Last updated: April 15, 2026
1. Information We Collect
When you register for and use the Interstate Equipment Company, LLC Customer Portal, we collect:
- Account information: Name, email address, phone number, job title, and company name
- Business information: Company address, DBA name, business type, and credit application details
- Authentication data: Login credentials (passwords are stored in hashed form only), OAuth identifiers from Google or Microsoft when used for sign-in
- Equipment & rental data: Equipment location, operating hours, rental history, and telematics data associated with your rental account
- Documents: Certificates of insurance, credit applications, and other documents you submit through the Portal
- Usage data: IP address, browser type, pages visited, and access timestamps for security and troubleshooting purposes
2. How We Use Your Information
We use the information collected to:
- Provide and maintain your Portal account and rental services
- Verify your identity and business credentials
- Process credit applications and establish payment terms
- Display equipment status, location, and telematics data
- Communicate with you about your account, rentals, and services
- Process connected Microsoft calendar data with internal automation and AI service providers to classify calendar items, identify reminders and action items, create task suggestions, support assistant calendar questions, and maintain workflow audit history
- Ensure Portal security and prevent unauthorized access
- Comply with legal obligations and enforce our agreements
3. Information Sharing
We do not sell, trade, or rent your personal information to third parties. We may share your information with:
- Service providers: Third-party services that help us operate the Portal (hosting, email delivery, payment processing), bound by confidentiality agreements
- AI service providers: Calendar event titles, dates, times, locations, attendees, and descriptions may be processed by AI providers for classification, reminders, task suggestions, and assistant calendar support
- Equipment manufacturers: Telematics data may be shared with or sourced from equipment manufacturers (e.g., John Deere, Caterpillar, Volvo) as part of equipment monitoring services
- Insurance verification: COI data shared with our insurance verification partners as necessary
- Legal requirements: When required by law, court order, or governmental authority
- Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction
4. Data Security
We implement industry-standard security measures to protect your information, including:
- Encrypted data transmission (TLS/SSL)
- Hashed password storage (passwords are never stored in plain text)
- Role-based access controls limiting employee access to customer data
- Regular security monitoring and logging
- Rate limiting and brute-force protection on authentication
While we take reasonable precautions, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.
5. Data Retention
We retain your account information for as long as your account is active or as needed to provide services. Rental records, financial data, and transaction history may be retained for a minimum of seven (7) years to comply with tax and regulatory requirements. Calendar-derived classifications, notifications, generated tasks, and reclassification audit logs may be retained for workflow history and troubleshooting. You may request deletion of your Portal account at any time by contacting us, though certain records may be retained as required by law.
6. Cookies & Tracking
The Portal uses session cookies essential for authentication and security. We do not use third-party advertising or tracking cookies. Session cookies are automatically deleted when you close your browser or log out.
7. Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your account (subject to legal retention requirements)
- Opt out of non-essential communications
To exercise these rights, contact us at the information provided below.
8. Children's Privacy
The Portal is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on the Portal with an updated effective date. We encourage you to review this policy periodically.
10. Contact
For questions or concerns about this Privacy Policy or your data, contact:
Interstate Equipment Company, LLC
6006 West Interstate 30, Royse City, TX 75189
(469) 874-2100
service@iectexas.com