Privacy policy
This policy explains what KleenSlate Creative collects when you use this website, request a rental quote, sign an agreement or use the client portal, what we do with it, and how to reach us about it. It describes how our own website and back office work. Renting equipment is also covered by our rental and website terms.
Who we are
KleenSlate Creative is a film equipment rental house and production company at 2693 Bedford Ave, Brooklyn, NY 11210. We run this website and decide what to do with the information it collects. Reach us through our contact form or by phone at 305-205-7266.
What we collect
When you ask for a rental quote
Your name and email address; your phone number and company name if you give them; the pickup and return dates and the equipment you list; and any notes you write. If a delivery is arranged, we also record the delivery address and time window. We create a booking record and a client portal account for your email address (no password is set until you choose one).
When you use the contact, studio, package or service forms
Your name, email address, phone number if you give it, and your message. The service and studio forms also let you add preferred dates and the type of shoot, which we save as part of your message. The contact form also stores the IP address it was sent from.
Your client portal account
Your name, email, phone and company; your bookings, quotes and invoices; messages you and our team exchange; and the time of your last sign-in. Your password is stored only as a one-way hash, so we cannot read it.
Documents you upload
Certificates of insurance, photo ID and other files you choose to send (PDF, JPG or PNG). We keep the file, its name and type, who uploaded it, and the result of our review with any note we wrote to you.
Quote acceptance and signed agreements
When you accept a quote or sign a rental agreement online we record your typed name, the signature image if you draw one, your consent, the date and time, your IP address and your browser and device details (user agent). We keep the exact text you agreed to and the signed PDF, together with a checksum of the PDF so we can show it has not been altered.
Payments
Invoices, amounts paid, the payment method (for example card, cash, check, wire or Zelle), any reference you give us, refunds, and the release of your security deposit.
Equipment condition records
At pickup and return we record a checklist for each item with condition notes and photos of the equipment, and the name of the person who received or returned it.
Technical and security records
When forms are submitted and when people sign in, we record events in an activity log with the IP address and browser details. We also keep short-lived counters by IP address to limit abuse of our forms and sign-in pages. We keep a log of emails we send (recipient, subject and whether delivery worked), and a copy of a message in a queue when it has to be retried.
How we use it
- To answer you, prepare quotes, check equipment availability, and run your rental from request to final invoice.
- To confirm your booking: your signed agreement, deposit and, before equipment is released, your certificate of insurance and photo ID.
- To send emails about your rental: quotes, agreements, invoices, receipts, confirmations, a reminder the day before your return date, and notices about late returns or overdue invoices.
- To keep records of what was agreed, what was paid and the condition of equipment before and after a rental.
- To keep the website and back office secure and to prevent abuse.
- To meet legal, accounting and tax obligations.
This website does not load analytics or advertising scripts, and does not show ads.
Your name, email and phone are also saved to a contact list. Some of our emails include an unsubscribe link. Unsubscribing removes you from that list; we may still email you about a rental you have requested or booked.
Cookies and browser storage
We use only the cookies below to make the site work. None is used for advertising or tracking across other sites.
| Name | What it is for | How long |
|---|---|---|
PHPSESSID | A technical session identifier the site creates on each visit. On public pages it holds no personal information. It is also what keeps our staff signed in to the back office. | Up to 7 days (staff are signed out after 12 hours without activity) |
ks_portal | Keeps you signed in to the client portal and protects its forms. Set only when you use the portal. | Up to 7 days; you are signed out after 24 hours without activity, or 14 days after signing in |
Both cookies are marked HttpOnly and SameSite=Lax, and Secure when the site is served over HTTPS.
Your quote list and chosen dates are kept in your browser's local storage (ks_cart and ks_dates), not in a cookie and not on our servers. They are sent to us only when you submit a quote request. You can clear them at any time in your browser settings.
Who else handles your information
We do not sell your information. These providers handle it on our behalf:
- Email delivery. Emails we send you, and copies of messages about your booking, pass through the email service we have configured for the site.
- Hosting and backups. The website and its database run on our hosting provider. Backups of the database and of uploaded files (documents, signed agreements, photos) are kept on the server and may also be copied to separate cloud storage.
We may also disclose information when the law requires it.
How long we keep it
We keep booking, quote, invoice, payment, agreement, equipment-condition and uploaded-document records for as long as needed for the rental relationship and for legal and tax requirements. Some things are removed sooner, automatically:
- Activity log entries (which include IP addresses and browser details) are deleted after 90 days.
- Abuse-prevention counters by IP address are cleared after about a day.
- Password and invitation links expire on their own, and are single use.
A record or file we delete can remain in a backup copy until that copy is rotated out or expires.
How we protect it
- Portal and staff passwords are stored as hashes. Staff sign-in can require a second step (an authenticator code), and repeated failed sign-ins are locked out for a time.
- Documents you upload and signed agreements are stored in private folders that are not reachable by a web address. They are served only to you (when signed in) and to authorised staff, and staff access to a document is written to an audit log.
- Staff can see only the parts of the back office their role allows.
- Our forms are protected by rate limits and bot checks.
No system is perfectly secure. If you think your portal account has been used by someone else, contact us right away.
Your choices and requests
- When signed in to the portal you can update your name, phone and company, change your password, delete documents you uploaded that we have not yet approved, and read your quotes, agreements and invoices.
- You can unsubscribe from our list with the link in our emails.
- To see what we hold about you, to correct it, or to ask us to delete it, contact us through our contact form or by phone at 305-205-7266. We will correct or delete what we can. We must keep some records, such as invoices, payment records and signed agreements, for legal and tax reasons.
Changes to this policy
When we change this policy we update the "Last updated" date at the top of this page.
Contact us
KleenSlate Creative
2693 Bedford Ave, Brooklyn, NY 11210
Phone: 305-205-7266
Email: alexjules1@gmail.com
Online: contact form