Privacy Policy

Last updated: 15 May 2026

1. Introduction

GearRent (“we”, “us”, “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains what data we collect, how we use it, who we share it with, and your rights regarding that data when you use our peer-to-peer film equipment rental marketplace.

By using the Platform, you consent to the practices described in this Privacy Policy. If you do not agree, please do not use our services.

2. Information We Collect

Account and Profile Information

When you register or update your profile, we collect:

Name, username, email address, and mobile number
Date of birth (to verify you are at least 18)
Profile photo and bio (optional)
Shop or business name, location, and branding assets (if you list equipment)
Google account information (when using Google Sign-In)

Equipment Listings and Content

If you list equipment for rent, we collect and store:

Equipment descriptions, specifications, and pricing
Photographs and videos of equipment
Availability calendars and pickup location information

Booking and Transaction Data

When you book or rent equipment, we process:

Rental dates, pickup/return locations, and line-item details
Payment information (processed by our payment provider; we do not store full card numbers)
Booking status history and cancellation reasons
Invoices and billing records

Communications

We collect messages, chat history, and system notifications sent through the Platform between Renters and Owners, as well as communications with our support team.

Automatically Collected Information

We automatically collect certain technical and usage data:

IP address and approximate geolocation
Browser type, operating system, and device information
Pages visited, features used, and session duration
Referring URL and search queries
Cookies and similar tracking technologies (see Section 9)

3. How We Use Your Information

We use the information we collect for the following purposes:

Service provision: To operate the Platform, authenticate users, process bookings, and facilitate payments
Matching: To display relevant equipment listings, search results, and recommendations to Renters
Communication: To send booking confirmations, reminders, status updates, and support responses
Safety and trust: To verify identity, detect fraud, prevent abuse, and enforce our Terms of Service
Analytics and improvement: To understand how users interact with the Platform, diagnose issues, and develop new features
Marketing: To send promotional communications (where permitted by law and your preferences)
Legal compliance: To comply with applicable laws, respond to legal requests, and protect our rights

4. Data Sharing and Disclosure

We do not sell your personal information. We may share data in the following circumstances:

Between users: To facilitate rentals, we share relevant profile information (name, shop name, contact details) and booking details between the Renter and Owner involved in a transaction. Equipment listings are publicly visible.
Service providers: We engage trusted third parties to perform functions on our behalf, such as payment processing, cloud hosting, email delivery, analytics, and customer support. These providers access data only as necessary and are contractually bound to protect it.
Legal obligations: We may disclose information if required by law, court order, or government request, or to protect our rights, property, or safety, or that of our users or the public.
Business transfers: In connection with a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction, subject to confidentiality obligations.

5. Third-Party Services

We rely on the following third-party services, each with its own privacy practices:

Authentication provider: For user authentication and session management. Subject to Google's Privacy Policy when using Google Sign-In.
Payment processor: For processing subscription payments and billing. Subject to the payment processor's privacy terms.
Cloud storage provider: For storing equipment photographs and invoice PDFs. Subject to the provider's privacy policy.
Email service provider: For sending transactional emails (booking confirmations, invoices). Subject to the provider's privacy terms.
Analytics provider: For product analytics and event tracking. Data may include anonymized usage patterns.
Database and messaging infrastructure provider: For database hosting and real-time messaging. Subject to the provider's privacy policy.
Hosting and edge infrastructure provider: For web hosting and content delivery. Subject to the provider's privacy policy.

6. Data Security

We implement industry-standard technical and organizational measures to protect your data, including encryption in transit (TLS), access controls, and regular security reviews. However, no internet-based service can be 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

If you suspect unauthorized access to your account, contact us immediately at security@gearrent.app.

7. Data Retention

We retain your personal information for as long as necessary to provide the Platform, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

Account data: retained while your account is active; deleted within 30 days of account closure unless legally required to retain longer
Booking and transaction records: retained for at least 7 years to comply with tax and accounting obligations
Messages: retained for 2 years after the related booking is completed, or longer if required for dispute resolution
Analytics and log data: retained in anonymized or aggregated form indefinitely

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

Access: Request a copy of the personal information we hold about you
Correction: Request that we correct inaccurate or incomplete information
Deletion: Request deletion of your personal data, subject to legal retention requirements
Restriction: Request that we limit processing of your data in certain circumstances
Portability: Request your data in a structured, machine-readable format
Objection: Object to processing based on legitimate interests or for direct marketing
Withdraw consent: Where we rely on consent, you may withdraw it at any time

To exercise these rights, contact us at privacy@gearrent.app. We will respond within 30 days, or longer where permitted by law. We will not discriminate against you for exercising any of these rights.

9. Legal Basis for Processing (GDPR / UK GDPR)

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, we process your personal data under the following legal bases as permitted under the General Data Protection Regulation (GDPR) or UK GDPR:

Performance of a contract: To provide the Platform, process bookings, and facilitate payments
Legitimate interests: To maintain security, prevent fraud, improve our services, and send service-related communications
Consent: For marketing communications and non-essential cookies (where required)
Legal obligation: To comply with tax, accounting, and other regulatory requirements
Vital interests: To protect the safety of users or the public in emergency situations

You have the right to lodge a complaint with your local data protection supervisory authority if you believe we have infringed applicable data protection laws. A list of EU supervisory authorities is available at edpb.europa.eu.

10. California Privacy Rights (CCPA / CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) grant you the following rights:

Right to know: Request disclosure of the categories and specific pieces of personal information we collect, the sources of that information, the business purpose for collection, and the categories of third parties with whom we share it
Right to delete: Request deletion of your personal information, subject to certain exceptions
Right to correct: Request correction of inaccurate personal information
Right to opt-out of sale or sharing: We do not sell personal information. We do not share personal information for cross-context behavioural advertising
Right to limit use of sensitive personal information: We do not use or disclose sensitive personal information for purposes other than those necessary to provide the Platform

To exercise your California privacy rights, contact us at privacy@gearrent.app. You may also designate an authorized agent to make requests on your behalf.

Shine the Light: California residents may request information about our disclosure of personal information to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their direct marketing purposes.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to maintain sessions, remember preferences, analyze traffic, and personalize content.

Essential cookies: Necessary for the Platform to function (e.g., session management, security). These cannot be disabled.
Functional cookies: Remember your preferences and settings (e.g., language, display preferences).
Analytics cookies: Help us understand how users interact with the Platform so we can improve it.

Users in the EEA, UK, and other jurisdictions requiring explicit consent will be presented with a cookie consent banner before non-essential cookies are placed. You may withdraw consent or adjust preferences at any time through your browser settings or the consent management tool. Disabling certain cookies may affect Platform functionality.

12. Children's Privacy

The Platform is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 16 (or the relevant age of digital consent in your jurisdiction). If we become aware that a child has provided us with personal data in violation of this Policy, we will delete it promptly. If you believe a child has submitted personal information, please contact us at privacy@gearrent.app.

13. International Data Transfers

GearRent is operated from Hong Kong. Your data may be transferred to and processed in jurisdictions outside your country of residence, including the United States, the European Union, Singapore, and other countries where our service providers operate.

For transfers from the EEA, UK, or Switzerland to countries that do not have an adequacy decision from the European Commission (or UK Secretary of State), we rely on appropriate safeguards, including the European Commission's Standard Contractual Clauses (SCCs) and the UK International Data Transfer Agreement (IDTA), supplemented by technical and organizational measures where necessary.

For transfers subject to the Hong Kong Personal Data (Privacy) Ordinance (PDPO), we ensure that data is not transferred to a place outside Hong Kong unless the recipient jurisdiction has comparable data protection standards or we have obtained your consent.

14. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be notified via email or a prominent notice on the Platform at least 30 days before taking effect. The “Last updated” date at the top of this page indicates when the Policy was last revised.

15. Contact Us and Data Protection Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer at:

Email: privacy@gearrent.app

If you are located in the European Economic Area and wish to contact our EU representative, or if you are located in the United Kingdom and wish to contact our UK representative, please email privacy@gearrent.app and we will provide the relevant contact details.

You also have the right to lodge a complaint with your local data protection authority if you believe we have not handled your personal data in accordance with applicable law.

By using GearRent, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.