Privacy policy

The controller of personal data relating to the Sortabit rental service is Sortaider Rental OÜ, registration number 16835115, Väike-Männiku 13, 11216 Tallinn, Estonia. Contact [email protected] about privacy.

When your data reaches us

While you fill in the rental form, the products, dates, quantities and contact details are held only in the open page’s memory. The price summary and the downloadable PDF are prepared in your browser; creating them alone sends nothing to us.

When you send an enquiry, the form data is transmitted to our server and stored in our database. We send you an acknowledgement and later a quotation with a link and a PDF. Opening and accepting the quotation take place on our server through that link; on acceptance we store the quotation version, the version of the rental terms you accepted and the time of acceptance.

Do not enter personal identification numbers, health information or other sensitive information that is unnecessary for a rental enquiry.

What data we process and why

We process the company, representative and contact details you provide, email address, telephone number, rental choices and, where needed, delivery address and handover contacts. Quotation, contract, invoice, payment, handover, return and complaint records and emails between us may subsequently be added.

• For steps requested before a contract with you as an individual and for performing that contract, the basis is GDPR Article 6(1)(b).
• For a company’s representatives and contacts, our legitimate interest is communicating with the customer and arranging rental, transport and related claims, under Article 6(1)(f).
• Accounting and other statutory duties are based on a legal obligation, under Article 6(1)(c).

The company name, contact name, phone number and email address are required to send an enquiry. Delivery requires the information needed for handover. Without relevant contact information, we cannot arrange a quotation or delivery. Sending an enquiry is not consent to marketing emails; the emails we send relate only to your enquiry and rental.

Who processes the data

Sortaider Rental OÜ staff who need the data to handle enquiries, quotations, handover and return have access to it. Transport partners receive only information needed for handover. We do not sell personal data.

We use the following processors:

• Hetzner Online GmbH - server and database, data centre in Helsinki (Finland).
• Cloudflare, Inc. - domain name service, delivery and protection of website traffic and access control; processes connection data.
• Postmark (ActiveCampaign, LLC) - delivery of the emails we send; processes the recipient address and message content.
• Zone Media OÜ - mailboxes for [email protected] (Estonia).
• SimplBooks - accounting software used for invoicing (Estonia).

Relevant information may also be shared with accounting providers, advisers and authorities with a lawful basis.

Cloudflare and Postmark are United States companies, and their technical processing may take place outside the European Economic Area. Such transfers rely on a European Commission adequacy decision (EU-US Data Privacy Framework) or the European Commission’s standard contractual clauses. You can ask us for further information.

Technical data

Loading the website involves ordinary connection data, such as IP address, request time, requested address and browser information. It is used to deliver the website, resolve faults, prevent abuse (such as automated enquiries) and maintain security. The legal basis is our legitimate interest in providing a working and secure website (Article 6(1)(f) GDPR). Sortabit’s page code adds no advertising pixels or visitor analytics.

Retention

• Enquiries that did not lead to a contract: 12 months after the last contact.
• Quotations, accepted contracts, handover and return records and related correspondence: 3 years after the contract has been performed, within the limitation period for claims.
• Accounting source documents (including invoices): 7 years from the end of the financial year.
• Server technical logs: up to 30 days.
• Backups: data remains in encrypted backups for up to 6 months after deletion from the main system.
• Email delivery service: keeps data about sent messages in its system for up to 45 days.

Relevant records may be kept longer for a dispute or another legal obligation. When the period ends, the data is deleted or anonymised.

Your rights

Subject to the conditions provided by law, you can request access, correction, erasure, restriction of processing and portability. You can object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it. Not every right applies in every situation; for example, we may be required to retain an invoice.

Write to [email protected]. We normally respond within one month and may request proportionate information to verify your identity. You may complain to the Estonian Data Protection Inspectorate or bring a claim before a court.

The calculator and our server calculate the price from the selected quantities and rental dates. No binding automated booking or credit decision is made about you; quotations are prepared and issued by our team. Read our cookie information for details on cookies.