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Terms of Service

Effective date: June 17, 2026

These Terms of Service (“Terms”) govern your access to and use of the RentalPilot platform provided by Anderson Solutions Group LLC (d/b/a RentalPilot) (“RentalPilot,” “we,” “us,” or “our”). RentalPilot is a software-as-a-service platform that helps independent car-rental operators manage their fleets, bookings, and customers, and provides each operator with a branded public booking site. These Terms form a binding agreement between RentalPilot and the business or individual that registers for an account (“Operator,” “you,” or “your”).

1. Acceptance and eligibility

By creating an account, accessing, or using the Service, you agree to these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity. You must be at least the age of majority in your jurisdiction and capable of forming a binding contract. If you do not agree to these Terms, you may not use the Service.

2. Description of the service

RentalPilot provides web-based tools for car-rental operators, which may include fleet and vehicle management, booking and calendar management, customer records, pricing and promotions, reporting, document and photo capture, a hosted public booking site, and payment facilitation through our payment processor. The Service is software that supports your rental business. RentalPilot is not a car-rental company, does not rent vehicles, and does not provide insurance. We may add, change, or remove features over time as described in Section 15.

3. Account registration and security

To use the Service, you must register an account with accurate, current, and complete information and keep it up to date. You are responsible for safeguarding your account credentials and for all activity that occurs under your account, including the activity of any staff members you invite. You agree to notify us promptly of any unauthorized use or security breach. We are not liable for losses arising from your failure to maintain the confidentiality of your credentials.

4. Subscription plans, fees, and billing

  • Plans. The Service is offered under tiered subscription plans billed on a recurring monthly basis. The features and limits of each plan are described at the time of purchase.
  • Payment. Subscription fees are processed through Stripe. By subscribing, you authorize us and Stripe to charge your designated payment method for the applicable fees, plus any taxes.
  • Auto-renewal. Subscriptions renew automatically at the end of each billing period at the then-current rate, unless you cancel before the renewal date. You may cancel at any time, and cancellation takes effect at the end of the current billing period.
  • No refunds for partial periods. Except where required by applicable law, fees are non-refundable, and we do not provide refunds or credits for partial billing periods, downgrades, or unused features.
  • Changes to fees. We may change our fees on a prospective basis. We will provide reasonable advance notice, and changes take effect at your next renewal.

5. Operator responsibilities

As an Operator, you are solely responsible for how you run your rental business through the Service. In particular, you are responsible for:

  • Your rental agreements — preparing, presenting, and enforcing your own rental contracts and terms with your renters;
  • Your renters’ data — lawfully collecting, handling, and protecting your renters’ personal data as the data controller, including providing any required privacy notices and obtaining any required consents. RentalPilot acts only as your processor for that data, as described in Section 8;
  • Your pricing and taxes — setting your own rates, deposits, fees, and promotions, and determining, collecting, and remitting any applicable taxes;
  • Legal compliance — complying with all laws applicable to your business, including rental, consumer-protection, licensing, insurance, and data-protection laws;
  • Your content and accounts — the accuracy of the vehicle, pricing, and business information you publish, and the conduct of staff members you authorize.

6. Acceptable use and prohibited conduct

You agree not to, and not to permit anyone to:

  • Use the Service in violation of any law or regulation, or for any fraudulent or deceptive purpose;
  • Upload or transmit malware, or attempt to gain unauthorized access to the Service, other accounts, or our systems;
  • Interfere with or disrupt the integrity or performance of the Service, including through excessive automated requests;
  • Reverse engineer, decompile, or attempt to derive the source code of the Service, except to the extent permitted by law;
  • Resell, sublicense, or provide the Service to third parties except as expressly permitted;
  • Upload content that infringes others’ rights or that you do not have the right to provide;
  • Use the Service to send unlawful, harassing, or unsolicited communications.

We may suspend or limit access to the Service if we reasonably believe your use violates these Terms or poses a risk to the Service or others.

7. Payment processing and the rental transaction

Payments made through the Service — both your subscription and any payments your renters make on your booking site — are processed by Stripe, and are subject to Stripe’s own terms and policies. You are responsible for maintaining any payment-processing account required to receive renter payments and for complying with the applicable processor terms.

RentalPilot is not a party to the rental transaction between you and your renter. The rental contract is solely between the Operator and the renter. RentalPilot does not rent vehicles, does not provide insurance, does not act as the rental company, and is not responsible for the vehicles, the condition of any vehicle, deposits, damages, disputes, chargebacks, or any other aspect of the rental relationship between you and your renters.

8. Data processing and the Data Processing Addendum

When we process personal data about your renters on your behalf, you are the controller and we act as your processor. Our processing of that data is governed by a Data Processing Addendum (“DPA”), which is incorporated into these Terms by reference and which sets out the parties’ respective obligations, the approved sub-processors, and the security and transfer measures that apply. You are responsible for ensuring you have a lawful basis to collect and process renter data and to provide it to us for processing. Our handling of personal data for which we are the controller is described in our Privacy Policy.

9. Intellectual property

RentalPilot retains all rights, title, and interest in and to the Service, including its software, design, trademarks, and underlying technology. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service during your subscription.

You retain all rights to your data — the content, records, and information you and your renters submit through the Service (“Operator Data”). You grant us a limited license to host, process, and use Operator Data as needed to provide and improve the Service and as permitted by the DPA and our Privacy Policy. If you provide feedback or suggestions, you grant us the right to use them without restriction.

10. Third-party services

The Service relies on and integrates with third-party services, including those identified in our Privacy Policy (such as Stripe, Render, Vercel, Cloudflare R2, PostHog, Sentry, and Resend). Your use of those services may be subject to their own terms, and we are not responsible for third-party services that we do not control. The availability of the Service may depend on these providers.

11. Disclaimers of warranties

The Service is provided “as is” and “as available,” without warranties of any kind, whether express, implied, or statutory. To the maximum extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, secure, or that it will meet your requirements, and we are not responsible for the decisions you make in operating your rental business.

12. Limitation of liability

To the maximum extent permitted by law, RentalPilot and its officers, employees, and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or business, arising out of or related to the Service or these Terms, even if advised of the possibility of such damages.

To the maximum extent permitted by law, our total aggregate liability arising out of or related to the Service or these Terms will not exceed the total amount you paid us for the Service in the twelve (12) months immediately preceding the event giving rise to the claim. Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.

13. Indemnification

You agree to defend, indemnify, and hold harmless RentalPilot and its affiliates, officers, and employees from and against any claims, damages, liabilities, losses, and expenses (including reasonable legal fees) arising out of or related to: your use of the Service; your rental agreements and relationships with your renters; your collection and handling of renter data; your pricing, taxes, or business practices; your content; or your breach of these Terms or violation of applicable law.

14. Term and termination

These Terms remain in effect while you use the Service. You may terminate by cancelling your subscription and closing your account. We may suspend or terminate your access if you materially breach these Terms, fail to pay fees when due, or use the Service in a way that poses a legal or security risk, and we may discontinue the Service with reasonable notice.

On termination, your right to use the Service ends. For a reasonable period before or after termination, you may request to export your Operator Data, after which we may delete it in accordance with our retention practices, the DPA, and applicable law. Provisions that by their nature should survive termination — including intellectual property, disclaimers, limitation of liability, indemnification, and governing law — will survive.

15. Modifications to the service or these Terms

We may modify the Service from time to time, including adding, changing, or removing features. We may also update these Terms; when we make material changes, we will update the effective date and provide reasonable notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms. If you do not agree, you should stop using the Service.

16. Governing law and dispute resolution

These Terms are governed by the laws of the State of Wyoming, without regard to its conflict-of-laws rules. The parties agree to submit to the exclusive jurisdiction of the courts located in the State of Wyoming for the resolution of any dispute arising out of or relating to these Terms or the Service, except that either party may seek injunctive relief in any court of competent jurisdiction. Before initiating formal proceedings, the parties agree to attempt in good faith to resolve any dispute informally.

17. Contact

If you have questions about these Terms, please contact:

  • Anderson Solutions Group LLC (d/b/a RentalPilot)
  • 1309 Coffeen Avenue, Suite 1200, Sheridan, WY 82801
  • info@rentalpilot.io