Privacy policy

Who we are

Rentrium is established in Greece, with its registered office at Χρήστου Λαδά 34, 11147, Αττική. ΑΦΜ 803418067, ΔΟΥ ΚΕΦΟΔΕ Αττικής.

You can reach us at support@rentrium.gr.

1. Rentrium and the rental company are two separate controllers

Rentrium is a marketplace. Rental companies list their own vehicles, set their own prices and terms, and hand over the keys. That means two organisations hold your data, for different reasons.

We hold what is needed to run the marketplace: your search, your booking, your payment, your account if you have one, and our own record of the transaction.

The rental company you booked with receives the details of your booking and holds them as its own controller, for the rental contract it has with you and for its own tax and accounting obligations. It decides for itself what to record and how long to keep it.

Part of that record — the company’s own customer list, including any private notes it writes about you — physically sits inside our database, because we provide the software it uses. We do not decide what goes into it and we do not use it for our own purposes. So a request to erase it goes to that company, even though the data is on our servers.

We are not each other’s processors for anything else, and neither of us decides for the other. If you want a rental company to erase what it holds about you, that request goes to that company. We can tell you which company it is and we will pass a request on, but we cannot delete data from a company’s own records on your behalf.

2. When the data is about somebody else

Some of the personal data in our systems was given to us by another person, not by you, and you may never have used Rentrium at all.

A driver somebody named. If someone books a vehicle and enters your name, date of birth, driving-licence number, licence country and expiry — or saves you as a driver on their account, with a photograph of your licence — we hold that data about you. It reached us from the person who made the booking. We hold it so the rental company knows who is entitled to drive its vehicle away, on the basis of our legitimate interest and theirs in a rental that can actually take place. We did not obtain your consent and could not have obtained it through the person who typed your details in. If you are saving a driver, only do it for somebody who knows.

A customer served at a rental desk. If you rent at a counter rather than through this site, the rental company enters your details into our software, and a record about you exists here even though you never visited Rentrium. A company can also add you to its own customer list, with its own notes, the same way.

Somebody in a photograph. A photograph of a vehicle added to a booking can show other people, or another vehicle’s number plate. It reached us from whoever added it — the customer or the rental company — and we hold it as part of that booking’s record, which both of them can see, for as long as the booking record is kept. We did not obtain the consent of anybody who happens to appear in it.

If you are one of those people and want to know what we hold, or want it removed, write to support@rentrium.gr. We will tell you which rental company is involved where there is one, and we will act on your request ourselves for anything that is ours.

3. What we collect when you book

Your name, and an email address — that is where the booking reference is sent. A telephone number if you give one.

Driver details if you give them: age, driving-licence number, the country that issued it, its expiry date, and your date of birth. All of these are optional and a booking can be completed without any of them. They exist so the rental company knows whom to expect and what to check at the desk.

A delivery or collection address if you ask for delivery — often the address of the place you are staying.

The booking itself: which vehicle, which company, which dates and times, which pickup point, the extras you chose, the price, and the rental company’s terms as they stood at the moment you booked. Also the language you were reading the site in, so that our emails reach you in that language.

Photographs of the vehicle, if you add any to the booking’s shared photo record, with the time we received each one, the stage of the rental at which it was added, and the route it came through — the booking reference or your account, and in the second case which account. Location and camera details are removed from them before they are stored.

4. What we collect if you have an account

Your email address, a password stored only as a BCrypt hash and never in readable form, your name, a telephone number if you give one, and a profile picture if you add one. If you sign in with Google we receive and store your Google account identifier, your email address, your first and last name and whether Google has verified that address. We do not receive or store a Google password, profile picture or access token.

You may also choose to save driver details for people you rent for, including a photograph of a driving licence; favourite vehicles and lists; and saved searches and price alerts.

We never receive your card number or security code. When you pay online, you enter them on the payment page of the rental company’s own payment provider, and they go straight to that provider. We do not offer saved cards. If you saved a card while we did, section 11 says what is left of it.

If you write a review we hold your rating, your comment and the category scores. Reviews are published with your first name only — never your full name and never your email address — alongside the vehicle you rented and the date you returned it. A rental company gets one public reply and cannot edit, hide or delete your review. If you delete your account, your reviews go with it.

5. If you work for a rental company, or contact us

We hold your name, email address, telephone numbers, a BCrypt hash of your password, the role and permissions on your account, the branch you are attached to, and a profile picture if you add one.

Your employer created your account and can change or remove it. We hold this data to run the portal, and the rest of this policy applies to you as it does to anybody else.

Where the company is a sole trader, its ΑΦΜ, ΔΟΥ and address are personal data about that person, and we treat them as such.

When a rental company registers, we look its ΑΦΜ up in ΓΕΜΗ, the General Commercial Registry, and record what comes back: whether ΓΕΜΗ has an active business on record under that ΑΦΜ, when we asked, and, where it has one, that business’s registered name. If the company has not already given us a registered name, the name from ΓΕΜΗ becomes the one on our invoices to the company and on its customers’ booking confirmations and receipts, and, while the company has no brand name, the name its customers see on its pages; the company can correct it in its portal. Where the company is a sole trader, its registered name is or contains the person’s own name. We do this on our legitimate interest in knowing whom we contract with, because an invoice has to name the business it is issued to, and because a renter has to be told which business they are renting from.

If you write to us through the contact form, on the site or in the app, we keep your name, your email address, your message and the language of the page. If you write to support from the help menu of the company portal, we keep your message with the name and sign-in email address of your account, your company’s name and the screen you had open. Either way we store the message in our database, we email it to our support mailbox so that a reply from there goes to your address, and our staff see a notice with your name. In reply to a message we send you nothing automatically; any answer you get is written by a person. If an unusually large number of messages arrives through the contact form within an hour, those over the limit are only stored, without the email or the notice.

If you book a demo call, we keep the time you chose, your name, your company’s name, your email address, your telephone number, any notes you add and the language of the page, together with when you booked and, when our staff change the call’s status, when and by whom. We email these details to our support mailbox so that a reply from there goes to your address, and our staff see a notice with your name and your company’s name. We email a confirmation to the address you typed, with the day, the time and the telephone number you gave. We do not check that the address is yours, so if you mistype it, the confirmation goes to whoever holds that address. While the call is booked and its time has not yet come, the record of the call also carries a code made from the IP address you booked from, as section 6 explains.

6. What we collect automatically, and what we do not

Your IP address, in two places. The first is a short-lived counter that limits how often sign-in, registration, password reset and email verification can be attempted, and how often the contact form and the demo-call form can be sent. Each entry is a key such as “login:ip:”, “contact:ip:” or “demo-call:ip:” followed by the address, with a count, and an hourly sweep deletes it, normally within three hours of its creation. For some of those requests the counter holds an email address instead. The second is a demo call you book, as the next paragraph describes. Apart from these two, nothing in our database holds your IP address or anything made from it.

When you book a demo call, we use a secret key to make a code from the IP address you book from — from the whole address if it is IPv4, and from its first half, which identifies your network, if it is IPv6 — and keep that code in the record of the call while the call is booked and its time has not yet come. That is how we allow only one upcoming call per connection: somebody else using the same connection, for example in the same office or sometimes on the same mobile network, cannot book another until then. The code is deleted when the call is marked as held or cancelled and otherwise by the hourly sweep after the call’s time. It is not the address itself, but we hold the key and could match the code to an address we already know, so we treat it as personal data.

Our server logs. When something goes wrong — the limiter cannot reach the database, an email fails to send — the entry we write can contain the IP address or the email address that request concerned. These logs live on the server in a fixed amount of space and rotate when it fills, so we cannot honestly give you a number of days.

Things your browser or the app remembers for you: the language you chose and whether you asked for a light or dark appearance; your last searches, kept on your own device and never sent to us; and, in the company portal, which navigation groups you left open. Signing out removes none of these. Our cookie policy explains them.

We run no analytics, no advertising, no tracking pixels, no session recording and no error-reporting service, on the website or in the app. We do not build profiles of you, we do not sell or share your data for advertising, and we do not track you across other websites. We do not use your bookings to train any kind of model, and we have no plans to.

We do not ask your device for its location: the mobile app requests no location permission. A photograph, though, can carry the place where it was taken inside the file itself, and the security section below says which photographs we remove that from and which we keep exactly as they arrive. We do not ask for or hold your bank details or your identity documents. A rental company that takes payments online enters in its portal the account details its own payment provider gave it — a merchant number and access keys — and we keep them in order to send its customers’ payments to that provider; we do not ask it for its bank details or identity documents. When a rental company pays an invoice of ours online, its registered name, the contact email address in its profile (or, if it has given none, the email address its owner signs in with), its first telephone number and its address go to our own payment provider, on whose page it pays.

7. Why we use it, and on what legal basis

To take, confirm and manage your booking, to pass it to the rental company, to send you to the rental company’s payment provider to pay and to ask that provider for refunds, and to run your account: because it is necessary to perform the contract you entered into.

To keep saved drivers, favourites, lists, searches and price alerts, to send price-drop emails for a search you armed, and to send marketing email: on your consent, which you can withdraw at any time.

To hold the details of a driver somebody else named or saved: on our legitimate interest, the rental company’s and the booker’s in a rental that can actually take place. That person is not a party to any contract with us and cannot have consented through the booker.

To send pickup reminders and review invitations, to answer messages sent to us and hold the demo calls people book, to limit repeated sign-in and password-reset attempts and repeated use of our contact and demo-call forms, to allow only one upcoming demo call per connection, and to publish reviews with a first name only: on our legitimate interests in a rental that goes smoothly, in answering the people who contact us and showing our service to the companies that ask for it, in protecting accounts from being guessed at and our forms and calendar from abuse, and in informing the market.

To answer a chargeback, a damage claim or a dispute about a booking, for as long as one could still be brought: on our legitimate interest in defending or bringing a legal claim.

To keep the photographs added to a booking’s shared record and to show each side the ones the other added: because it is necessary to perform the contract, and on the legitimate interest — ours, yours and the rental company’s — in a record that can establish or defend a claim about the rental. That same interest is our basis for holding a photograph in which somebody who is not a party to the booking appears.

To keep records of transactions, commission and invoices: because Greek tax and accounting law requires it.

Transactional messages — a booking confirmation, a receipt, a cancellation — are part of the contract and cannot be switched off while a booking is live. Everything optional is listed in your account under notification settings.

8. Who receives it

The rental company you book with receives your name, contact details, the booking, whichever driver details you supplied, and every photograph added to the booking’s shared record from your side. It holds them as its own controller.

When you pay online, the rental company’s own payment provider — the one that company chose, under its own contract with it — receives from us your name, email address and telephone number, the language in which you are using Rentrium, the amount, and which vehicle and rental company the payment is for, with our internal number for the booking (never your booking reference); you then enter your card details on the provider’s own page. The same provider receives every refund we request for you. Google receives your IP address, your browser and the fact that you are signing in to Rentrium, but only if you choose to sign in with Google. Our email provider receives the address and full content of each message we send you, and of each email that brings a message you wrote to us, or a demo call you booked, to our support mailbox. Our hosting provider holds everything described here, at rest. When a rental company registers, ΓΕΜΗ, the General Commercial Registry, receives that company’s ΑΦΜ from us, and nothing else about the company, so that we can look that number up; it receives it again if the look-up has to be repeated.

We use no other processor. Our file storage and our address lookup both run on our own servers inside our own network rather than at a third party.

Nobody else. We do not sell your data, we do not share it for advertising, and we do not disclose it to anyone else except where the law requires it or to establish or defend a legal claim. Our own staff can sign in as your account when that is needed to look into a problem. Every such session is recorded against the member of staff who opened it, and it cannot be used to change your password, to connect or disconnect a sign-in method, to add or remove a photograph on a booking, or to delete your account.

9. Where it is processed

Our servers are in the European Union. Google is an international organisation and may process data outside the European Economic Area; where it does, transfers are covered by the European Commission’s standard contractual clauses and, where applicable, the EU–US Data Privacy Framework. Ask us and we will tell you which safeguards apply. A rental company’s payment provider is chosen by that company, and where that provider processes your payment is governed by its own terms; ask us and we will tell you which provider a booking’s payment went to.

10. How long we keep it

Email we have sent you: the recipient address, subject and content are erased 30 days after sending, leaving only the fact that a message was sent. Email that failed to send is kept until a person disposes of it, because a failed message has to be looked at.

The rate-limit counter: normally deleted within three hours of its creation. The code made from your IP address on a demo call: until the call is marked as held or cancelled or, otherwise, until the hourly sweep after its time. Database backups: the most recent 14 daily backups, after which older ones are deleted. Each backup holds what was in the database when it was taken, so also counters and codes deleted since.

Bookings, the customer record attached to each booking, the photographs on each booking’s shared record, saved drivers and their licence photographs, reviews, damage records, handover records, notifications and authentication tokens have no fixed deletion date. They are kept for as long as they are needed for the contract, for our obligations under Greek tax and accounting law, and for as long as a claim arising from the rental could still be brought.

If you start a booking that is to be paid online and never pay for it, the details you had already typed — your name, email address, telephone number and any driver details — are kept. The booking is cancelled automatically about thirty minutes after it is started, but the record of it is not deleted and there is no self-service route to remove it. Write to support@rentrium.gr and we will remove it by hand.

Messages you send us and demo calls you book have no fixed deletion date either. Nothing deletes them automatically: they stay in our database, with the notice our staff saw, until we delete them by hand, and the copy emailed to our support mailbox stays there until we delete it. Write to support@rentrium.gr and we will delete yours.

We would rather tell you that than publish a number our systems do not enforce.

11. Deleting your account, and what survives it

If you have an account you can delete it yourself at any time from your account settings. We ask for your password first.

Deleted immediately and permanently: your account and sign-in details, your profile picture, your saved drivers and any licence photographs you uploaded, any card details kept from when we offered saved cards, your reviews, your favourites and lists, your saved searches and price alerts, your notification preferences, your Google link, and any outstanding password-reset or email-verification links.

Kept: your past bookings and the customer record attached to each one. These are the record of a contract and the basis of invoices that we and the rental company are required to keep for tax. The link to your account is removed, but the booking record still contains the name, email address and telephone number given when it was made, and whichever driver details were supplied at the time. Photographs you added to a booking stay on it too, where the rental company can still see them; only the link to your account is removed from them. We are saying this plainly because it matters: deleting your account does not make your past bookings anonymous.

Also kept, and outside our control: the rental company’s own record of you in its own customer list. Only that company can delete it. And for a short time, a deleted account remains inside our daily database backups until those rotate out, which takes up to 14 days.

Also kept, at the payment provider we used to use: if you saved a card on Rentrium while we offered that, we created a customer record at Stripe carrying your name and email address. We no longer use Stripe. Deleting your account removes what we kept of that card and our reference to that Stripe record — which means we can no longer point at it to have it removed, and it stays at Stripe. Ask us before you delete your account and we will ask Stripe to remove it first; ask afterwards and we will need details of a past booking to find it again.

If you booked as a guest, without an account, there is no self-service route to delete the booking record. Write to support@rentrium.gr and we will handle it by hand, subject to the tax-retention position above.

12. Your rights

You can ask us to give you a copy of what we hold about you, to correct anything inaccurate, to delete it, to restrict how we use it, to give it to you or to someone else in a machine-readable format, and to stop processing we base on legitimate interests. Where we rely on your consent you can withdraw it at any time, without affecting what was done before you withdrew it.

If you have an account, the download in your account settings gives you, immediately, your profile, your bookings, your saved drivers, your reviews and your notification settings, as JSON. It does not yet include your favourites and lists, your saved searches and price alerts, the photographs on your bookings, the card details we keep or your Google sign-in link — ask us and we will send you those too. We cannot yet send your data to another company directly on your behalf.

A saved driver may be somebody other than you, and the download includes that person’s licence details. Treat it accordingly.

Whenever we refuse a request, in whole or in part, we will tell you within one month, say which part we have refused and why, and tell you that you can complain to the supervisory authority or go to court. We will not simply not reply.

Write to support@rentrium.gr. We answer within one month and will tell you if we need longer. There is no automated decision-making and no profiling in this service that produces legal effects for you or similarly significantly affects you.

13. Complaining

If you think we have handled your data wrongly, please tell us first — we would rather fix it.

You also have the right to complain to the Greek supervisory authority: Αρχή Προστασίας Δεδομένων Προσωπικού Χαρακτήρα, Λεωφ. Κηφισίας 1-3, 115 23 Αθήνα, dpa.gr.

14. Children

This service is not for children. You must be old enough to enter a rental contract, and rental companies set their own minimum driver age. We do not knowingly collect data from children.

15. Security, stated plainly

Everything travels between your device and our servers over TLS. Passwords are stored only as BCrypt hashes. Password-reset and email-verification links are stored only as SHA-256 hashes, so the link in your inbox exists nowhere in our database, and it is valid for one hour. Card numbers never reach us.

Your data is not encrypted at rest. Our database and our file storage hold it in readable form on the server’s disks, protected by access control and by the operating system rather than by encryption.

Some photographs lose their embedded metadata and some keep it, and we would rather say which. When a JPEG or PNG photograph is uploaded for a booking, a handover, a damage claim or a listing, we remove what is recorded inside the file about the photograph itself — its location, camera details, the time it was taken and anything else of that kind — before we store it, keeping only what is needed to show the picture correctly, such as which way up it goes. A booking accepts photographs in no other format, so this covers every photograph added to one, and each is stored under a neutral file name. A handover, damage-claim or listing photograph keeps the file name it was uploaded with, and a camera often builds that name from the date and time the photograph was taken. Photographs of those three kinds uploaded before we began removing this information may still carry it. A handover, damage-claim or listing photograph in another format, such as WEBP, GIF or AVIF, is stored exactly as it arrived. So are a photograph of a driving licence and a profile picture: they are stored exactly as your device produced them, including any camera, timestamp or location data in the file.

The booking reference is a credential. Anyone who has the reference we email you can open, change or cancel that booking without signing in, and can add photographs to it on your side. That is how a guest booking works without an account, and it means you should treat the reference like a password and give it to nobody except the rental company, which has it already. Removing a photograph added with the reference takes more than the reference: it takes a one-time key that only the device which added the photograph receives, and of which we keep only a SHA-256 hash.

16. Changes

Every language version of this policy carries the same version number and the same date. Where they disagree we will correct the difference in your favour.

If this policy changes we will publish the new version here, update the date at the top, and keep the version that was in force when you booked, so that both of us can tell later what you were actually told. Where a change materially affects you we will tell you by email or on the site.

If we ever want to use data we already hold for something new — a purpose not listed above — we will first check whether that new purpose is compatible with the one you gave it to us for, and where it is not we will ask for your consent or find another lawful basis. Publishing a new version of this page is not by itself enough.