Prompt Rentals Privacy Policy

Prompt Rentals Pty Ltd | ABN 47 661 974 572

Effective date: 14 September 2026

About this policy. This Privacy Policy explains how Prompt Rentals Pty Ltd (Prompt Rentals, we, us or our) collects, holds, uses and discloses personal information in connection with our vehicle rental, replacement vehicle, booking, customer support and related services. It also explains how you may access or correct your information and make a privacy complaint.

Our approach. We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us.

1 Personal information we collect

The information we collect depends on how you interact with us and the services you request. It may include:

• identity information, including your name, date of birth, signature and copies or details of your driver licence, passport or other identification;
• contact information, including your residential or postal address, email address and telephone number;
• booking and rental information, including reservation details, rental dates, vehicle preferences, additional drivers, roadside assistance requests, correspondence and customer service records;
• payment and transaction information, including billing details, deposits, refunds and payment status. Card payments may be processed by a third-party payment provider;
• driver and eligibility information, including licence class, expiry date, issuing jurisdiction, age, driving restrictions and other information reasonably required to assess rental eligibility;
• insurance, accident and claim information, including insurer, policy or claim details, accident reports, photographs, witness or third-party details, repair information and communications with insurers, assessors, repairers or legal representatives;
• vehicle use information, including kilometres travelled, fuel or charging levels, tolls, fines, infringements, damage, location and telematics data where a vehicle is fitted with tracking or connected-vehicle technology;
• website and device information, including IP address, browser type, device identifiers, pages viewed, referral source and cookie or analytics data;
• marketing preferences and records of your consent, subscription or opt-out requests; and
• any other information you provide to us or that we are required or authorised by law to collect.

We generally do not need sensitive information. If sensitive information is reasonably necessary for a service, claim, safety matter or legal obligation, we will collect it with your consent or as otherwise permitted by law.

2 How we collect personal information

We may collect personal information:

• directly from you when you make an enquiry or booking, enter into a rental agreement, collect or return a vehicle, contact us, use our website or complete a form;
• from an additional driver, account holder, employer, travel organiser or other person arranging a rental for you;
• from insurers, brokers, roadside assistance providers, repairers, assessors, towing providers, law enforcement bodies, toll road operators, parking operators and government authorities;
• from identity, licence, fraud-prevention or payment verification providers where permitted by law;
• from vehicles and related technology, including telematics or location systems where installed and used;
• from publicly available sources or other third parties where lawful and reasonably necessary.

Where practical, we collect information directly from you. If you provide personal information about another person, you must be authorised to do so and should ensure they are aware of this policy.

3 Why we collect and use personal information

We may collect, hold, use and disclose personal information to:

• respond to enquiries, provide quotes, confirm bookings and administer rental agreements;
• verify identity, driver eligibility, payment details and compliance with rental conditions;
• provide, manage and improve our vehicles, replacement vehicle services and customer support;
• process payments, deposits, refunds, tolls, fuel or charging costs, damage charges, fines and other amounts connected with a rental;
• manage accidents, breakdowns, insurance claims, repairs, recoveries, disputes and legal matters;
• locate, recover, secure or protect a vehicle, our customers, other road users or our legal rights;
• detect and prevent fraud, theft, unlawful conduct, misuse and safety or security risks;
• communicate service notices, booking updates, reminders and information relevant to your rental;
• send marketing communications where permitted by law and manage your communication preferences;
• analyse and improve our website, services, operations, fleet planning and customer experience; and
• comply with laws, court orders, regulatory obligations and lawful requests from authorities.

If you do not provide information we reasonably require, we may be unable to confirm your identity, assess your eligibility, accept a booking, provide a vehicle or administer a claim. You may browse general parts of our website without identifying yourself, although some online functions may still collect technical data.

4 When we disclose personal information

We may disclose personal information where reasonably necessary to:

• our employees, contractors and authorised representatives;
• payment processors, banks, identity or licence verification services, IT, cloud hosting, cybersecurity, analytics, communications and customer management providers;
• insurers, brokers, assessors, repairers, towing and roadside assistance providers, vehicle suppliers and recovery agents;
• toll road operators, parking operators, infringement agencies, police, courts, regulators and other government authorities;
• professional advisers, including accountants, auditors, lawyers and debt recovery providers;
• another driver, account holder, employer, insurer or person responsible for or connected with a booking, accident, claim or payment;
• a purchaser, adviser or participant in a proposed or completed sale, merger, restructure or transfer of our business or assets; and
• other parties with your consent, at your direction, or where required or authorised by law.

We do not sell personal information. Service providers are expected to handle information only for the purpose for which it is provided and to protect it appropriately.

5 Overseas disclosure and storage

Some service providers may store or process information outside Australia, including through cloud, payment, email, analytics or customer management platforms. The countries involved may vary according to the provider and its data-hosting arrangements. Where required, we take reasonable steps to ensure overseas recipients handle personal information consistently with applicable Australian privacy law. You may contact us for current information about known overseas locations relevant to your information.

6 Vehicle location and telematics

A rental vehicle may be fitted with GPS, telematics, manufacturer-connected services, dash cameras or other technology that records information about the vehicle and its use. Depending on the vehicle, this may include location, time, speed, distance, diagnostic, collision or driving-event data. We may use this information where reasonably necessary to administer the rental, provide roadside support, maintain the vehicle, investigate an accident or breach, prevent theft or fraud, recover a vehicle, protect safety, or meet legal obligations. Any specific monitoring applicable to a rental should also be disclosed in the rental agreement or at collection.

7 Website cookies and analytics

Our website may use cookies, pixels, logs and analytics tools to operate website functions, remember preferences, understand website use, maintain security and improve services. You can usually control cookies through your browser settings. Blocking cookies may affect some website functions. Third-party services used on our website may collect information under their own privacy policies.

8 Direct marketing

Where permitted by law, we may use your contact details to send information about our services, offers or updates. You can opt out at any time by using the unsubscribe facility in a message or contacting us. We will process opt-out requests within the period required by law. Service and transactional messages about an active booking or rental are not marketing messages.

9 Security and retention

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These steps may include access controls, secure systems, staff procedures, backups, monitoring and arrangements with service providers. No method of electronic storage or transmission is completely secure.

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, to resolve claims or disputes, and to meet legal, tax, accounting, insurance and record-keeping requirements. When information is no longer required, we take reasonable steps to destroy or de-identify it, unless we are required or authorised by law to retain it.

10 Accessing and correcting your information

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Contact us using the details below and tell us what information you are seeking or what should be corrected. We may need to verify your identity.

We will respond within a reasonable period. Access may be refused in circumstances permitted by law. If we refuse access or correction, we will generally provide written reasons and explain available complaint options. We do not charge for making a request, although a reasonable charge may apply to providing access where permitted by law. We will tell you about any proposed charge beforehand.

11 Privacy complaints

If you believe we have mishandled your personal information, contact our Privacy Officer using the details below. Please describe the issue and include any relevant dates or documents. We will acknowledge and investigate your complaint and aim to provide a response within 30 days. If we need more time, we will let you know.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner through www.oaic.gov.au or by calling 1300 363 992.

12 Data breaches

If a data breach occurs, we will assess and respond to it in accordance with our legal obligations. Where the Notifiable Data Breaches scheme applies and a breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required.

13 Third party websites

Our website or communications may link to third-party websites or services. We are not responsible for the privacy practices of those third parties. You should review their privacy policies before providing personal information.

14 Changes to this policy

We may update this Privacy Policy to reflect changes to our practices, services, technology or legal obligations. The current version will be published on our website with its effective date.

15 Contact us

For privacy enquiries, access or correction requests, or complaints, contact: