Communications Policy

Version 1.0-draft, effective on the date this policy is published: [OWNER REQUIRED: effectiveDate, set to the publication date when this version is published]
Owner decisions applied: 2026-10-12 and 2026-10-13. Checked against the code: 2026-10-13 (yardstick-saas src/email.js, src/reminders.js, src/leads.js)

About this policy

This policy explains the messages Yardstick sends, and how we keep transactional messages (about something you asked for or an account you have) separate from marketing (product updates, educational content and offers). It's part of the Terms of Service, and it's written for the United States. How we handle the personal information in these messages is covered by the Privacy Policy.

1. Transactional emails to renters, sent for the rental business

Yardstick emails a renter only about a specific rental, quote or request with a business that uses Yardstick:

• quote emails, when the business sends a quote;
• booking request received, confirmed, declined and cancelled emails;
• agreement-signing links;
• Manage Rental links, and an email listing the steps left before pickup (for example, sign the agreement or verify identity);
• identity-verification links, when the business requires verification;
• reminder emails, only if the business turns them on (see section 2).

The code also contains payment-request emails for online renter payments. Renter payments aren't currently offered, so these aren't sent.

How they're sent. Each email shows the rental business's name, ends with "Sent by [the business] via Yardstick", and is sent through our email provider, Resend, from noreply@getyardstick.co. Most are sent automatically when something happens to the booking; some (such as re-sending a Manage Rental link) are sent when a team member clicks a button, with a cooldown and a limit to prevent repeated sends.

Replies go to the business. When the rental business has set a public contact email in Yardstick, renter emails use it as the reply-to address, so a renter who replies reaches the business, not Yardstick. If it hasn't, there's no reply-to address. noreply@getyardstick.co is a sending address only: mail sent to it isn't received or read, so please contact the business directly.

Yardstick doesn't send marketing to renters, and businesses can't use Yardstick to do so.

2. Reminder emails to renters

A rental business can turn on four kinds of automated reminder:

• Pickup reminder: about 24 hours before a confirmed pickup, listing any steps still left.
• Steps-left reminder: about 48 hours before pickup, only when the renter still has steps to finish.
• Return reminder: on the morning a rental is due back (or 2 hours before the return time, if that's earlier), only while the equipment is out.
• Overdue reminder: at most twice, about 2 and 24 hours after the return time, while the equipment hasn't been checked in.

Every type is off by default for every business until an owner or manager turns it on, and each can be turned off again at any time. Reminders contain no promotional content, aren't sent between 9 pm and 8 am in the booking's local time zone, stop when the booking is cancelled or the step is done, and are sent at most once per booking and occasion. Reminders also have to be switched on for the Yardstick service as a whole; until they are, none are sent.

3. Emails to business users

Yardstick sends service emails needed to run your account: password resets, team invitations, free-trial reminders, plan-change confirmations, notices that a cancellation is scheduled or a subscription has ended, read-only notices, and notices that access has been restored. Stripe sends payment receipts, failed-payment and card-expiry notices for your subscription. Yardstick may also send notices about changes to the Terms, security or the Service. These come from Yardstick, are sent from noreply@getyardstick.co, and can't be turned off while you have an account. Free-trial reminders and the plan, cancellation, read-only and access-restored emails set support@getyardstick.co as the reply-to address, so replying reaches our support team. Password-reset and team-invitation emails have no reply-to address, and mail sent to noreply@getyardstick.co isn't received or read. For help at any time, email support@getyardstick.co.

4. Demo requests and sales follow-up

If you ask for a demo (for example on our /rescue/ page), you agree that we may use what you send to respond to your request, assess whether Yardstick may fit your business, and contact you about a demo or guided onboarding, by email or by phone if you gave a number. That doesn't sign you up to marketing.

5. Marketing from Yardstick

• Separate consent. We send product updates, educational content and offers only to people who agreed to receive them through a separate, unticked-by-default choice in one of Yardstick's own forms (for example the separate checkbox on the demo-request form), or where the law otherwise allows it. Accepting the Terms or asking for a demo isn't consent to marketing.
• Easy to stop. Every marketing email will have a clear way to unsubscribe and will include our postal address: Yardstick Rental Software LLC, 1661 Cash Rd
  Creedmoor, NC 27522
  United States. You can also email privacy@getyardstick.co.
• Honoured opt-outs. We act on an unsubscribe promptly (and within the time the law allows) and keep the minimum information needed to keep honouring it.
• No re-adding. Once you've opted out, we won't add you back unless you make a new request or give new consent.

Yardstick doesn't send marketing email today. [OWNER REQUIRED: before the first marketing email, set up a sending tool or process with a working one-click unsubscribe and suppression list, and the postal address in every message.]

6. Text messages

Yardstick doesn't send text (SMS) messages. We won't send marketing texts unless and until a separate SMS consent process, designed to meet the Telephone Consumer Protection Act and related rules, is approved and this policy is updated first.

7. What rental businesses are responsible for

• Only entering renter email addresses you've lawfully collected for a rental or quote the person asked for.
• Making sure any text you add (pickup instructions, policies, notes) is accurate and lawful.
• Setting a public contact email you actually read, so renters' replies reach you.
• Honouring a renter's request to stop non-essential messages such as reminders.
• Not using Yardstick to send marketing.

8. How renters can stop emails

Renter emails relate to an active rental or quote. To stop them, contact the rental business; replying reaches the business when it has set a contact email. If you can't reach the business, email privacy@getyardstick.co and we'll help.

9. When email isn't set up

If email sending isn't configured or fails, Yardstick shows the business that the email wasn't sent rather than pretending it was, so the business can share the link another way.

[COUNSEL REVIEW: confirm that renter emails (including overdue reminders sent in the business's name) are "transactional or relationship messages" under CAN-SPAM (15 U.S.C. 7702(17)), and which party is the "sender" when Yardstick sends in the business's name from a Yardstick address.]