Privacy Policy Statement

To process your vehicle quotation, coordinate fleet logistics, and execute your rental contract safely, we handle your data through two primary collection models in strict compliance with the New Zealand Privacy Act 2020 (incorporating the Privacy Amendment Act 2025 / IPP 3A).

A. Direct Collection: Information you input into our digital quote form is transmitted securely and stored in a cloud-integrated Google Sheets database for reservation administration. This includes your Name, Contact Details, Date of Birth, and Driver's Licence Number. We also log personal data directly when you make enquiries by phone (which may be recorded for contract compliance and customer service training) or email. We also log personal data directly when you make enquiries or bookings by phone (including the recording of calls for training, customer service reasons, and to help meet contractual obligations) or via email.

B. Indirect Collection (Third-Party Sources under IPP 3A): To protect vehicle security and satisfy transport safety rules, we collect personal or operational information from verified external sources:

• The New Zealand Transport Agency (NZTA): We may indirectly query and verify your driver's licence status, class validation, and history thresholds directly via official NZTA registries.
• Fleet GPS Telematics Tracking Network: Real-time vehicle location, speed coordinates, and mileage statistics are collected indirectly via third-party GPS hardware modules permanently fitted to our vehicles.
• Credit & Collections Reference Data: In the event of an unpaid default, information may be gathered indirectly from public records, credit reporting bureaus, or shared industry registries.
• Social Media & Digital Platforms: We may access personal information that you choose to make publicly available across social media sites, widgets, or applications (such as Facebook or Instagram).

When you visit or interface with our website, our servers may automatically log the standard data provided by your web browser. This technical tracking includes:

• Log Data: Your computer's Internet Protocol (IP) address, your browser type and version, the specific booking sub-pages you visit, the time and date of your session, and total duration metrics.
• Device Data: Hardware model types, device unique identifiers, native operating systems, custom software configurations, and localized geo-location data.
• Cookies: Small digital data packets stored on your computer to save your specified form options and user preferences across browsing sessions.

• Digital Analytics (GA4): We utilize standard analytics tools, including Google Analytics 4 (GA4), to securely review aggregated, non-identifying visitor behavior data such as pages visited, device types, and browser configurations to improve site performance.

• Communicating about your rental, providing customer support, and transmitting pre-and-post-booking messages (including feedback surveys).
• Prosecuting, executing, or defending actual or prospective court trials, arbitrations, or similar statutory legal proceedings.

We process your personal information lawfully, fairly, and transparently. Data is handled strictly for core business activities, insurance validations, and contractual enforcement, including:

• Verifying your operational driver eligibility and age thresholds under our commercial fleet underwriting boundaries.
• Calculating dynamic accidental risk exposure and standard base excess profiles accurately.
• Managing operational bookings, issuing tax invoices, and administering credit card pre-authorisation holds.
• Satisfying our legal obligation to re-route traffic offences, speeding infringements, road tolls, and parking violations correctly to the driver responsible.
• Billing and processing outstanding financial balances, toxic debt defaults, or processing collection agency claims.

SMS Mobile Communications: We may send text messages (SMS) to the mobile telephone number supplied during booking for operational workflows, including immediate booking confirmations, check-in reminders, pick-up/drop-off instructions, and vital on-road safety updates.

By entering into this vehicle rental framework, you explicitly consent to the collection, tracking, storage, and processing of live vehicle performance parameters. This telemetry context is strictly collected to protect asset security, provide telemetry to authorities in the event of theft, verify incident timelines during accidents, optimize roadside breakdown deployment, and ensure contract enforcement on non-permitted unsealed locations.

Branch Video Monitoring (CCTV): For the explicit safety of our personnel, physical property, and fleet assets, our physical return depots and branches are equipped with operational Closed-Circuit Television (CCTV) video recording capabilities. Entry onto our physical premises where signage is displayed constitutes consent to video footage capture.

By providing your personal information, you consent to its storage and processing in New Zealand or via cloud partners, acknowledging that overseas third parties may not be subject to equivalent local data protection laws or easy redress.

We will never sell or rent your personal information to marketing bureaus. However, to execute our rental system operations, manage compliance, and protect our legal rights, we may disclose relevant personal details to the following third parties:

• Commercial Fleet Insurers & Underwriters: Our appointed insurance providers, brokers, and risk assessors to process accidental damage claims, execute vehicle loss valuations, and manage fleet asset liabilities.
• Asset Finance & Lending Institutions: Our secured commercial loan providers, asset-finance underwriters, and registered security holders to coordinate fleet tracking covenants, verify driver contract parameters, or process insurance total-loss equity payouts.
• Third-Party Service Providers: Specialized external companies enabling us to provide our services, including (without limitation) IT service providers, cloud data storage providers, web hosting and server networks, ad networks, analytics, error loggers, maintenance or problem-solving providers, marketing or advertising providers, and professional payment systems operators.
• Internal Personnel: Our direct employees, independent contractors, and/or related corporate entities.
• Marketing & Promos: Sponsors, coordinators, or promoters of any commercial competitions or promotional campaigns we run.
• Corporate Advisors: Our appointed legal counsel, financial advisors, consultants, and chartered accountants to help us satisfy statutory legal, accounting, and security obligations.
• Credit & Collection Agencies: Credit reporting bureaus, specialized debt collectors, courts, tribunals, and regional regulatory authorities in the event you default on payments or fail to clear outstanding hire or vehicle damage liabilities.
• Statutory & Law Enforcement Bodies: Courts, tribunals, regulatory authorities, and New Zealand law enforcement officers (including the New Zealand Police and NZTA), as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise, or defend our legal rights (including processing traffic or parking infringement re-directions).
• Agents & Sub-contractors: Authorized third parties, agents, or sub-contractors who assist us in delivering specialized information, products, operational services, or direct marketing solutions to you.
• Data Processing Partners: Verified third parties explicitly engaged to collect, audit, and securely process structural data layers.

Your quotation data is stored securely using Google cloud framework spreadsheet architectures, with active cryptographic and anti-bot protections running at submission points. By isolating sensitive payment credentials entirely from this data layer, your personal quote profiles remain heavily insulated from commercial data liability risks.

The 7-Year Statutory Retention Rule: We do not retain data longer than necessary. However, to comply with mandatory New Zealand business record frameworks set out by the Inland Revenue Department (IRD) and the Companies Office, all operational hire files and financial transaction histories are stored securely for a minimum period of 7 years before permanent deletion.

Direct Marketing and Unsubscribe Rights: If you choose to opt in to our promotional offers or newsletters, you maintain an absolute right to change your mind and opt out at any time. You can instantly unsubscribe from our marketing databases by using the opt-out or unsubscribe facilities provided inside our email communications, or by contacting us directly at bookings@hireminibus.kiwi.

Business Capital & Insolvency Transfers: In the event that HIREMINIBUS Limited or its primary corporate assets are acquired, merged, or transferred to another commercial entity, your stored quotation and transactional customer data profiles would be included among the corporate assets transferred. You explicitly acknowledge that in the unlikely event the company enters liquidation, administration, bankruptcy, or goes out of business entirely, your personal data remains an asset class that may be transferred to, and used by, any acquiring third-party entities in accordance with this policy framework.

Under the New Zealand Privacy Act 2020, you maintain complete, absolute rights to request access to any personal information we hold about you, to request data portability wrappers, or to request immediate corrections if your details are out-of-date or inaccurate. For all data requests, contact us promptly via email at bookings@hireminibus.kiwi.

Data Breach Response Framework: In strict compliance with the New Zealand Privacy Act 2020, if we become aware of a serious privacy or data breach involving your stored personal information, we will investigate the incident promptly, take active containment steps, and formally notify affected individuals and the Office of the Privacy Commissioner where required by law.

European Union (GDPR) & United Kingdom Rights: Where our services are utilized by customers located within the European Union (EU), European Economic Area (EEA), or the United Kingdom, we acknowledge applicable data protection laws. Under these frameworks, eligible individuals maintain extended rights to request data erasure ("the right to be forgotten"), object to or restrict specific data processing models, and request data portability wrappers where technically feasible by contacting us at bookings@hireminibus.kiwi.

Our website, digital booking widgets, or associated communications may occasionally link to external web platforms that are not directly operated or owned by us. We maintain absolutely no administrative control over the content, tracking technologies, or data policies of those independent sites, and cannot accept responsibility or legal liability for their respective digital privacy practices.

At our absolute discretion, we may alter or update this Privacy Policy Statement at any time to accurately reflect current acceptable practices, legislative mandates, or technological updates. Your continuous use of this platform following any active modifications will be regarded as full acceptance of our updated privacy practices.

At our absolute discretion, we may alter, update, or completely refine this Privacy Policy Statement at any time to accurately reflect current acceptable corporate practices, legislative mandates, or technological updates. We will take all reasonable, practical steps to notify our users of any structural changes by updating the information directly on our primary website.

Your continuous, ongoing use of this platform following any active modifications to this text will be regarded as full, legal acceptance of our updated privacy and data processing practices.