City Car Rental Privacy Policy

We at City Car Rental recognise the importance of protecting your personal information.

On 21 December 2001, new provisions of the Commonwealth Privacy Act 1988 (Privacy Act) came into effect. The new provisions regulate the handling of personal information (for example, name and address details) by Australian private sector organisations. This policy explains how City Car Rental protects your privacy and summarises how we collect, use and disclose personal information that you might provide us. 

When you make an application to use our service, you consent to us using and disclosing your personal information consistent with this policy. Please refer to the section in this policy titled “What you consent and agree to”.

This policy is applicable to personal information that we hold about you in Australia. This privacy policy does not apply to information held by related companies of City Car Rental. 

In this policy we also explain how you can contact us if you have a query about any personal information that City Car Rental may be holding about you.

We recommend that you take the time to read this privacy policy and retain it for future reference.

“City Car Rental” is subsidiary of City Car Rental Pty Limited which operates in Australia. City Car Rental and its subsidiaries provide business and leisure customers with a wide range of car rental services in Australia.

What personal information does City Car Rental collect about me and how does it collect it?

When you rent a car from City Car Rental, we need to collect certain information from you. The service that you use will determine exactly what information we collect from you. That information may include your:

• name;
• address;
• contact telephone number(s);
• contact facsimile number(s);
• date of birth;
• drivers licence number;
• frequent traveller program number;
• car preference;
• credit card number and expiry date; 
• e-mail address; 
• company name and employee number; and
• contact details of individuals who can provide professional references.
• motor vehicle insurance details  

In certain circumstances, we may collect sensitive information about you. For example, we may collect information about your membership of a professional association in order to provide you with the correct discount for our services. Sensitive information under the Privacy Act includes information about an individual’s membership of a professional or trade association. We will only collect sensitive information about you with your consent or otherwise in accordance with the law.

We will also record information about where you collected the car and the date, time and location of its return.

How we collect the information will depend on how you use our services. We may collect information directly from you by telephone, fax, e-mail, over the counter, your completion of an application or enrolment form, or through our Internet based service. We may also collect information about you indirectly though a motor vehicle repairer, Insurance company, travel agent, a corporate program or through one of our partner programs.

You can choose not to provide some of your personal details but this may prevent us from providing our services to you or limit our ability to provide you with the level of service that you would normally expect from us.

How is my personal information used or disclosed by City Car Rental?

We strive to ensure a stress-free rental experience and we are dedicated to building a rewarding and lasting relationship with every customer. In order to provide the level of service we believe you expect from us, we may use and disclose your personal information for the following purposes:

General purposes

We use your personal information to:

• provide the services that you request;
• do all things necessary to administer those services;
• research, develop, manage, protect and improve our services;
• conduct customer satisfaction surveys and inform you of any improvements that we have made to our services; and
• maintain and develop our software and other business systems. 

We may disclose your personal information to other related and non-related organisations including:

• Other members of the City Car Rental family of companies; 
• your company or organisation if you use our services under a corporate account;
• to one of our program partners if you are a member of their frequent traveller program and you have asked us to send them details of your rental agreement with us;
• our contracted service providers (including our market research company and our mail house);
• credit card providers;
• credit reporting and fraud checking agencies; 
• debt collection agencies, in the event of your default in payment of monies owed to us;
• city councils and government or private organisations responsible for the processing or handling of traffic related infringements and Insurance claims; 
• driver licensing authorities; and
• government, regulatory and law enforcement agencies where the disclosure is required or authorised by law.

Use or disclosure for direct marketing purposes

We may use and disclose your personal information to offer you products and services provided by City Car Rental, or other members of the City Car Rental family of companies . We may also use (but not disclose) your personal information to offer you products and services provided by companies participating in City Car Rental programs. 

You can choose not to allow us to use or disclose your personal information for direct marketing purposes by indicating your preference on the rental document or by contacting us (see “Whom can I contact for further information?’, below).

Disclosures outside of Australia

When you provide us with your personal information, we will enter your details into the centralised City Car Rental System databases which are located and maintained in Australia. Depending on how you use our services, your personal information may be accessed by other members of the City Car Rental family of companies.

How does City Car Rental protect my information?

We take reasonable steps to protect all of the personal information we hold from misuse and loss and from unauthorised access, modification or disclosure. This protection applies in relation to information stored in both electronic and hard copy form.

Can I access personal information that City Car Rental holds about me?

You may access any personal information that we hold about you subject to certain exceptions. We will normally provide access without charge unless you request access to a large volume of information or we have to access our archived records to obtain the information. In these circumstances, we may impose a fee to recover our reasonable costs. Details of how to contact us are set out below.

Tell us if we need to update your personal information or preferences

If you believe that any of the information that we hold about you is not current or incomplete, please let us know and we will update your details. We take reasonable steps to ensure that we hold current information about you but it is very helpful if you can pass on to us any changes to your personal details or preferences. Details of how to contact us are set out below.

Whom can I contact for further information?

If you have any questions about how we handle your personal information or if you believe that we have handled your personal information inappropriately, you can contact us in any of the following ways:

By mail:	The Privacy Officer
	City Car Rental Australia
	Level 1
	1 Knox Street
	Double Bay NSW 2028
By fax:	The Privacy Officer
	City Car Rental Australia
	Facsimile no: 02 9362 4954
By telephone:	The Privacy Officer
	City Car Rental Australia
	Telephone no: 02 9362 4695
By e-mail:	customer.service@citycarrental.com.au

If you are not satisfied with the way in which we handle your enquiry, you can call the office of the Australian Privacy Commissioner on 1300 3659 093.

What you consent and agree to 

When you provide us with your personal information you consent and agree to our use and disclosure of your personal information in accordance with this policy including, in particular to:

• our use and disclosure of that information in order to provide the service you have requested and for any other compatible purpose including the management, protection and development of our business;
• the disclosure of your personal information to entities located outside of Australia. This may include disclosure to other members of the City Car Rental family of companies, as well our service providers and program partner organisations. You should understand that once your information is held outside of Australia it may not receive the same level of protection that the Privacy Act requires; and
• our use and disclosure of your personal information for direct marketing purposes. If you do not wish us to use or disclose your personal information for direct marketing purposes, you can indicate your preference on the rental document or by contacting us (as to which see above). 

Changes to this Policy

This is our current privacy policy outlining our personal information management practices. It replaces any other privacy policy published by us to date.
We may vary this policy at any time. To obtain an up to date copy of the policy, please contact City Car Rental (see “Whom can I contact for further information?’, above).

Version 2 Date of Publication 20’ May 2009