Privacy Policy

1. Introduction

Waylance Business (ABN 96 763 818 295) (“Waylance”, “we”, “us” and “our”) is a Sydney-based vehicle hire business. We respect your privacy and are committed to handling personal information responsibly. This policy explains what we collect, why we collect it, how it may be used or disclosed, and how you can access, correct or raise a concern about your information.

We aim to handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply. By making an enquiry, submitting a booking request, entering a rental agreement or otherwise giving us personal information, you acknowledge the practices described here.

2. Information we collect

We collect information reasonably necessary to provide and manage vehicle hire services, including:

• identity and contact details, including full name, date of birth, residential address, email address and phone number;
• driver details, including driver licence number, issuing territory, expiry date and licence class;
• quotation, booking and rental details, including pickup and return dates and times, rental duration, vehicle, messages and quote, booking or agreement reference;
• payment, bond, refund, invoice and transaction details where relevant;
• electronic quotation and agreement preparation, signature and delivery status information;
• information about incidents, damage, tolls, fines, insurance matters, vehicle handover and return; and
• technical information needed to operate and protect our website, such as security logs, browser type, device information and IP address.

Driver licence information is collected only where needed to assess eligibility, prepare or administer a rental agreement, meet insurance or legal obligations, or provide the hire service. Please do not send licence details through ordinary email unless we specifically ask you to use an approved secure method.

3. How we collect information

We usually collect information directly from you through our website, secure booking forms, phone or email conversations, electronic agreements, payments, and the vehicle handover or return process. We may also receive information from an authorised additional driver, payment provider, insurer, roadside provider, government authority or electronic agreement provider where lawful and relevant.

Optional licence scanning reads a card picture on your device. The picture and raw recognised text are not uploaded to us or retained by the website. Readable name and date-of-birth fields may be sent securely to compare with booking details you already supplied; for additional drivers, a previously entered name may be compared. If details differ, we retain only the fields that differed, a timestamp and the related draft or booking reference for administrator review, rather than extra copies of the scanned identity values. You review and confirm licence details before submitting them and can enter them manually instead. Administrators may also retain reviewed licence details under encryption with a quotation for preparing a later rental agreement. These saved quotation licence details are available only to authorised administrators.

4. How we use your information

We may use personal information to:

• respond to enquiries and create, assess and manage quotation and booking requests;
• verify driver eligibility and prepare, send, administer and enforce rental agreements;
• manage vehicle availability, pickup, return, payments, bonds, refunds and records;
• communicate about a quote, booking, agreement, payment, vehicle, incident or service update;
• prevent fraud, misuse, unauthorised access and other security threats;
• manage insurance, roadside assistance, incidents, claims, tolls, fines or disputes;
• meet legal, tax, insurance, safety, regulatory and record-keeping obligations; and
• maintain, secure and improve our services and website.

We do not use your information for automated decisions that produce legal or similarly significant effects.

5. Quote and booking requests

We use the details you provide to prepare a quotation, assess a booking request, create related documents and contact you. A quotation is not a reservation or confirmed rental. If you later continue from a quote, we use the quote number and the email address supplied with the quote to securely retrieve the relevant rental and customer details for the booking process.

Making an enquiry, requesting a quote or submitting a booking request does not subscribe you to marketing. If we introduce optional marketing, we will seek any consent required and provide a way to unsubscribe.

To check an existing booking online, we ask for the booking number and email address and send a one-time verification code through Resend. Codes expire after 10 minutes and verified access expires after one hour. This customer page shows booking and trip details without driver licence details. We retain temporary, hashed verification and security records to limit misuse and protect access.

Our emails may include open and link tracking through Resend to help us understand whether a message was loaded or a link was followed. These signals are approximate and can be affected by email privacy features.

6. Electronic quotations, agreements and SignWell

We may use SignWell to prepare, send, administer and retain electronic quotations and rental agreements, and to obtain signatures where required. For a quotation, we may provide the customer name, email address, pickup and return schedule, and rental duration. If a booking continues to an agreement, we may also provide other identity, contact, licence and rental details reasonably required for that agreement. SignWell handles information under its own privacy and security practices as well as its arrangements with us.

7. Disclosure to third parties

We do not sell or rent personal information. We may disclose relevant information to:

• insurers, brokers, roadside providers or claims service providers;
• payment providers and financial institutions processing payments, bonds or refunds;
• SignWell and other providers supporting electronic agreements;
• Resend for delivering booking verification emails and related email delivery and engagement information;
• website hosting, database, security and other technology providers;
• professional advisers such as accountants and lawyers who are subject to confidentiality obligations;
• government authorities, law enforcement, toll operators or infringement agencies where required or authorised by law; and
• another party where you direct or authorise us to disclose the information.

We limit disclosures to information reasonably necessary for the relevant purpose.

8. Overseas processing

Some technology providers may process or store information outside Australia. Our App Hosting service may process website requests in Singapore, while our primary booking database is located in Australia. Other providers, including electronic agreement providers, may process information in locations described in their privacy policies. Where practicable, we select reputable providers, limit the information shared and use appropriate security and contractual controls.

Resend stores account data, including email metadata and logs, in the United States. The selected sending region determines where emails are routed and sent from rather than where that account data is stored.

9. Security and retention

We take reasonable technical and organisational steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures include encrypted connections, protected server-side processing, access controls and limiting access to authorised people. No transmission or storage method can be guaranteed completely secure.

We retain information only as long as reasonably necessary for the purposes described here or to meet legal, tax, insurance, dispute-resolution and record-keeping obligations. Abandoned booking drafts are designed to expire. Quote records may be retained while the quote remains current, during any resulting booking and for a reasonable business or legal record-keeping period. Driver licence information is retained only for as long as it is reasonably required, then deleted, de-identified or reduced where appropriate.

10. Cookies and website security

Our website uses essential cookies and similar technology to operate secure booking and admin sessions. These are not advertising cookies. We do not currently use third-party advertising or behavioural tracking cookies. If our practices materially change, we will update this policy and provide any notices or choices required.

11. Access and correction

You may ask for access to, or correction of, personal information we hold about you. We may need to verify your identity before responding. In limited circumstances permitted by law, we may refuse access; if so, we will explain the reason where required.

12. Privacy complaints

If you believe we have not handled your information appropriately, contact us first so we can investigate. Please describe the concern and provide contact details. We will acknowledge and respond within a reasonable time. You may also contact the Office of the Australian Information Commissioner at oaic.gov.au.

13. Changes to this policy

We may update this policy when our practices or legal obligations change. The current version and update date will remain available on this page.

14. Contact us

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

Our website and booking service are also subject to our Terms & Conditions.