CM RENTALS LTD.
PRIVACY POLICY
Version 1.0 | Effective 1 August 2026
CM Rentals Ltd. (“we”, “us”, “our”) respects your privacy. This Policy explains what personal information we collect, why we collect it, how we use and share it, how long we keep it, and how you can access or correct it.
We handle personal information in accordance with the Personal Information Protection Act (British Columbia) (“PIPA”).
Privacy Officer
Cameron MacAdams, Privacy Officer CM Rentals Ltd., 4625 Mallard Way, Cowichan Bay, British Columbia V0R 1N1 Email: cam@cmrental.ca Phone: 250 735 4699
1. WHAT WE COLLECT
Depending on how you deal with us, we may collect:
Contact and account information: your name, business name, mailing address, email address and telephone number, and the name and telephone number of an emergency contact.
Identity information: your driver’s licence or other government issued photo identification, which you upload through our electronic signature platform when you sign a rental agreement, and information we use to verify that identification.
Booking and rental information: the equipment you book, the dates and duration of your rental, your pickup or delivery location or general project area, your rental history, and correspondence with us.
Payment information: the amount charged, the date, and a token identifying your payment method. We do not store your full credit card number. Card details are collected and processed directly by Stripe.
Signature and acceptance records: the audit trail generated when you accept our terms at checkout and sign the rental agreement electronically, including the date and time of acceptance and the technical information recorded by the platform.
Equipment condition records: photographs, inspection checklists and maintenance records relating to the equipment you rent, including photographs taken before release and after return.
Location and usage data from equipment: where we have fitted a GPS or telematics tracking device to an item of equipment, the location and usage data that device generates while the equipment is on rent to you. We fit tracking devices to selected higher value items for theft prevention and recovery. Our rental agreement discloses this and you consent to it when you sign.
Video surveillance: our pickup and return location is under video surveillance. Cameras record the exterior of the property and the interior of the equipment storage area. Signage is posted at the location.
Website information: information collected through cookies and similar technologies when you use our website, including pages viewed, referring website, device and browser type, and approximate location derived from IP address.
2. WHY WE COLLECT IT
We collect, use and disclose personal information for the following purposes:
(a) taking and processing bookings and reservations;
(b) verifying your identity and your authority to rent;
(c) preparing, issuing and executing rental agreements;
(d) taking payment, holding and releasing security deposits, and recovering amounts owing;
(e) releasing, delivering, tracking, recovering and repossessing equipment;
(f) inspecting and maintaining equipment and recording its condition;
(g) preventing, detecting and investigating theft, fraud, misuse and unauthorized use;
(h) securing our premises and the equipment stored there;
(i) responding to your enquiries and providing customer service;
(j) investigating incidents, accidents and claims, and establishing, exercising or defending legal claims;
(k) complying with our legal, tax, insurance and regulatory obligations;
(l) internal recordkeeping, accounting and business administration; and
(m) where you have given consent, sending you marketing and promotional communications.
3. CONSENT
3.1 We collect, use and disclose your personal information with your consent, or as otherwise permitted or required by law.
3.2 By making a booking, signing our rental agreement and using our equipment, you consent to the collection, use and disclosure described in this Policy.
3.3 We do not require your consent to marketing communications as a condition of renting from us. Consent to marketing is separate and optional.
3.4 You may withdraw your consent at any time by contacting our Privacy Officer, subject to legal and contractual restrictions and to reasonable notice. If you withdraw consent to the collection of information we need in order to rent equipment to you, we may not be able to continue renting to you.
4. WHO WE SHARE IT WITH
We do not sell your personal information. We share it with the following categories of service provider and third party, only to the extent needed for the purposes set out above:
| Provider | Purpose |
|---|---|
| Booqable | Rental management, inventory, bookings, customer records and website functionality |
| Stripe | Payment processing, refunds and pre authorizations |
| DocuSign | Electronic signature of rental agreements and identity document upload |
| QuickBooks Online | Accounting and bookkeeping |
| SafetyCulture | Equipment inspection and maintenance records and photographs |
| Microsoft 365 and OneDrive | Business email, document creation, file storage and backup |
| Canspace | Domain registration and DNS hosting |
| Telus | Property security monitoring and video surveillance |
| Business profile, customer reviews and enquiries | |
| Meta (Facebook and Instagram) | Marketing and customer communication, where you engage with us on those platforms |
We may also disclose personal information to:
(a) our insurers, insurance brokers and adjusters;
(b) our legal advisors and accountants;
(c) collection agencies and credit reporting agencies, where amounts are owing;
(d) police and other law enforcement, where equipment is stolen or an offence is suspected;
(e) courts, tribunals and regulatory authorities, where required or permitted by law; and
(f) a purchaser of our business or its assets, subject to appropriate confidentiality protections.
5. STORAGE OUTSIDE CANADA
Some of our service providers store or process information on servers located outside Canada, including in the United States. Information stored in another country is subject to the laws of that country and may be accessible to law enforcement and regulatory authorities there. By using our services you consent to this transfer and storage. If you have concerns about this, please contact our Privacy Officer.
6. HOW LONG WE KEEP IT
We keep personal information only as long as necessary for the purposes for which it was collected, or as required by law.
| Information | Retention |
|---|---|
| Identity documents (driver’s licence images) | Deleted 90 days after the end of the rental, unless required for an active claim, dispute or investigation |
| Rental agreements, Rental Schedules and booking records | 7 years from the end of the rental, for tax, insurance and limitation period purposes |
| Payment and accounting records | 7 years, as required by tax law |
| Equipment inspection records and photographs | 7 years from the date of the record |
| GPS and telematics data | Deleted 90 days after the end of the rental, unless required for an active claim, dispute or investigation |
| Video surveillance footage | Overwritten on a rolling basis, generally within 30 days, unless retained for an active claim, dispute or investigation |
| Marketing contact lists | Until you unsubscribe or withdraw consent |
7. HOW WE PROTECT IT
We use physical, organizational and technical safeguards appropriate to the sensitivity of the information, including access controls and passwords, multi factor authentication where available, secured premises, restricted access to identity documents and payment tokens, and reputable service providers with their own security programs.
No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we take our obligations seriously and will notify you and the Office of the Information and Privacy Commissioner for British Columbia if a breach occurs that could reasonably be expected to cause you significant harm.
8. COOKIES
8.1 Our website uses cookies and similar technologies.
8.2 Necessary cookies are required for the site to function, including for the shopping cart, checkout and security. These cannot be switched off.
8.3 Analytics cookies help us understand how visitors use the site so we can improve it.
8.4 Marketing cookies are used to measure the effectiveness of our advertising and, where applicable, to show you relevant advertisements.
8.5 You can manage your preferences using the cookie banner on our site, and you can block or delete cookies through your browser settings. Blocking necessary cookies may prevent parts of the site from working.
9. MARKETING AND ELECTRONIC MESSAGES
9.1 We send transactional messages relating to your booking, such as confirmations, pickup instructions, agreements, receipts and return reminders. These are not marketing messages and you cannot unsubscribe from them while you have an active booking.
9.2 We send marketing messages only where you have consented or where we are permitted to do so under Canada’s anti spam legislation.
9.3 Every marketing message identifies us, gives our contact information, and contains an unsubscribe link. We action unsubscribe requests promptly.
10. YOUR RIGHTS
10.1 Access. You may request access to the personal information we hold about you and information about how it has been used and to whom it has been disclosed. We will respond within 30 business days, or tell you if we need more time.
10.2 Correction. You may ask us to correct inaccurate or incomplete personal information. If we correct information that we have disclosed to a third party in the previous year, we will notify that third party.
10.3 Limits. In limited circumstances we may not be able to provide access, for example where the information is subject to solicitor client privilege, would reveal personal information about another individual, or was collected as part of an investigation into a breach of an agreement or a contravention of law.
10.4 To make a request, contact our Privacy Officer using the details at the top of this Policy. We may ask you to verify your identity.
11. COMPLAINTS
If you have a concern about how we have handled your personal information, please contact our Privacy Officer first. We take complaints seriously and will investigate and respond.
If you are not satisfied with our response, you may complain to:
Office of the Information and Privacy Commissioner for British Columbia PO Box 9038, Stn. Prov. Govt., Victoria, British Columbia V8W 9A4 Telephone: 250 387 5629 Toll free: 1 800 663 7867 Web: oipc.bc.ca
12. CHILDREN
Our services are not directed to children. We do not knowingly collect personal information from anyone under 19 years of age.
13. CHANGES TO THIS POLICY
We may update this Policy from time to time. The current version and its effective date are always published on our website. Material changes will be brought to your attention.
CM Rentals Ltd. | Privacy Policy | Version 1.0 | Effective 1 August 2026