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Kool Car Hire

Privacy Policy

1. Our Commitment to Your Privacy

Kool Car Hire (“we”, “us”, “our”) operates a premium national digital directory connecting private car enthusiasts, commercial automotive rental providers, and luxury chauffeur agencies (collectively, “Vehicle Owners”) with individuals and corporate entities looking to book vehicles for events, weddings, media production, and commercials (“Clients”).

We are strictly committed to protecting your personal data. This policy outlines our ongoing statutory obligations to you under the Privacy Act 1988 (Cth) and incorporates the mandatory Australian Privacy Principles (APPs) alongside the latest consumer protections governed by the Australian Consumer Law (ACL).

A copy of the Australian Privacy Principles may be obtained directly from the website of the Office of the Australian Information Commissioner at https://www.oaic.gov.au/.

2. The Types of Personal Information We Collect

We only collect personal information that is reasonably necessary to operate our marketplace directory, verify users, and protect our community from fraudulent inquiries.

  • For Clients & General Visitors: We collect names, email addresses, phone numbers, billing/postal addresses, geolocation details, IP addresses, and specific event information (e.g., wedding dates, film shoot requirements).
  • For Vehicle Owners: In addition to standard contact info, we collect vehicle details (make, model, registration), high-resolution media uploads of the vehicle, proof of specialized vehicle insurance, and banking details to process platform payout distributions.
  • Financial Processing Data: When a Client submits a platform fee to secure an operational inquiry, credit card or banking details are transmitted directly via encrypted protocols to our PCI-DSS-compliant third-party payment gateway. Kool Car Hire does not store raw credit card numbers on its local servers.

3. How and Why We Collect Your Data

We collect personal information through lawful, transparent, and fair means, primary via account registration, list submissions, contact forms, cookies, and direct text or telephone correspondence.

We process your data for the following essential primary purposes:

  • To administer, display, and optimize your vehicle listings across our national network.
  • To coordinate booking connections by passing verified client inquiry data to Vehicle Owners.
  • To collect non-refundable platform fees, filtering out casual browsers to safeguard our Vehicle Owners’ time.
  • To perform identity verification checks to keep the platform free from fraud.
  • To deliver optimized marketing updates, targeted notifications, and platform features (you may explicitly opt out of marketing communications at any time via the provided “unsubscribe” options).

4. Sensitive Information

Sensitive information (such as data involving racial or ethnic origin, criminal records, or health profiles) is defined under the Privacy Act. Kool Car Hire does not actively solicit or require sensitive information to utilize our directory. If any sensitive data is inadvertently provided to us, it will be used strictly with your explicit consent or where required or authorized by law.

5. Media Uploads & Location Security

For optimization and protection, Vehicle Owners who upload imagery of their custom or classic cars to our platform should ensure they strip out embedded location data (EXIF GPS) before uploading. While we implement strict media delivery protocols, public visitors to the directory could potentially extract public location files if they are left embedded in your native image assets.

6. How We Share and Disclose Data

We do not sell your personal data to third parties. Data sharing is limited to facilitating transactions within our marketplace:

  • Marketplace Interactivity: Once a Client pays the platform fee, their primary contact info and event specifications are shared with the designated Vehicle Owner to finalize booking logistics.
  • Service Providers: We share data with trusted tech partners who support our platform ecosystem, including encrypted cloud storage providers, automated communication channels, and identity verification tools.
  • Overseas Data Transfers: Our localized directory infrastructure is securely hosted in cloud facilities within Australia. In instances where international plugins or global delivery networks are utilized, data remains fully encrypted under stringent standard contractual clauses.

7. Substantially Automated Decision-Making (ADM)

To provide a fast and secure user experience, our platform utilizes rule-based computer programs and automated filtering systems to:

  1. Check newly created vehicle listings for spam, explicit media, or copy violations before publication.
  2. Flag and filter out anomalous or fraudulent inquiry behaviours to protect our vehicle owners from bad-faith actors.
  3. Determine internal search algorithm rankings based on postcode proximity and “Featured Listing” tiers.

These automated processes are designed to maintain platform health and do not adversely or unfairly impact your consumer statutory rights.

8. Data Security & Retention (Data Minimisation)

We take our security responsibilities under the Australian Consumer Law and the Privacy Act seriously. We implement industry-standard physical, administrative, and digital security measures—including robust firewalls, access controls, and data encryption—to minimize the risk of unauthorized access, disclosure, or misuse.

We adopt a strict policy of data minimisation. Your personal profile information is retained only for as long as your Kool Car Hire account remains active. If you choose to close your account or request data erasure, your information will be securely destroyed or entirely anonymized within a reasonable timeframe, saving only what we are legally required to hold for mandatory taxation, corporate accounting, or auditing compliance.

9. Accessing and Correcting Your Personal Information

You possess a statutory right under the APPs to request access to the personal information we hold about you, and to update or correct any inaccuracies.

Registered platform users can view, edit, or remove most of their private listing information directly through their personal dashboard profile at any time. For formal data access files or deep corrections, please submit your request to us in writing. We will never charge a fee for lodging an access request. To guarantee security, we reserve the right to verify your identity before releasing any private data files.

10. Privacy Enquiries & Complaints

  1. Privacy Enquiries & Complaints

If you have any questions regarding our operational data workflows, notice an issue with your data accuracy, or wish to file a formal complaint regarding a potential breach of your privacy rights, please contact our internal team directly at:

Kool Car Hire Privacy Compliance Officer 📧 Email: admin@stagingkchjune26.koolcarhire.com.au

We take all complaints seriously. Our compliance team will review your inquiry, investigate the circumstances, and deliver a formal response within 30 days. If you are unsatisfied with our internal resolution, you retain the legal right to escalate your complaint directly to the Office of the Australian Information Commissioner (OAIC) via their online portal at www.oaic.gov.au.