Renter data and how long it is kept
What is stored when a renter checks in, who holds it, and the schedule on which it is deleted.
When a renter checks in they share some personal information. This is what is stored, who holds it, and how long it is kept. The full detail is in the privacy notice.
Who holds what
- Your firm is the controller of the booking data. You decide why it is collected and you hold the record of the hire. You are the renter's first point of contact for anything about their data.
- KeyProof Ltd is the processor. It runs the check-in and stores the record on your behalf and on your instructions, and does not use the booking data for its own purposes.
ID and selfie go through Stripe Identity
The renter's photo ID and live selfie are handled by Stripe Identity. KeyProof does not receive or store the raw ID images or the selfie: it keeps only the Stripe Identity session reference and the pass or fail result. A facial image is sensitive biometric data, so the identity check runs under the renter's explicit consent, given at the moment they verify.
How long it is kept
Retention runs on scheduled code, not on a promise to remember:
- The DVLA check code is erased from KeyProof's systems 30 days after signing (the code expires at the DVLA sooner).
- The booking record, including the condition photos and the signature, is deleted in full 24 months after the hire closes. It is kept that long because it is evidence you may need, for example if a dispute or a fine arises after the hire.
Renter rights
Renters have the usual rights over their personal data: to see what is held, to have mistakes corrected, and to ask for deletion, among others. Because your firm is the controller, the renter starts with you; KeyProof, as processor, supports you in responding. The privacy notice explains the detail.