Privacy Policy

Our platform is designed for businesses across multiple rental industries, including but not limited to:

• ski and snowboard rentals
• bike rentals
• outdoor recreation rentals
• watercraft rentals
• camping equipment rentals
• tool and construction equipment rentals
• event and party equipment rentals
• technology and AV rentals
• specialty equipment rental businesses

This Privacy Policy explains how Basecrew collects, uses, stores, discloses, and protects information when:

• Businesses use our software platform (“Services”);
• Businesses upload or enter information about their customers;
• Individuals interact with rental businesses using systems powered by Basecrew.

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

Basecrew provides software infrastructure to rental businesses.

In many situations: the rental business is the organization collecting information from its customers, and Basecrew processes that information on behalf of the rental business to provide the Services.

For example, a ski shop using Basecrew may collect customer name, contact information, height, weight, age, ability level, equipment preferences, and rental history. The ski shop determines why this information is collected. Basecrew provides the technology to store, organize, and manage that information.

Depending on applicable privacy laws, Basecrew may act as a service provider, a processor, an information custodian, or an organization responsible for certain information processing activities.

Businesses using Basecrew remain responsible for ensuring they have appropriate legal authority, notices, and consent where required before submitting customer information into the platform.

Basecrew collects different categories of information depending on how our Services are used.

3.1 Business Account Information — When a business creates a Basecrew account, we may collect:

• business name
• business address
• business email address
• phone number
• website address
• account administrator information
• billing information
• subscription information
• login credentials
• company preferences
• rental industry type

For example, a ski rental shop may identify itself as an outdoor equipment rental business, and a construction company may identify itself as an equipment rental operator.

3.2 Rental Customer Information Entered by Businesses — Businesses using Basecrew may enter information about their customers or renters, including identification information (first name, last name, email address, phone number, mailing address, customer account identifiers) and rental information (rental dates, reservation information, equipment rented, equipment returned, rental status, rental history, notes entered by the business, customer preferences).

Equipment Fit and Measurement Information — Depending on the type of rental business, customers may provide measurements or characteristics required to safely assign equipment. Examples include:

• height
• weight
• age
• shoe size
• boot size
• equipment dimensions
• body measurements
• skill level
• experience level
• equipment preferences

For example, a ski rental business may use height, weight, age, and ability level to assist with equipment selection. A bicycle rental business may use height and bike fit information. A tool rental business may use equipment compatibility information.

Basecrew does not determine the purpose for collecting this information. The rental business determines what information is appropriate for its operations.

3.3 Payment Information — Basecrew may collect information related to subscription payments, including billing name, billing address, subscription plan, transaction records, and payment status. Basecrew generally does not store complete payment card numbers. Payments may be processed through third-party payment processors that maintain their own security and privacy practices.

3.4 Technical Information — When users access Basecrew, we may automatically collect technical information including IP address, browser type, device information, operating system, login timestamps, usage activity, pages accessed, error logs, and performance information. This information helps us maintain reliability, improve performance, prevent abuse, troubleshoot technical issues, and improve our Services.

3.5 Cookies and Similar Technologies — Basecrew may use cookies and similar technologies to maintain user sessions, remember preferences, improve platform functionality, analyze usage, and improve security. Cookies may be essential, analytics, performance, or security-related. Users may control cookies through their browser settings, although disabling certain cookies may affect platform functionality.

4.1 Providing the Services — We use information to create accounts, operate the platform, manage rental workflows, store customer records, track equipment assignments, process subscriptions, and provide customer support.

4.2 Improving the Platform — We may use information to improve user experience, develop new features, understand usage patterns, identify bugs, improve performance, and enhance security. Where possible, analytics data may be aggregated or de-identified.

4.3 Security and Fraud Prevention — We may use information to detect unauthorized access, prevent fraudulent activity, protect accounts, investigate security incidents, and enforce our agreements.

4.4 Communication — We may communicate with users regarding account updates, security notices, service changes, billing information, support requests, and product announcements. Users may unsubscribe from marketing communications at any time.

Businesses using Basecrew are responsible for informing their customers how their information is collected and used, obtaining required permissions or consent, ensuring information entered into Basecrew is collected lawfully, maintaining appropriate access controls, and complying with applicable privacy laws.

Basecrew provides tools to help businesses manage rental operations but does not replace a business’s own privacy obligations. For example, a rental business should not collect unnecessary personal information simply because the platform allows it. Businesses should only collect information reasonably required for their rental operations.

Some information collected through rental workflows may be considered personal information depending on applicable law, including age, measurements, equipment fit information, and customer profiles.

Basecrew does not intentionally collect highly sensitive personal information such as medical records, financial account credentials, or government identification numbers, unless a customer business intentionally enters that information. Businesses should avoid entering unnecessary sensitive information into Basecrew.

Basecrew does not sell personal information. We do not sell, rent, or trade customer information collected through our platform to advertisers or unrelated third parties.

7.1 Service Providers and Subprocessors — Basecrew may use carefully selected third-party service providers to operate, maintain, and improve the Services, including cloud hosting providers, database providers, payment processors, authentication providers, analytics providers, customer support platforms, security monitoring providers, and communication providers. These providers may process information only as necessary to provide services to Basecrew and are expected to maintain appropriate security and confidentiality obligations.

7.2 Business Customers — When a rental business uses Basecrew, that business controls the customer information it enters into the platform. Basecrew may provide that business with access to rental records, customer profiles, equipment history, booking information, and operational reports. A renter’s relationship is primarily with the rental business that collected their information. If you are a customer of a rental business using Basecrew and you have questions about your information, you should first contact that rental business.

7.3 Legal Requirements — Basecrew may disclose information where required or permitted by law, including when reasonably necessary to comply with legal obligations, respond to lawful government requests, enforce our agreements, protect the rights, safety, or property of Basecrew, our users, or others, or investigate fraud, abuse, or security issues. We will evaluate legal requests before disclosure where appropriate.

7.4 Business Transactions — If Basecrew is involved in a merger, acquisition, financing, restructuring, sale of assets, or bankruptcy proceeding, information may be transferred as part of that transaction. Any successor organization would be expected to handle personal information according to applicable privacy laws and commitments made in this Privacy Policy.

Basecrew is based in Canada. To provide reliable Services, information may be processed and stored in Canada, the United States, or other jurisdictions where Basecrew or its service providers operate.

When information is transferred internationally, appropriate contractual protections may be used, service providers are selected based on security practices, and reasonable safeguards are implemented. Users should understand that information processed outside their home jurisdiction may be subject to the laws of that jurisdiction.

For Canadian customers, personal information may be transferred outside Canada for processing and storage.

Basecrew takes reasonable technical and organizational measures designed to protect information against unauthorized access, unauthorized disclosure, alteration, loss, and misuse.

Security measures may include encrypted connections using industry-standard protocols, access controls, authentication protections, restricted employee access, monitoring systems, secure software development practices, and backup procedures.

However, no internet-based service can guarantee absolute security. Users are responsible for maintaining secure passwords, protecting account credentials, limiting account access, and notifying Basecrew of suspected unauthorized access.

Basecrew retains information only for as long as reasonably necessary to provide the Services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, and maintain security.

Retention periods may vary depending on the type of information, customer requirements, legal obligations, and operational needs. Rental businesses control many customer records stored within their accounts.

When a business account is closed, Basecrew may delete information, anonymize information, or retain limited information where legally or operationally necessary.

Business customers may request deletion of their account information by contacting Basecrew. Before completing deletion, Basecrew may verify account ownership, confirm the request, and identify information that must be retained for legal purposes.

When information is deleted, active account access may be removed, stored personal information may be deleted or anonymized, and backups may be removed according to normal backup schedules.

Some information may remain where required for legal compliance, security purposes, accounting records, or dispute resolution.

Depending on where you live, you may have rights relating to your personal information, which may include:

• requesting access to personal information
• requesting correction of inaccurate information
• requesting deletion
• withdrawing consent where applicable
• requesting information about processing practices
• objecting to certain processing activities

Basecrew operates in accordance with applicable Canadian privacy legislation, including where applicable the Personal Information Protection and Electronic Documents Act (“PIPEDA”), substantially similar provincial privacy legislation, and applicable provincial privacy requirements.

Canadian individuals may have rights to understand how personal information is collected and used, access personal information, request corrections, and challenge certain processing practices.

Because Basecrew often processes information on behalf of rental businesses, some requests may need to be directed to the rental business that collected the information.

Where applicable, Basecrew may be subject to privacy requirements under Quebec legislation, including obligations relating to transparency, security safeguards, privacy governance, and responsible handling of personal information.

Businesses using Basecrew remain responsible for ensuring their own compliance obligations are satisfied.

Certain U.S. states provide residents with additional privacy rights. Depending on applicable law, these rights may include knowing what personal information is collected, requesting deletion, requesting correction, opting out of certain disclosures, and receiving information about processing practices.

Basecrew does not sell personal information. If additional state privacy laws apply, Basecrew will process requests according to applicable requirements.

Basecrew is a business-to-business platform and is not designed to be used directly by children.

Rental businesses may serve customers of different ages, including minors participating in activities such as youth sports, outdoor recreation, and equipment rentals. The rental business is responsible for ensuring appropriate authorization exists before entering information about minors into Basecrew.

Basecrew does not knowingly collect personal information directly from children for independent marketing purposes.

Basecrew may send communications relating to product updates, service announcements, educational content, and business-related information.

Users may unsubscribe from promotional communications through unsubscribe links, account preferences, or by contacting Basecrew. Transactional communications, such as security alerts and account notices, may continue where necessary.

Basecrew may introduce optional features that use artificial intelligence or automated technologies. If AI-powered features are introduced, Basecrew may process information to generate operational recommendations, summarize rental information, assist users with workflows, and improve productivity.

Basecrew will not intentionally use customer information to train public AI models without appropriate authorization. Businesses remain responsible for reviewing AI-generated outputs before relying on them for business decisions.

Basecrew may update this Privacy Policy periodically. Changes may occur because of new product features, legal requirements, business changes, or technology improvements.

When significant changes are made, Basecrew may provide notice through the platform, email, or website notifications. The updated version will include a revised effective date.

If you have questions, concerns, or requests regarding this Privacy Policy or Basecrew’s privacy practices, contact:

• Basecrew Technologies Inc.
• Privacy Team
• Email: privacy@basecrew.ca
• Canada