each record carries its own expiry date, so it is deleted on the schedule its own law sets rather than on a single one for the whole service.

Analytics: events expire after 12 months, and session recordings in PostHog are deleted after 30 days. Server access logs are kept for 30 days for security and abuse investigation, then deleted.

We use the following third-party processors to deliver the service. We have a data processing agreement (DPA) with each one. We do not add a new subprocessor without updating this list.

If your organization needs a signed standalone DPA with us, see /legal/dpa for how to request one.

Where a rental operator files under one of the reporting regimes described above, the authority that receives the record is a recipient of personal data under a legal obligation, not a subprocessor. It acts neither on our instructions nor on the operator's: it receives the data because a law requires the filing, and what it does with the data afterwards is governed by that law and by the authority's own notice, not by our contract.

The recipients are the Spanish Tax Agency (AEAT), which receives Veri*Factu invoicing records; the Spanish Ministry of the Interior, which receives SES.HOSPEDAJES communications about the renter and the drivers; and the Italian State Police (Polizia di Stato), which receives Ca.R.G.O.S. rental-contract communications. For Italian electronic invoicing we only generate the FatturaPA file and hand it to the operator — Renviq transmits nothing to the Sistema di Interscambio.

All three authorities are in the European Union, so this processing gives rise to no transfer to a third country.

You have the right to access the data we hold about you, to correct it if it's wrong, to ask us to delete it (subject to legal retention obligations), to restrict our processing, to receive a copy in a portable format, and to object to processing based on legitimate interest. You can also lodge a complaint with your national data protection authority.

To exercise any of these rights, email support@renviq.io from the address attached to your account. We respond within 30 days, free of charge.

Our application servers run in the EU (netcup, Germany) and our database runs on Neon (AWS, Frankfurt). Customer data is stored within the EU.

Several subprocessors are US-incorporated: Polar (billing), Cloudflare (CDN/edge and file storage), Resend (email), Sentry (error monitoring), and Groq (document OCR). For all transfers outside the EU we rely on the standard contractual clauses (SCCs) included in those subprocessors' data processing agreements. One analytics subprocessor, Plerdy, is located in Ukraine (outside the EU); it loads only after you accept analytics cookies, and this transfer relies on your consent.

We use industry-standard measures to protect your data: TLS in transit, encryption at rest for the database, strict tenant isolation enforced in the application layer on every data query, hashed passwords with a modern algorithm, and regular dependency audits. No system is perfectly secure, but we treat security as a continuous operational priority rather than a one-time audit.

If we discover a personal data breach that's likely to result in a risk to your rights, we will notify the relevant data protection authority within 72 hours and notify affected users without undue delay.

Renviq is a B2B product. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, contact support@renviq.io and we will delete it.

We will update this page when the policy changes — the 'Last updated' date at the top reflects the most recent revision. Material changes (new subprocessors, new categories of data, new purposes) will also be notified to active users by email.

Privacy questions, data subject requests, and breach reports: support@renviq.io. General enquiries: support@renviq.io.