1. Our commitments
OnTote is rental-operations software, operated by OnTote LLC, a Nebraska limited liability company ("OnTote", "we", "us"). Whenever we handle personal data, we hold ourselves to the following:
- Stated purposes. We tell you what we use personal data for before we use it, in the table in section 3.
- Only what we need. We collect the minimum required for each of those purposes and keep it no longer than we need it.
- Asking first. Where the law requires your consent, such as analytics on this site, nothing happens until you give it, and withdrawing is as easy as giving it.
- No selling, no model training. We do not sell personal data, share it for cross-context behavioural advertising, or use your business data to train machine-learning models.
- Security. We protect the data we hold with technical and organisational measures, described in section 9.
- Your rights. We honour requests to see, correct, delete, or move your data, described in section 10.
2. Who this covers
Three different groups of people show up in our systems, and we hold a different responsibility for each. This distinction decides who you should ask about your data, so it comes first.
| Who you are | Where | Our role |
|---|---|---|
| Someone visiting our marketing site | ontote.com | Controller. This policy applies in full. |
| A rental operator with an OnTote account | ontote.app | Controller for your account and billing data. This policy applies in full. |
| A customer booking a rental from an operator | {operator}.ontote.store | Processor. The operator decides what is collected and why; we only hold it on their behalf. |
That last row matters. If you rented totes from a company that uses OnTote, that company is the controller of your booking data, not us. We process it under their instructions and their own privacy policy governs it. Requests about that data should go to them; if you contact us instead we will pass it on and tell you who we passed it to.
3. What we collect and why
Each purpose below lists the personal data we use for it and the legal basis we rely on under the UK and EU GDPR. How long we keep each kind of data is in section 8.
If you visit ontote.com
| Purpose | Personal data | Legal basis |
|---|---|---|
| Joining the early-access list | Email address | Consent |
| Answering a message sent through the contact form | Name, email, company, topic, and message | Legitimate interests: replying to the enquiry you sent us |
| Booking a walkthrough in the scheduling calendar on our contact page | What you enter into the calendar, plus your IP address and browser information, which go to Cal.com | Consent (the Embedded content category) |
| Understanding which pages and links help operators find us | Pages visited, links clicked, browser and device type, and approximate location inferred from your IP address, through PostHog. No session recording on this site. | Consent (the Analytics category) |
| Keeping the site running and secure | Standard web server request logs: IP address, timestamp, requested path, user agent | Legitimate interests: security and diagnosing faults |
| Remembering your cookie choice | Your choice, stored in your own browser and never transmitted to us (see section 7) | Strictly necessary; no consent required |
If you run a rental business on OnTote
| Purpose | Personal data | Legal basis |
|---|---|---|
| Creating your account, signing you in, and keeping workspaces separated | Name, email, password credentials, workspace role | Performance of a contract |
| Running the platform and the features you asked for | Business data you enter: tote pools, inventory, orders, customer records, delivery windows, notes | Performance of a contract |
| Billing, and the tax and accounting records that go with it | Subscription status and payment records. Card numbers are held by our payment processor, not by us (see section 4). | Performance of a contract; legal obligation for financial records |
| Connecting your Google Analytics account, if you choose to (see below) | Your Google account email, the access token Google issues us, and the GA4 property and data stream you pick | Performance of a contract |
| Answering support requests | Support correspondence you send us | Performance of a contract |
| Improving the product | Pages and features you use in the operator app, error reports, and masked session recordings (no readable text in replays), processed by PostHog on our behalf | Legitimate interests: improving the product, balanced against your rights |
| Diagnosing faults, preventing abuse and fraud, and keeping the service secure | Account data, request logs, and error reports | Legitimate interests: security and fraud prevention |
| Sending product updates | Name and email. Every such message carries an unsubscribe link. | Legitimate interests for operators with an account; consent for anyone else who asked to hear from us |
| Responding to lawful requests from authorities | Whatever the request lawfully covers | Legal obligation |
If you connect Google Analytics
Connecting a Google Analytics account is optional. If you do, OnTote asks Google for
read-only access to your Analytics data (analytics.readonly) and your Google
account email address (userinfo.email). We use that access only to let you choose
a GA4 property and data stream for your storefront, and to show you traffic-source and
conversion reports inside OnTote. Reports are fetched from Google when you view them and are
not stored.
We store the access token Google issues us (encrypted, in Supabase Vault), your Google account email, and the property and data stream you choose. We do not sell this data, share it with anyone beyond the service providers who host OnTote (see section 5), use it for advertising, or use it to train AI models.
Disconnecting Google Analytics in OnTote revokes our access at Google and deletes the stored token and Google account email. You can also revoke access at any time from your Google Account permissions page.
OnTote's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
If you book a rental from an operator
We hold your contact details, delivery address, booking dates, and payment status as a processor, as configured by the operator running the storefront. The operator's privacy policy sets the purposes and legal basis for that data (see section 2).
Where we rely on consent, you can withdraw it at any time: unsubscribe from any email, or use the Cookie preferences control in the site footer. Withdrawal is as easy as consenting and does not affect anything done beforehand.
4. Payments
Payments run through Stripe, a PCI-DSS Level 1 provider. Card details are entered directly into Stripe's hosted fields and go to Stripe, not to us, and we never receive or store a full card number. We see the outcome of a payment and a token that lets us reference it.
Storefront payments use Stripe Connect direct charges, meaning the payment is made to the operator's own Stripe account. Stripe is a controller in its own right for that data; its privacy policy applies alongside ours.
6. International transfers
We are based in the United States and our vendors process data there. If you are in the UK, EEA, or Switzerland, that is a transfer out of your jurisdiction. We rely on the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum for those transfers.
8. How long we keep it
We keep personal data only as long as the purpose we collected it for requires, or as long as the law requires us to.
| Data | Kept for |
|---|---|
| Operator account and workspace data | The life of the account, then deleted on request after closure |
| Renter data on a storefront | As long as the operator instructs; they control this, not us |
| Billing and tax records | 7 years |
| Google Analytics connection (access token, Google account email) | Until you disconnect it, which revokes our access and deletes both. The GA4 property and data stream you chose stay with your workspace settings. |
| Support correspondence | None |
| Early-access list | Until you unsubscribe |
| Server request logs | None |
| Analytics events (PostHog) | Per PostHog project retention settings |
| Your cookie choice | In your browser until you clear it |
Where records are marked as archived rather than deleted, we do that so operational history stays intact; archived records are still subject to deletion requests.
9. Security
Traffic to and from OnTote is encrypted in transit with TLS. Every tenant-scoped table in our database enforces row-level security, so one operator's workspace cannot read another's. This is enforced at the database, not just in application code. Access to production systems is limited to people who need it.
No system is perfectly secure, and we are not going to claim otherwise or list certifications we do not hold. If you believe an account has been compromised or you have found a vulnerability, email privacy@ontote.com.
10. Your rights
Email privacy@ontote.com to exercise any of these. We will not charge you or treat you differently for asking, and we aim to respond within one month. If a request is complex and needs longer, we will tell you within that month. We may need to verify who you are first.
Analytics data from this site is tied to an identifier in your browser, not to your name. If your request concerns that data, we may ask for the identifier PostHog stored in your browser, because without it we cannot find the data that belongs to you.
Everyone
- Ask for a copy of the data we hold about you.
- Ask us to correct anything inaccurate.
- Ask us to delete it, where we are not legally required to keep it.
- Opt out of marketing email.
UK, EU, and Switzerland
- Restrict or object to processing based on our legitimate interests.
- Receive your data in a portable, machine-readable format.
- Withdraw consent at any time.
- Complain to your supervisory authority (see section 14).
California (CCPA/CPRA)
- Know what we collect, use, and disclose, and request a copy.
- Request deletion or correction.
- Opt out of sale or sharing. We do neither, so there is nothing to opt out of, but the right stands.
- Use an authorised agent to make a request for you.
- Not be discriminated against for exercising any of these.
Other US states
Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, and other states with comparable laws have substantially the same rights. Use the same address above.
11. Children
OnTote is business software and is not directed at children. We do not knowingly collect data from anyone under 13 (or under 16 in the EEA). If we learn that we have, we delete it.
12. Automated decision-making
We do not make decisions with legal or similarly significant effects about you by automated means alone. Availability, holds, and booking confirmations are calculated automatically, but material account decisions such as suspension involve a person. You can ask for human review of any decision you think was made without one.
13. Changes to this policy
We will update the date at the foot of this page whenever it changes. For changes that materially affect your rights we will tell operators by email or in the app before they take effect.
14. Complaints
If you are unhappy with how we have handled your personal data, tell us first at privacy@ontote.com with the details. We will look into it and reply.
You also have the right to complain to a data protection authority at any time, whether or not you have contacted us. In the UK, that is the Information Commissioner's Office; in the EEA, it is the supervisory authority where you live or work.
15. Contact
Privacy questions and data requests: privacy@ontote.com. Anything else: our contact page.
OnTote LLC, a Nebraska limited liability company.
200 S 21st St Ste 400a, Lincoln, NE 68510, USA.