Privacy Policy
Diamond Key Rentals — Privacy Policy
Effective Date: September 24, 2025
We collect only what we need to provide rentals, verify identity, take payment, prevent fraud, and run our business. We never sell your personal information. You control your marketing preferences and, depending on where you live, may have additional privacy rights.
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1) Who we are & scope
Diamond Key Rentals (”Diamond Key Rentals,” “we,” “our,” or “us”) operates the website diamondkeyrentals.com and related online services (together, the “Services”). This Privacy Policy describes how we collect, use, disclose, and safeguard information about individuals who visit our website, make a booking or inquiry, communicate with us, or otherwise use the Services. By using the Services, you agree to this Policy.
If you are entering into a rental, our Rental Agreement may also apply. If this Policy conflicts with applicable law, we will follow the law.
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2) Information we collect
We collect information in three main ways: (A) you provide it to us, (B) we collect it automatically, and (C) we receive it from third parties.
A. Information you provide
• Identity & contact: name, email, phone, billing/shipping addresses, date of birth.
• Government ID & driver data: driver’s license number, issuing state/country, expiration date, license photos or scans, and (if you submit) photos/selfies for identity verification.
• Payment & billing: cardholder name, partial payment details, transaction amounts and history (payment card data is processed by our payment processor; we do not store full card numbers).
• Booking details: pick‑up/drop‑off, vehicle, dates, add‑ons, insurance selections, preferences, notes.
• Communications: emails, messages, support tickets, phone recordings/voicemails (if you call us), reviews and survey responses.
• Documents: proof of insurance, additional driver information, or other documents you choose to upload.
B. Information collected automatically
• Usage & device data: IP address, device identifiers, browser type, pages viewed, referring/exit pages, timestamps.
• Cookies & similar tech: see Cookies & Tracking below for details about analytics and advertising cookies/pixels we may use.
C. Information from third parties
• Payment processors (e.g., to confirm payments, prevent fraud).
• Identity and fraud‑prevention vendors (e.g., to verify driver’s license authenticity or match a selfie to your ID, where permitted by law and only with your consent where required).
• Insurance partners or brokers (e.g., to validate coverage or process claims).
• Analytics/advertising partners (aggregated site usage and ad performance data).
• Public sources (address validation, sanctions screening where required).
Sensitive personal information: Some of the above (e.g., driver’s license number, government ID images) may be considered “sensitive” under certain laws. We use such information only for the limited purposes described here (e.g., identity verification, legal compliance, fraud prevention, and providing the rental) and do not use it to infer characteristics about you beyond those purposes.
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3) How we use information (purposes)
We use information to:
• Provide and manage rentals: create accounts, process bookings, verify identity & eligibility to rent, process payments & deposits, handle tolls/violations, and deliver customer support.
• Communicate: send confirmations, reminders, updates, invoices/receipts, policy changes, and respond to inquiries.
• Safety, security & fraud prevention: authenticate users, detect/prevent fraud or misuse, protect our customers, staff, vehicles, and the Services.
• Improve & personalize: operate, maintain, optimize, and enhance the Services; analyze performance and usage.
• Marketing (optional): send promotions or offers if you opt in (you can opt out at any time).
• Legal & compliance: comply with laws, regulations, and valid requests; enforce agreements.
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4) Disclosing information to others
We may disclose information to:
• Service providers acting on our behalf (e.g., payment processing, identity verification, cloud hosting, email/CRM, customer support, analytics, advertising/retargeting where enabled, and anti‑fraud vendors). They are bound by contractual obligations to protect your data and use it only for our instructions.
• Insurance & claims partners, rental operations vendors (e.g., roadside assistance), and government/toll authorities for citations, tolls, or legal requests.
• Professional advisors (lawyers, auditors, accountants).
• Business transfers: if we undergo a merger, acquisition, financing, or sale of assets, information may be transferred subject to this Policy.
• Legal reasons: to comply with law or protect rights, safety, property, or the integrity of the Services.
• Aggregated/anonymized outputs that do not identify individuals.
We do not sell your personal information for money. If we use cross‑context behavioral advertising (retargeting) with ad partners, that may be deemed a “sale” or “sharing” under some state laws; see Your privacy choices below.
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5) Cookies & tracking
We use cookies, pixels, and similar technologies to: (a) remember settings; (b) understand site traffic & performance; (c) measure marketing effectiveness; and (d) show relevant ads (if enabled). Types include:
• Strictly necessary (site and booking functionality).
• Functional (preferences, chat widgets).
• Analytics (e.g., Google Analytics).
• Advertising (e.g., Meta/TikTok/Google Ads pixels) if we run ads/retargeting.
Your choices include: browser settings, private browsing, and—where available—our Cookie Preferences tool to manage categories. Blocking some cookies may affect site features.
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6) Data retention
We keep information only as long as needed for the purposes described, including to comply with legal, tax, accounting, fraud prevention, and legitimate business requirements. Typical periods (which we may adjust):
• Rental/transaction records: up to 7 years.
• Government ID images/license checks: typically up to 180 days after verification unless required longer for fraud prevention, disputes, or legal claims.
• Tolls/violations data: until resolved and for required recordkeeping (often 3–7 years).
• Marketing contact data: until you opt out or for up to 24 months after last interaction.
• Web analytics logs: typically 12–26 months (per analytics tool settings).
When retention expires, we will delete, anonymize, or securely store data as required by law.
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7) Security
We use administrative, technical, and physical safeguards designed to protect information (e.g., access controls, encryption in transit, least‑privilege practices). No system is 100% secure; please use unique, strong passwords and let us know immediately if you suspect unauthorized activity.
Payments: We use a PCI‑compliant payment processor. We do not store full payment card numbers on our systems.
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8) Your privacy choices & rights
A. Marketing preferences
You may opt out of marketing emails at any time via the unsubscribe link or by contacting us. We may still send transactional or service emails (e.g., booking confirmations).
B. Cookie preferences
Where available, use our Cookie Preferences tool to manage analytics/advertising cookies. You can also set browser controls to block cookies.
C. “Do Not Sell or Share” (US state laws)
If we engage in cross‑context behavioral advertising, you may opt out of the “sale” or “sharing” of personal information by using our Do Not Sell or Share My Personal Information link or by contacting us. We do not knowingly sell or share the personal information of individuals under 16.
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9) International data transfers
If you access the Services from outside the United States, your information may be transferred to, stored, and processed in the U.S. and other countries. Where required, we rely on appropriate safeguards (e.g., Standard Contractual Clauses) for such transfers.
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10) Children’s privacy
Our Services are not directed to children, and we do not knowingly collect personal information from anyone under the age of 16 (or as defined by local law). If you believe a child provided information to us, please contact us so we can delete it where required.
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11) Third‑party links & platforms
Our Services may link to third‑party sites or integrate third‑party tools (e.g., payment processors, analytics, advertising, chat). Their practices are governed by their own privacy policies and terms; we are not responsible for their content or privacy practices.
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12) Changes to this Policy
We may update this Policy from time to time. If we make material changes, we will post the updated version with a new Effective Date and, where required, provide additional notice.
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13) Contact us
Diamond Key Rentals
Email: bookings@diamondkeyrentals.com
Phone: +1 617-842-4098
We will respond to privacy inquiries and rights requests as required by applicable law.
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Massachusetts notice
We implement a written information security program (WISP) designed to protect personal information of Massachusetts residents, consistent with state requirements. Where we handle Massachusetts residents’ personal information (e.g., names in combination with driver’s license numbers), we use reasonable technical and organizational safeguards.
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15) Quick reference: key contacts & links (to place on your site)
• Privacy Policy: (this page)
• Cookie Preferences: [Insert link to cookie settings]
• Do Not Sell or Share My Personal Information: [Insert link if you use advertising/retargeting]
• Contact: bookings@diamondkeyrentals.com
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Optional clause: vehicle telematics (include only if used)
If a vehicle is equipped with telematics (e.g., OEM or aftermarket GPS/OBD devices), we may receive limited information such as vehicle location, ignition status, mileage, diagnostics, and certain driving events. We use this for fleet management, theft prevention/recovery, maintenance, and safety. We will disclose the use of telematics in your Rental Agreement and, where required by law, provide notices or obtain consent.
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