1. Introduction

Welcome to Rentopus, a clothing rental management software platform ("Platform") operated by Rentopus ("Company", "we", "us", or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you access or use our SaaS Platform and related services.

This Policy applies to all business clients ("Clients"), their authorized users, and any individuals whose data is processed through our Platform in the course of business operations. By accessing or using Rentopus, you agree to the terms of this Privacy Policy.

2. Scope of This Policy

This Privacy Policy covers:

Information collected from Client organizations and their authorized users
Data processed on behalf of Clients in connection with their clothing rental operations
Information collected through our website, customer support, and sales channels

This Policy does NOT apply to third-party services, websites, or applications that may link to or integrate with Rentopus.

3. Information We Collect

3.1 Account & Business Information

When a business registers for Rentopus, we collect:

Business name, type, and registration details
Contact information: name, email, phone number, and business address
Billing and payment details (processed via secure third-party payment gateways)
GST/Tax Identification Numbers, as applicable
Account credentials (username and encrypted password)

3.2 Platform Usage Data

As you use Rentopus to manage your clothing rental operations, we may collect:

Inventory records: clothing items, SKUs, categories, availability status
Rental transaction data: booking details, rental periods, return records
Customer records entered by you: names, contact info, rental history
Financial records: invoices, payments, late fees, refund data
Staff and user role information

3.3 Technical & Log Data

We automatically collect certain technical data when you use our Platform:

IP addresses and approximate location
Browser type, device information, and operating system
Pages visited, features used, session duration
Error logs and crash reports
API access logs and timestamps

3.4 Communications

We retain records of communications you send us, including support tickets, emails, feedback, and chat messages.

4. How We Use Your Information

We use the information collected for the following purposes:

Providing, operating, and improving the Rentopus Platform
Processing transactions and sending billing-related communications
Authenticating users and maintaining account security
Generating reports, analytics, and operational insights for your business
Responding to support requests and resolving disputes
Sending product updates, feature announcements, and maintenance notices
Complying with legal obligations under applicable Indian laws
Detecting, preventing, and addressing fraud, security breaches, or misuse

We do not sell your data to third parties or use it for advertising purposes.

5. Legal Basis for Processing

As a B2B SaaS provider operating in India, our processing activities are governed by the Information Technology Act, 2000 (IT Act), the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 (SPDI Rules), and the Digital Personal Data Protection Act, 2023 (DPDPA) to the extent applicable.

We process data on the following lawful bases:

Contractual necessity: to perform our obligations under the service agreement with Client businesses
Consent: where required, with appropriate consent from individuals
Legal obligation: to comply with applicable laws and regulations
Legitimate interests: for security, fraud prevention, and improving our Platform

6. Data Sharing & Disclosure

6.1 Service Providers

We share data with trusted third-party service providers who assist in delivering our Platform, including:

Cloud hosting and infrastructure providers
Payment processing gateways
Customer support tools
Analytics and monitoring services

All such providers are contractually obligated to handle data in accordance with applicable laws and our data protection requirements.

6.2 Legal Requirements

We may disclose information if required to do so by law, court order, or government authority under Indian law, including the IT Act, DPDPA, or other applicable regulations.

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, data may be transferred to the acquiring entity, subject to the same privacy obligations.

6.4 No Sale of Data

Rentopus does not sell, rent, or trade your business or personal information to any third party for commercial or marketing purposes.

7. Data Retention

We retain data only as long as necessary to provide our services and fulfill legal obligations:

Account data: retained for the duration of the subscription and up to 5 years post-termination for legal/audit purposes
Transaction records: retained for a minimum of 7 years in compliance with Indian accounting and tax requirements
Log data: retained for up to 12 months
Support communications: retained for up to 3 years

Upon request for deletion, we will anonymize or delete data in accordance with applicable law.

8. Data Security

We implement reasonable security practices and procedures as mandated by the SPDI Rules, 2011, including:

Encryption of data in transit (TLS/SSL) and at rest
Role-based access control and multi-factor authentication
Regular security audits and vulnerability assessments
Secure data centers with physical and logical access controls
Employee training on data privacy and security practices

While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or electronic storage is 100% secure. In the event of a data breach, we will notify affected Clients as required by applicable law.

9. Client Responsibilities

As a B2B Platform, Rentopus acts as a Data Processor on behalf of its Client businesses (Data Fiduciaries/Controllers). Clients are responsible for:

Ensuring lawful collection of personal data entered into the Platform
Obtaining appropriate consents from their own customers as required
Maintaining the security of their account credentials
Informing their users about how their data is used within the Rentopus Platform
Ensuring their use of Rentopus complies with applicable Indian data protection laws

10. Your Rights

Under the Digital Personal Data Protection Act, 2023 and applicable Indian law, you and your authorized users may have the right to:

Access the personal data we hold about you
Correct inaccurate or incomplete personal data
Request erasure of personal data (subject to legal retention requirements)
Withdraw consent where processing is based on consent
Nominate a person to exercise rights on your behalf

To exercise any of these rights, please contact us at the details provided in Section 13. We will respond within a reasonable timeframe as required by applicable law.

11. Cookies & Tracking Technologies

Rentopus uses cookies and similar tracking technologies on our web-based Platform to:

Maintain your session and login state
Remember your preferences and settings
Analyze usage patterns to improve the Platform

You may control cookie preferences through your browser settings. However, disabling certain cookies may affect Platform functionality.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or service offerings. We will notify Clients of material changes via email or in-Platform notification at least 30 days before the changes take effect.

Continued use of the Platform after the effective date of any update constitutes acceptance of the revised Policy.

13. Contact Us

For any questions, concerns, or requests related to this Privacy Policy or data protection, please contact us:

Rentopus

Email: info@whitecoretechnology.com

Website: www.rentopus.in

Phone: +91 76007 63090

Address: 428, Avadh Viceroy, Sarthana Jakatnaka, Surat, Gujarat 395006, India

As required under the IT Act and SPDI Rules, we have designated a Grievance Officer to address any complaints or concerns regarding our data processing practices. Complaints will be addressed within 30 days of receipt.