YOUR INFORMATION
Privacy policy
Effective October 31, 2026
MyWalkaround helps rental locations document a vehicle’s condition. Customers can submit an inspection without creating an account. This policy explains how this website handles information; your rental location’s own policies also apply to its use of your records.
Information we collect
Inspections may include your name, rental agreement number, vehicle MVA/unit number, license plate, vehicle description, pickup or exchange details, mileage and fuel readings, email address and optional phone number, condition selections, damage descriptions, vehicle photographs and submission times. We also keep employee review decisions, corrections and report email history, including the destination address, time and delivery status available to us.
For store accounts we collect authorized email addresses, employee IDs, roles, business and billing contact details, subscription settings and access/audit records. Payment processing, when enabled, is handled by our payment provider; do not enter card information into an inspection.
Agreement scanning and sensitive details
Full agreement scanning runs on your device. We do not ask to store your driver’s license number, payment card details or the full agreement image. If optional online vehicle verification is offered, you must review and confirm a proposed vehicle-only crop before that crop is sent. Do not confirm a crop containing license or payment details. You can enter details manually instead. Avoid including documents, people or personal belongings in vehicle photos.
Why we use information
We use information to save and review inspections, identify duplicate submissions and possible vehicle mismatches, compare vehicle condition, provide reports and receipts, manage store access and subscriptions, protect the service, and investigate technical problems. Automated readings can be wrong; employees can review and correct them while preserving the original submission.
Who can access it
Authorized employees and administrators at the submitting rental location can access its inspection records. The platform’s master administrator can access records across locations to operate and support the service. Other stores cannot browse your rental agreement, name, phone number, email or original inspection record. Read-only executives can view aggregate inspection metrics and staff audit events only for stores assigned to their organization; this role does not provide access to customer names, contact details or vehicle photographs.
For shared fleet history, a location administrator may separately publish a reviewed vehicle-damage close-up preview associated with the MVA number. Participating locations with service access can see those published previews and damage categories. Customer contact details, rental agreement details and original photo files are not included in that shared view. A photo may still show identifiable surroundings; staff must check it before sharing.
We use service providers for hosting, databases and photo storage (Sites/OpenAI and Cloudflare), email delivery (Resend), optional AI image reading (OpenAI), and payments when connected (Stripe). Providers receive the information needed for those services. Optional AI requests are sent with response storage disabled; provider security and processing policies still apply. We may disclose information when required by law or to protect rights and security. We do not sell inspection records or use them for targeted advertising.
Photos, device information and cookies
Original photos can contain embedded device metadata, including location coordinates and capture times. Authorized original downloads can retain that metadata. The website does not request your device’s geolocation. Hosting and security systems may process network addresses, browser information and request logs. Application error logs are limited to route, status and error code.
We use necessary cookies for employee sign-in, sign-in verification and abuse prevention. To recover an interrupted inspection, this browser stores a local draft of the entered fields, vehicle photos and upload progress. Full agreement images, OCR text and agreement crops are excluded. A draft expires after two hours and is removed on the next visit, on discard, or after successful submission. Browser storage limits or private browsing can prevent recovery. When you confirm submission without a usable connection, the browser also stores your intent to upload and retries while the page can run. Closing or suspending the browser can stop uploading; reopen the same location link and resume when connected. A phone draft is not a submitted inspection, and the receipt appears only after the server confirms the save. Language preference is also stored on this device. Signing out invalidates the current employee session. Password setup and reset codes expire after 10 minutes. Passwords are stored as salted hashes. Standard employee sessions expire after eight hours, or one hour without activity. If you choose “Keep me signed in” on a trusted device, the session lasts up to 30 days and ends after seven days without activity. Administrators, executives and the master administrator verify an emailed code after their password until they set up an authenticator app. After confirmed setup, an app code or single-use recovery code replaces emailed verification; email cannot bypass an enrolled authenticator. Authenticator secrets are encrypted and recovery codes are stored as keyed hashes. If you choose to trust your own device, a necessary cookie can skip the second step for up to 30 days after a correct password. Sign-out removes that device’s trust. Password resets invalidate sessions and device trust while preserving the authenticator. Changing the authenticator or recovery codes revokes other sessions and device trust. No advertising cookies are intentionally added by this application.
Storage, security and retention
Inspection records and photos are encrypted in storage and access is restricted by location and role. Data may be processed outside your state or country by our providers. No system can guarantee absolute security.
Our current retention target is 24 months for completed inspections and photos. Automatic deletion is not enabled, so records can remain beyond that target until reviewed and deleted. Records may be kept longer for disputes, security or legal obligations. Encrypted backups may retain copies after a primary record is removed and are handled through the backup lifecycle; deletion is not instantaneous across backups.
Your choices and requests
Contact the rental office that handled your vehicle to request a copy, correction or deletion of your inspection, or to raise a concern about a shared damage image. We may need to verify your identity and rental details. Applicable rights and exceptions depend on where you live and on record-keeping requirements. An email address is required for new inspection submissions so we can send the receipt; a phone number is optional. Older records may not contain an email address. Store owners can manage employee access, and promotional store-owner emails include an unsubscribe option.
For platform privacy questions, contact the MyWalkaround operator through your rental office. We will coordinate with the relevant location. Do not email full license or payment card details.
Updates
We will post changes here with a revised effective date. Material changes may also be communicated through the website or affected account contacts.