Terms of service

About this page. RoveHQ wrote these terms in plain English from public guidance (UK ICO, European Data Protection Board, European Commission, Thai PDPC). They have not been reviewed by a lawyer. Parts marked [to be added] are waiting for our company to be registered.

1. Who these terms are between

These terms are between [Company legal name — to be added], [registered address — to be added] ("RoveHQ", "we") and the business that creates a RoveHQ account ("you"). The person who signs up confirms they can bind the business. RoveHQ is for businesses, not consumers.

By creating an account or using RoveHQ you agree to these terms, our data processing agreement (which forms part of them) and our privacy policy for the information we control.

2. What RoveHQ does

RoveHQ is software for running a vehicle rental business: vehicles, bookings, renters, agreements, payments, checks, messages and reports, plus optional public booking pages and a directory of businesses. We may improve, change or remove features. If we remove something you pay for in a way that matters, we will tell you first.

3. Your account

• Keep sign-in details safe and tell us at once if someone else may be using them.
• You decide who in your team can use your account and what they can do. You're responsible for what your team does in RoveHQ.
• RoveHQ support may view your business only when you ask for help, for a limited time; you can see when this happened.

4. Plans, trial and payment

• New businesses get a free trial. After it, you choose a plan or move to the free plan if one is offered.
• Prices are shown on our pricing page in your currency. Taxes are added where required.
• Paid plans renew each month or year until cancelled. You can cancel at any time; the plan runs until the end of the period you paid for. We don't refund partial periods, except where these terms or the law say so.
• If a payment is late, we may limit your account after 7 days' notice. We never delete your data for late payment without telling you first.
• We may change prices with at least 30 days' notice. The new price applies from your next renewal.

5. Your responsibilities

• Your data and your renters. You are the controller of the information about your renters, drivers and team that you put in RoveHQ. You must have a lawful basis for it, tell your renters how you use it (your own privacy notice; you can link to how RoveHQ handles it), answer their requests, and keep only what you need.
• Lawful use. Use RoveHQ only for lawful rental business. Don't upload anything you don't have the right to, don't try to break or overload RoveHQ, and don't use it to harass, discriminate against or spy on people.
• Agreements and prices. Rental agreements, prices, deposits and fees are between you and your renters. You're responsible for checking that your agreement, insurance and local licences are right for your country. Templates in RoveHQ are a starting point, not legal advice.
• Payments from renters. Renters pay you directly by the methods you choose. RoveHQ records payments; it doesn't hold your money unless a feature clearly says so.

6. Shared customer history

RoveHQ lets businesses warn each other about serious problems with renters.

• You may report a renter only for a rental that really happened and was handed over, and only for one of these: unpaid rent, damage, a vehicle not returned, or false documents.
• Everything you report must be true and accurate. Don't report disputes you haven't tried to settle, and update or withdraw a report when it's settled.
• Other businesses on RoveHQ that check the same person will see the report and your business name as the one that made it.
• Renters can reply to or dispute a report. RoveHQ may remove a report at any time, for example if it looks wrong, is disputed without evidence, or is old.
• You use reports as one piece of information, not as the only reason to refuse someone. You're responsible for your own decisions and for having a lawful basis (usually your legitimate interest in preventing fraud and loss) for making and checking reports.

7. Shared rental prices

RoveHQ combines the prices businesses set for each vehicle model into unnamed market figures (for example, a typical daily price for a model in an area). A figure is shown only when three or more businesses have that model, and it never names a business or a renter. By using RoveHQ you agree that your prices may be included this way.

8. Public booking pages, the directory and the marketplace

• If you turn on a public booking page or a directory listing, your business name, vehicles, photos, prices and availability are shown publicly on RoveHQ's sites (including rove.rent) and may be found by search engines.
• Keep them accurate. Honour bookings made at the prices and availability you showed.
• When a renter books through RoveHQ's marketplace, a service fee applies. The fee and how it's charged are shown in the app before you turn the marketplace on, and on each booking. Bookings through your own booking link carry no RoveHQ fee unless your plan says otherwise.
• We may remove a listing that is misleading, unsafe or breaks these terms.

9. The renter list

Booking forms include an optional box, "Send me trip extras". It is RoveHQ's own request to the renter, not yours: a renter who ticks it agrees that RoveHQ keeps its own copy of their details and rental history to send them partner offers. RoveHQ is the controller of that copy, under our privacy policy. The box is never ticked in advance, it doesn't affect the booking, and the renter can untick it at any time, which deletes RoveHQ's copy. Please don't tick it for a renter or tell them they must.

10. Processing your renters' information

When RoveHQ handles personal information for you, we do it as your processor under the data processing agreement, which includes the EU Standard Contractual Clauses and the UK Addendum for transfers. In short: we only act on your instructions, keep it confidential and secure, use sub-processors only under the same terms and with notice, help you answer requests, tell you about a personal data breach without undue delay, and delete or return everything when you leave.

11. Your data, export and deletion

• Your data stays yours. You can download all of it at any time (My account, owners).
• You can delete your business in My account. Deletion removes everything straight away, including signed agreements, and cannot be undone; backups roll off within 30 days. Download your data first if you need it.
• You can delete a renter's record from their customer page. Their personal details and ID photos go; bookings and payments stay under "Deleted customer" so your accounts still add up.
• If your account ends for another reason, we keep your data for 30 days so you can download it, then delete it.

12. Availability and support

We work to keep RoveHQ available and fix problems quickly, but we don't promise it will never be interrupted. We may pause it for maintenance, ideally outside busy hours and with notice. Support is by chat and email.

13. AI features

Some features use AI, for example to read documents, suggest prices or answer questions. AI can be wrong. Check important results (names, numbers, amounts) before you rely on them. We don't use your renters' information to train AI models, and our AI providers don't either.

14. Intellectual property

RoveHQ, its software and content belong to us. You get a right to use RoveHQ for your business while you're a customer. Your content (your vehicles, photos, agreements, data) belongs to you; you give us the rights we need to host and show it to provide RoveHQ. If you send us ideas or feedback, we may use them freely.

15. Liability

• Nothing in these terms limits liability that can't be limited by law (for example for death or personal injury caused by negligence, or fraud).
• We're not liable for indirect losses, lost profits or lost business, or for decisions you make using information in RoveHQ (including shared customer history and market prices).
• Otherwise, our total liability in any 12 months is limited to what you paid RoveHQ in those 12 months.
• You're responsible for claims against RoveHQ caused by your unlawful use of RoveHQ or by information you put in it without the right to.

16. Suspension and ending

You can stop using RoveHQ at any time. We may suspend or close an account that seriously or repeatedly breaks these terms, puts others at risk or doesn't pay, after notice where reasonable. Sections that by nature should continue (data, liability, the data processing agreement for as long as we hold your data) continue after the end.

17. Changes to these terms

We may update these terms. For changes that matter we tell account owners at least 30 days before they apply. If you don't agree, you can cancel before then.

18. Law and disputes

These terms are governed by the law of [country — to be added once the company is registered], and its courts have jurisdiction. This doesn't take away rights you have under the mandatory law of your own country. Please contact us first at hello@rovehq.io so we can try to sort things out.