Privacy Policy

TrailerBase LLC (“TrailerBase,” “Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, store, and protect information when you visit our website at trailerbase.io, use our software-as-a-service platform, interact with our AI-powered features, or communicate with us (collectively, the “Service”).

This Privacy Policy applies to all users of the Service, including trailer rental business owners (“Business Users”), their team members (“Staff Users”), renters who interact with the Service through renter portals or public-facing websites (“Renters”), and visitors to our website (“Visitors”).

By accessing or using the Service, you acknowledge that you have read, understood, and agree to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use the Service.

2.1 Information You Provide Directly

We collect information that you voluntarily provide when you create an account, use the Service, or communicate with us:

Account Information: Name, email address, password (stored as a bcrypt hash, never in plain text), phone number, business name, business address, city, state, zip code.

Business Profile Information: Company logo, brand colors, business description, operating hours, social media links, website URLs, and other information you add to your TrailerBase profile.

Payment and Billing Information: Subscription plan selection, billing address, and payment method details. Note: Credit card numbers and sensitive payment credentials are collected and processed directly by our payment processor, Stripe, Inc. TrailerBase does not store full credit card numbers on our servers.

Fleet and Inventory Data: Trailer details including names, types, descriptions, specifications (length, weight, dimensions), VIN numbers, license plates, photos, daily rental rates, security deposits, cleaning fees, delivery rates, GPS device identifiers, and maintenance records.

Renter and Customer Data: Names, email addresses, phone numbers, physical addresses, driver’s license information (when uploaded for identity verification), rental history, payment history, communication records, reviews, and any other information entered into the Service about your customers.

Rental and Transaction Data: Booking dates, pickup and return times, rental amounts, payment records, invoice details, contract documents, electronic signatures, damage claims, and related transactional information.

Communications: Messages sent through the renter chat feature, support requests, feedback, demo booking requests, and any other communications with TrailerBase or conducted through the Service.

AI Interaction Data: Prompts and commands you send to AI features (AI Agent, AI Website Builder, AI pricing optimizer, AI maintenance predictions), and the AI-generated responses and content.

User-Generated Content: Blog posts, marketing emails, website content, and other materials created through the Service, including content generated with AI assistance.

2.2 Information Collected Automatically

When you access or use the Service, we automatically collect certain information:

Device and Browser Information: IP address, browser type and version, operating system, device type, screen resolution, and language preferences.

Usage Data: Pages visited, features used, buttons clicked, time spent on pages, navigation paths, search queries, and interaction patterns within the Service.

Log Data: Server logs that record requests made to our servers, including timestamps, request URLs, response codes, referrer URLs, and user agent strings.

Cookie and Tracking Data: We use cookies, local storage, and similar technologies to maintain your session, remember your preferences, and analyze usage patterns. See Section 9 (Cookies and Tracking Technologies) for more details.

Location Data: Approximate geographic location derived from your IP address. We do not collect precise GPS location from your device unless you explicitly enable GPS tracking features for your fleet.

2.3 Information from Third Parties

We may receive information about you from third-party services that you connect to your TrailerBase account:

Google: If you sign in with Google OAuth, we receive your Google account email address, name, and profile picture. If you connect Google Calendar, we receive Google Workspace API access in the following scope:

• https://www.googleapis.com/auth/calendar.events — create, update, and delete events on the calendar you select, limited to events created by TrailerBase to mirror your rentals.

The Google Calendar sync is one-way (outbound): we write rental events to your chosen calendar. We do not read events from your Google Calendar. The event fields we write include the rental title, start and end times, description (status + rental link + renter contact), and location (your business address). We also store the OAuth refresh and access tokens issued by Google so that synchronization can continue without re-prompting you. See Section 4.9 and Section 7.6 for how this data is used, shared, and revoked.

Stripe: We receive transaction confirmations, payment status updates, subscription status, and related billing information from Stripe.

Twilio: If you enable SMS notifications, we use Twilio to send messages. Twilio may provide delivery status information.

Google (Gmail): When email delivery is configured, we send transactional emails through the Gmail API using a connected Google account. Google processes the recipient email addresses and message content necessary to deliver each message.

2.4 Information About Renters

If you are a Business User, you may input information about your renters into the Service. You are the data controller for your renter data, and TrailerBase acts as a data processor on your behalf. You are responsible for:

• (a) Ensuring you have a lawful basis to collect and process your renters’ personal information;
• (b) Providing appropriate privacy notices to your renters;
• (c) Responding to your renters’ data access, correction, and deletion requests;
• (d) Complying with all applicable data protection laws regarding your renters’ data.

3.1 Service Provision and Operations

We use your information to:

• Create, maintain, and secure your account
• Provide, operate, and improve the Service and its features
• Process transactions, subscriptions, and payments
• Generate invoices, contracts, and other business documents
• Send transactional communications (e.g., booking confirmations, payment receipts, password resets)
• Provide customer support and respond to inquiries
• Enable AI-powered features by sending relevant data to our AI providers (Anthropic/Claude) for processing
• Generate AI content (websites, marketing copy, business insights) based on your business data
• Synchronize TrailerBase rentals to your connected Google Calendar — writing rental events (create, update, delete) to your selected calendar via the calendar.events scope. Google Calendar data is used solely to operate this synchronization feature. We do not use Google Calendar data to train any artificial intelligence or machine learning model, and we do not send Google Calendar event content to our AI sub-processors (including Anthropic / Claude).
• Enable GPS tracking and map display for fleet management
• Process and deliver SMS and email notifications
• Host and serve custom websites on TrailerBase subdomains

3.2 Analytics and Improvement

We use your information to:

• Analyze usage patterns and trends to improve the Service
• Generate anonymous, aggregated statistics about Service usage (which do not identify individual users)
• Monitor and analyze the effectiveness of AI features
• Identify and fix bugs, errors, and performance issues
• Develop new features and functionality based on usage patterns
• Conduct A/B testing and feature experiments

3.3 Security and Fraud Prevention

We use your information to:

• Detect, investigate, and prevent fraudulent, unauthorized, or illegal activity
• Monitor for security threats and vulnerabilities
• Enforce our Terms of Service and Acceptable Use Policy
• Verify user identity and prevent unauthorized account access
• Maintain audit logs for security and compliance purposes

3.4 Communications and Marketing

We use your information to:

• Send service announcements, updates, and maintenance notifications
• Send promotional communications about TrailerBase features, offers, and news (with your consent, where required)
• Respond to your support requests, feedback, and inquiries
• Communicate about changes to our Terms of Service, Privacy Policy, or other legal agreements

3.5 Legal Compliance

We use your information to:

• Comply with applicable laws, regulations, and legal processes
• Respond to lawful requests from government authorities
• Establish, exercise, or defend legal claims
• Protect the rights, property, or safety of TrailerBase, our users, or the public

4.1 Service Providers

We share your information with third-party service providers who assist us in operating and providing the Service. These providers are contractually obligated to use your information only for the purposes we specify:

4.2 Business Users and Renters

If you are a Renter interacting with a Business User’s TrailerBase-powered services (renter portal, custom website, chat, booking widget), the Business User will have access to information you provide, including your name, contact information, rental details, communications, and reviews.

4.3 AI Service Providers

When you use AI-powered features, relevant business data (including trailer information, rental data, renter names, and financial summaries) is sent to Anthropic’s Claude AI service for processing. Anthropic processes this data in accordance with their privacy policy and data processing terms. We do not send sensitive personal data (such as full driver’s license numbers, Social Security numbers, or complete credit card numbers) to AI providers.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal process, including:

• Court orders, subpoenas, or search warrants
• Requests from law enforcement or government agencies
• Legal proceedings involving TrailerBase
• Situations where disclosure is necessary to protect the rights, property, or safety of TrailerBase, our users, or the public

4.5 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.6 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing. This does not include SMS/text messaging consent or mobile opt-in data, which are never shared with third parties or affiliates for marketing or promotional purposes (see Section 10.7).

4.7 Aggregated and De-Identified Data

We may share aggregated, anonymized, or de-identified data that cannot reasonably be used to identify you. This data may be used for industry analysis, benchmarking, and marketing purposes. This aggregated data never includes mobile phone numbers, SMS opt-in data, or text-messaging consent information.

4.8 What We Do NOT Share

We do NOT:

• Sell your personal information to third parties
• Share your Customer Data with other TrailerBase customers
• Provide your information to advertisers for targeted advertising
• Allow third-party advertising on the Service
• Share your renter’s personal information with other Business Users
• Share any mobile information, SMS opt-in data, or text-messaging consent with third parties or affiliates for marketing or promotional purposes

4.9 Google API Services — Limited Use Disclosure

TrailerBase’s use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, for Google Workspace API data (including Google Calendar data accessed under the calendar.events scope), TrailerBase affirms that we:

• Do not use Google Workspace API data for serving advertisements, including retargeted, personalized, or interest-based advertising.
• Do not sell Google Workspace API data.
• Do not use or transfer Google Workspace API data for training, fine-tuning, or improving generalized artificial intelligence or machine learning models. Google Calendar event content is not sent to Anthropic or any other AI sub-processor.
• Do not allow humans to read Google Workspace API data unless (a) we have obtained your explicit consent to view specific events, (b) the access is necessary for security purposes (such as investigating abuse or a security incident), (c) the access is necessary to comply with applicable law, or (d) the data has been aggregated and anonymized for internal operations and only in accordance with applicable privacy and other jurisdictional legal requirements.
• Transfer Google Workspace API data only as needed to provide or improve the calendar synchronization feature, comply with applicable law, or as part of a merger, acquisition, or sale of assets — and in the case of a transfer, only with notice to you.

5.1 Data Storage Location

Your data is stored on DigitalOcean servers located in the United States (New York City region). File uploads (images, documents) are stored in DigitalOcean Spaces with CDN distribution. Database backups are stored in the same region.

5.2 Security Measures

We implement comprehensive security measures to protect your information:

Encryption: All data is encrypted in transit using TLS 1.2+ (HTTPS). Database connections use SSL. Passwords are hashed using bcrypt with 12 rounds of salting.

Authentication: JWT (JSON Web Token) based authentication with 7-day expiry. Support for Google OAuth 2.0 with secure token exchange.

Access Controls: Role-based access control (RBAC) with granular permissions. Multi-tenant data isolation using scoped database queries that prevent cross-tenant data access.

Application Security: Input validation and sanitization on all endpoints. Protection against XSS (Cross-Site Scripting), CSRF (Cross-Site Request Forgery), and SQL injection. Rate limiting on authentication endpoints (5 login attempts per 15 minutes, 3 registration attempts per hour). Helmet.js security headers. CORS whitelist configuration.

Infrastructure Security: Managed database with automated backups. SOC 2 Type II certified hosting infrastructure (DigitalOcean). Network-level firewalls and DDoS protection. Regular security patches and updates.

Monitoring: Audit logging of significant account actions. Error monitoring and alerting. Runtime log analysis.

OAuth tokens: Google OAuth access tokens and refresh tokens are stored encrypted at rest in our managed Postgres database and transmitted only over TLS. Tokens are scoped to the smallest set of permissions required for calendar synchronization and are revocable by you at any time (see Section 7.6).

5.3 Data Breach Response

In the event of a data breach affecting your personal information, we will:

• Investigate and contain the breach promptly
• Notify affected users via email within 72 hours of confirmation
• Notify relevant authorities as required by applicable law
• Provide a description of the breach, types of data affected, and steps taken to address it
• Implement measures to prevent similar breaches in the future

5.4 Security Limitations

While we implement commercially reasonable security measures, no method of electronic storage or transmission over the internet is 100% secure. We cannot guarantee absolute security of your information. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.

6.1 Active Accounts

We retain your information for as long as your account is active and as needed to provide the Service. This includes all Customer Data, usage logs, and communication records.

6.2 Account Termination

Upon account termination or cancellation:

• Customer Data: Retained for 30 days post-termination to allow for data recovery or export. After 30 days, Customer Data is permanently deleted from active systems.
• Backups: Residual copies in encrypted backups may persist for up to 90 additional days before being automatically purged.
• Anonymized Analytics: Aggregated, anonymized usage data may be retained indefinitely for analytics and service improvement purposes.

6.3 Inactive Accounts

Inactive accounts (no login for 12 consecutive months) may be flagged for deletion. We will send a notification email before deleting an inactive account, providing 30 days to log in and reactivate.

6.4 Legal Requirements

We may retain certain information for longer periods as required by applicable law, regulation, or legal process, including for tax, accounting, and compliance purposes.

6.5 Communication Records

Support communications and related records may be retained for up to 3 years after your last interaction for quality assurance and dispute resolution purposes.

6.6 Google Calendar Data

When you disconnect Google Calendar from TrailerBase, or revoke TrailerBase’s access from your Google account, we delete the stored OAuth tokens immediately and delete any cached Google Calendar event content from our active systems within 7 days. Rental records that originated in TrailerBase are not deleted by disconnecting Google Calendar — only the synchronization link and the cached Google-side event data.

7.1 All Users

Regardless of your location, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Data Portability: Request your data in a standard, machine-readable format (CSV or JSON)
• Opt-Out of Marketing: Unsubscribe from promotional communications at any time
• Account Closure: Close your account and have your data deleted as described in Section 6

7.2 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources, our business purposes for collecting the information, and the categories of third parties with whom we share the information.
• Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out of Sale: We do not sell personal information. If this changes, we will provide a “Do Not Sell My Personal Information” link.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA/CPRA rights.
• Right to Correct: You have the right to request correction of inaccurate personal information.
• Right to Limit Use of Sensitive Personal Information: You have the right to limit how we use sensitive personal information.

In the preceding 12 months, we have collected the following categories of personal information: identifiers (name, email, phone, IP address), commercial information (transaction records, subscription data), internet activity (usage data, browsing history within the Service), geolocation data (approximate location from IP), and professional information (business name, role).

We do not sell personal information. We do not use or disclose sensitive personal information for purposes other than those permitted under the CCPA/CPRA.

7.3 European Economic Area, United Kingdom, and Switzerland Residents (GDPR/UK GDPR)

If you are located in the EEA, UK, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR) or UK GDPR:

• Legal Basis for Processing: We process your data based on: (a) performance of our contract with you (providing the Service); (b) our legitimate interests (improving the Service, security, fraud prevention); (c) your consent (marketing communications, optional features); and (d) legal obligations (tax, compliance).
• Right to Restrict Processing: You have the right to request restriction of processing of your personal data in certain circumstances.
• Right to Object: You have the right to object to processing based on our legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
• Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority in your country of residence.
• International Transfers: Your data is transferred to and processed in the United States. We rely on Standard Contractual Clauses (SCCs) approved by the European Commission for such transfers.

7.4 Other Jurisdictions

We endeavor to comply with applicable privacy laws in all jurisdictions where we operate. If you have questions about your rights under your local privacy laws, please contact us at [email protected].

7.5 Exercising Your Rights

To exercise any of your privacy rights, please contact us at:

• Email: [email protected]
• Subject line: “Privacy Rights Request — [Your Right]”
• Include: Your name, email address associated with your account, the specific right you wish to exercise, and any relevant details.

We will respond to your request within 30 days (or 45 days if an extension is necessary, with notice). We may need to verify your identity before processing your request.

7.6 Revoking Google Account Access

You can revoke TrailerBase’s access to your Google account at any time:

• From inside TrailerBase: Settings → Integrations → Google Calendar → Disconnect.
• From your Google account: Visit myaccount.google.com/permissions, select “TrailerBase,” and click Remove Access.

Either method immediately stops synchronization. We delete the stored OAuth tokens and cached calendar data per Section 6.6.

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to promptly delete such information. If you believe that a child under 18 has provided us with personal information, please contact us at [email protected].

9.1 Types of Cookies We Use

Essential Cookies: Required for the Service to function properly. These include session cookies for authentication, CSRF protection tokens, and user preference cookies. These cannot be disabled without affecting Service functionality.

Functional Cookies: Used to remember your preferences, such as language settings, theme preferences, and previously visited pages. These enhance your experience but are not strictly necessary.

Analytics Cookies: Used to understand how users interact with the Service, which pages are most popular, and how users navigate the platform. We use this data to improve the Service. Analytics data is aggregated and does not identify individual users.

9.2 Local Storage

We use browser local storage to maintain your authentication session, store user preferences, cache frequently accessed data for performance, and maintain AI chat session history.

9.3 Managing Cookies

Most web browsers allow you to control cookies through their settings. You can typically: view cookies stored on your device, delete individual or all cookies, block cookies from specific or all websites, and set preferences for first-party vs. third-party cookies.

Please note that blocking essential cookies may prevent you from using certain features of the Service.

9.4 Do Not Track

The Service does not currently respond to “Do Not Track” browser signals due to the lack of an industry-wide standard for this technology.

10.1 Program Overview

TrailerBase offers an SMS notification program (“TrailerBase Notifications”) that sends transactional and account-related text messages, including booking confirmations, payment receipts, rental reminders, cancellation notices, contract-signed confirmations, and operational alerts related to your account and rentals.

10.2 Consent & Opt-In

You opt in to receive SMS messages by providing your mobile phone number and enabling SMS notifications in your account settings, or by otherwise affirmatively requesting text messages from us. Consent to receive SMS messages is not a condition of purchase or of using the Service.

10.3 Message Frequency

Message frequency varies based on your account activity and notification settings.

10.4 Message & Data Rates

Message and data rates may apply. Your mobile carrier’s standard messaging and data charges will apply to all SMS messages.

10.5 Opt-Out

You can opt out of SMS messages at any time by replying STOP to any message, or by disabling SMS notifications in your account settings. After you reply STOP, we will send one confirmation message and then stop sending SMS messages to that number.

10.6 Help

For help, reply HELP to any message or contact us at [email protected].

10.7 SMS/Text Messaging Consent and Privacy

No mobile information, opt-in data, or messaging consent will be shared with third parties or affiliates for marketing or promotional purposes at any time. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding aggregators and providers of the Text Message services themselves. Message frequency varies. Message and data rates may apply. Reply STOP to opt out, HELP for help.

Mobile phone numbers and SMS opt-in/consent information are used solely to deliver the messages described above. Phone numbers are shared only with our SMS delivery provider (Twilio) strictly to transmit messages you have opted into.

10.1 How AI Features Use Your Data

TrailerBase’s AI-powered features process your business data to provide intelligent recommendations and automated actions. When you use AI features:

• AI Agent: Your trailer inventory, rental data, renter information, and financial summaries are sent as context to generate appropriate responses and execute actions.
• AI Website Builder: Your business information, trailer details, reviews, and branding data are used to generate website content.
• AI Pricing Optimizer: Your rental history, market data, and trailer specifications are analyzed to suggest optimal pricing.
• AI Maintenance Predictions: Your maintenance history, trailer age, usage patterns, and service records are analyzed to predict future maintenance needs.
• AI Voice Agent: Call transcripts and business context are processed to handle phone inquiries.

10.2 AI Data Processing

AI prompts and responses are processed by Anthropic (Claude AI) under their data processing terms. We do not use your data to train AI models. Your business data sent to AI services is used solely to generate responses to your specific requests and is not retained by the AI provider for model training purposes.

10.3 Human Oversight

AI-generated content and recommendations are provided as suggestions. All AI actions that modify your data (such as creating rentals, generating invoices, or updating pricing) require your confirmation before execution. You maintain full control over whether to accept, modify, or reject AI recommendations.

10.4 Limitations

AI features may produce inaccurate, incomplete, or inappropriate results. You are solely responsible for reviewing and verifying all AI-generated content and recommendations before acting on them. TrailerBase does not guarantee the accuracy of AI outputs.

The Service may contain links to third-party websites, services, or applications. This Privacy Policy does not apply to third-party services. We encourage you to review the privacy policies of any third-party services you access through or in connection with the Service. TrailerBase is not responsible for the privacy practices or content of third-party services.

12.1 Transfer Mechanisms

Your information may be transferred to, stored, and processed in the United States, where our servers and service providers are located. If you are accessing the Service from outside the United States, you acknowledge that your information will be transferred to and processed in the United States, which may have different data protection laws than your jurisdiction.

12.2 Safeguards

For transfers of personal data from the EEA, UK, or Switzerland to the United States, we rely on: (a) Standard Contractual Clauses approved by the European Commission; (b) data processing agreements with our sub-processors; and (c) additional technical and organizational safeguards including encryption and access controls.

13.1 Data Controller Obligations

If you are a Business User, you act as the data controller for your renters’ and customers’ personal information that you input into the Service. TrailerBase acts as a data processor on your behalf. You are responsible for:

• Having a lawful basis for collecting and processing renter data
• Providing appropriate privacy notices to your renters
• Obtaining necessary consents for communications (email, SMS)
• Responding to data subject access requests from your renters
• Ensuring accuracy of renter data you input into the Service
• Complying with applicable data protection laws
• Not uploading sensitive personal data that is not necessary for rental operations

13.2 Data Processing Agreement

If you require a formal Data Processing Agreement (DPA) for compliance with GDPR or other data protection regulations, please contact us at [email protected].

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. If we make material changes, we will:

• Update the “Last Updated” date at the top of this Privacy Policy
• Send a notification email to the address associated with your account
• Display a prominent notice within the Service

Your continued use of the Service after the effective date of any updates constitutes your acceptance of the updated Privacy Policy. If you do not agree with the changes, you should discontinue use of the Service before the updates take effect.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

TrailerBase LLC
Email: [email protected]
General Support: [email protected]
Website: https://trailerbase.io

For privacy-specific inquiries, please include “Privacy” in the subject line of your email to ensure your request is routed to the appropriate team member.

This Privacy Policy is effective as of June 26, 2026. By using TrailerBase, you acknowledge that you have read and understood this Privacy Policy.