1. Overview — what this policy covers

This policy explains:

• what personal information we collect and why;

• how we use, hold and disclose personal information;

• how we collect location / telematics (tracking) data from vehicles;

• how you can access and correct your personal information and make complaints; and

• contact details for privacy questions.

The terms used in this policy are consistent with our Rental Contract and Terms & Conditions (which include details about the Tracking Device and Dash Cam fitted to our vehicles). 

HR T&C

2. Our contact details

Hawks Rentals operates from Victoria, Australia. For privacy enquiries, correction requests or complaints you can contact us at:

• Email: info@hawksrentals.com.au.

• Phone: 0478 887 207

• Website: https://www.hawksrentals.com.au/.

3. What personal information we collect

We collect personal information necessary to provide vehicle hire services, comply with legal obligations and manage our business. The categories may include:

• Identity & contact: name, postal address, email, phone number, date of birth, emergency contact.
• Identity documentation: driver licence (number, state/country of issue, licence class), passport for international renters, proof of address.
• Payment & billing: credit/debit card details, invoice and payment history, bank details (when required).
• Rental records & interactions: booking details, rental agreement, correspondence, damage/incident reports, photographs, customer feedback.
• Driving & incident data (telematics/dash cam): GPS location, trip start/end, speed/odometer readings, dates/times, dash-cam video or images where fitted. (You authorise collection of telematics and dash-cam data by signing the Rental Agreement)
• Website & cookies: usage data, IP address, device/browser information, pages visited and analytics data when you visit our website.

                                                                                                                                                                                                                                                               We do not collect more sensitive information than is necessary for the Services (e.g., health data only when relevant to a booking such as assistance animal needs).

4. Why we collect and how we use personal information

We use personal information for the primary purposes of providing vehicle hire services and related activities, including:

• to make, manage and administer bookings and rental agreements;

• to verify identity, driving entitlement and eligibility to hire;

• to process payments, security bonds and refunds;

• to manage and investigate accidents, damage, theft or insurance claims;

• to operate, maintain and improve our fleet (including telematics for vehicle condition, location and performance);

• to provide roadside assistance, vehicle recovery and replacement vehicles;

• to comply with legal and regulatory obligations (for example to law enforcement or in response to subpoenas);

• to detect and prevent fraud, misuse, unlawful activity or breaches of our rental terms;

• to send operational messages and (where you consent or it is otherwise permitted) marketing communications about our products, offers and news; and

• to improve our website and Services (including analytics and user experience).

If you do not provide the personal information we request (for example identity and licence details), we may be unable to provide the Services.

5. Telematics, dash-cam and continuous tracking — important details

Our vehicles may be fitted with a Tracking Device and dash-cam. By signing the Rental Agreement you consent to the collection of telemetry and dash-cam data during the rental and in accordance with our terms. The data collected may include vehicle location, movement history, performance/condition data and video or still images where dash-cams are fitted. Tampering with or removing tracking devices is a major breach of the Rental Contract and may lead to penalties, termination and disclosure of data to third parties (see our Terms & Conditions). 

We collect telematics/dash-cam data to:

• help locate stolen or lost vehicles;

• investigate incidents, damage or breaches of the rental contract;

• assist emergency services and police in the event of injury, crime or serious incidents; and

• monitor fleet condition and safety.

Location and dash-cam data may be retained for a period required for our business needs, insurance and legal obligations (commonly a rolling period that may range from months to several years depending on the nature of the record and any ongoing claims).

6. Who we may disclose information to

We may disclose personal information to the following categories of recipients:

• Insurers and insurance investigators (for claims and underwriting);

• Repairers, tow operators and vehicle storage providers;

• Payment processors and banks;

• Government, regulators or law enforcement when required by law (e.g., police, tax authorities, courts);

• Debt recovery agencies and legal advisors for unpaid charges or disputes;

• Third-party service providers who perform functions on our behalf (such as cloud hosting, analytics, CRM, marketing platforms); and

• Other parties you authorise (for example a business account administrator).

Where we disclose telematics/dash-cam location or video data to third parties this will be limited to the extent necessary (for example insurers, police, or towing/recovery providers). We require third-party service providers to protect personal information and not use it for other purposes.

7. International transfers

Some of our service providers may be located overseas. Where we transfer personal information outside Australia we will take reasonable steps to ensure an adequate level of protection — for example by using contractual protections. If you require details about the countries your information may be transferred to, please contact our Privacy Officer (see Section 12).

8. Security of personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Measures include access controls, encryption where appropriate, secure storage and staff training. However no system is perfect; if a data breach occurs that is likely to result in serious harm we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

9. Retention

We retain personal information for as long as needed to fulfil the purposes described in this policy, for legal, accounting or reporting requirements, and to deal with any claims or disputes. Retention periods vary depending on the type of data (rental records, incident investigations and telematics may be retained longer than routine transactional records).

10. Cookies and website analytics

Our website uses cookies and similar technologies to operate the site, provide features and understand usage (including analytics). You can manage cookie preferences through your browser — please note disabling some cookies may reduce functionality. For details about the cookies we use, contact us or consult the cookies notice on our website (if available).

11. Marketing and opting out

We may send you marketing messages only where you have consented or where permitted by law (e.g., transactional service updates). You can unsubscribe or opt-out of marketing at any time using the link in marketing emails or by contacting us. Opting out of marketing will not affect service messages relating to your booking or rental.

12. Access, correction and deletion

You have rights to access and request correction of personal information we hold about you (subject to permitted exceptions under the Privacy Act). To request access or correction, contact us (see Section 2). We will respond to requests in a timely manner and may require identity verification. In some limited circumstances we may refuse requests (for example where denying access is required by law); if so we will explain why.

If you ask us to delete information, we will consider the request and retain any information we are required to keep for legal, regulatory or legitimate business purposes.

13. Complaints

If you have a privacy complaint please contact our Privacy Officer (details in Section 2). We will acknowledge your complaint, investigate and respond. If you are not satisfied with our response you may complain to the Office of the Australian Information Commissioner (OAIC).

14. Consequences of refusing collection or withdrawing consent

Refusing to provide required identity, licence or payment information may mean we cannot provide rental services. Withdrawing consent to telematics/dash-cam collection may be impractical because the devices are fitted to the vehicle — withdrawing consent may result in refusal of service or termination of the rental contract.

(Our Rental Terms & Conditions explain consequences of tampering with tracking devices and the requirement to consent to tracking shown in the Rental Agreement). 

15. Changes to this policy

We may update this policy from time to time. When we do we will publish the updated policy on our website with an updated effective date.