RentAAA Pro Global Merchant Payment Policy

Customer, Merchant, Merchant Services, Merchant Wallet, Payment Provider, Platform and RentAAA have the meanings given in the applicable RentAAA Pro Merchant Terms or other product terms that expressly incorporate this Policy.

Applicable Law means a law, regulation, binding code, court order or mandatory payment rule applying to a party, service, Merchant, Customer or transaction in the relevant country.

Chargeback includes a card dispute, bank-debit dishonour, payment reversal, returned payment, scheme dispute or similar recovery initiated through a Payment Provider or financial institution.

Local Payment Terms means a payment-method authority, mandate, disclosure, provider term, scheme rule or notice that applies to a transaction or country.

This Policy governs payment processing and settlement. The RentAAA Global Merchant Wallet Policy governs the Merchant Wallet interface and controls. If there is an inconsistency concerning payment processing or settlement, this Policy prevails. Applicable Law and a Payment Provider’s mandatory scheme or processing rule apply where they must govern a transaction. A Local Payment Term then prevails for that payment method, followed by this Policy and the Merchant Terms.

References to payment services in this Policy mean payment-related software features, payment-administration tools and Payment Provider services made available through the Platform. They do not mean that RentAAA itself provides regulated payment gateway, payment processing, banking, deposit, stored-value, escrow, trust, client-money or remittance services.

The Merchant supplies the Merchant Services, determines the lawful amount payable and is ordinarily the Merchant of Record. The Customer’s payment is made in satisfaction of an amount owed to the Merchant.

RentAAA provides software and payment-administration services only. RentAAA does not own, supply, rent, lease, manage or control any vehicle, property, equipment, inventory, accommodation, goods or rental service supplied by the Merchant. The Merchant remains responsible for the underlying service, including pricing, availability, condition, safety, fulfilment, cancellation, refund, bond, deposit, damage, insurance, dispute and customer claim obligations, subject to Applicable Law.

RentAAA connects the Merchant and Customer to appointed Payment Providers and may send authorised operational instructions to the Payment Provider through the Merchant Wallet, including instructions to restrict availability of funds, release funds, direct transfers, process refunds and initiate payouts.

The Payment Provider processes payment instructions and maintains the underlying payment, settlement and payout accounts in which successfully collected funds are processed, held or settled before payout. The specific account structure is determined by the Payment Provider and disclosed under its applicable terms.

The Merchant authorises RentAAA to give operational instructions to the Payment Provider within this Policy, including to restrict availability of funds, release funds, initiate transfers and payouts, process refunds, and deduct fees, reversals, Chargebacks, reserves and properly recoverable negative balances. Any reference to RentAAA holding funds means RentAAA instructing the Payment Provider to restrict availability of funds within the Payment Provider’s settlement system, not RentAAA taking possession of those funds in its own bank account.

RentAAA does not beneficially own settlement funds merely because it administers those instructions. RentAAA does not guarantee collection, Customer solvency or uninterrupted availability of a Payment Provider. RentAAA is not a bank and does not accept deposits or issue stored value under this Policy.

The Payment Provider may provide RentAAA with transaction information, settlement amounts, Merchant Wallet balances, payout details, payment status, fees, refunds, reversals, Chargebacks, dishonours and related records through API connections, dashboard access, reports or other approved channels. RentAAA may use that information to display payment status, reconcile transactions, support Merchants and Customers, process authorised instructions, manage disputes and comply with legal, provider and security requirements.

Payment services are offered only through Payment Providers and structures approved for the relevant country. Nothing in this Policy represents that RentAAA or a Payment Provider is licensed in every country.

A reference to a Payment Provider may include an approved third-party gateway, payment processor, acquiring bank, financial institution, payment-service provider or other approved payment infrastructure provider. This definition describes the third-party provider role and does not describe RentAAA’s own role. RentAAA provides software-based payment facilitation and payment-administration tools only. RentAAA may send authorised operational instructions to Payment Providers, but it does not itself operate as a payment gateway, payment processor, bank, stored-value facility, deposit account, trust account, client-money account or remittance provider under this Policy.

Payment services are available only in countries, currencies and business categories approved by RentAAA and the relevant Payment Provider, and after the Merchant completes required onboarding. Information may include business registration, beneficial ownership, controllers, tax status, payout account, identity, website, products, licences, source of funds and expected transactions.

The Merchant must keep onboarding information current and promptly notify material changes to ownership, controllers, trading name, business model, goods or services, websites, payout account or risk profile.

RentAAA or a Payment Provider may decline, limit, suspend or require further verification for payment services where reasonably necessary for legal, provider, fraud, security, anti-money-laundering, sanctions, tax or risk requirements.

The Merchant is responsible for confirming that it may lawfully supply its Merchant Services and accept each enabled payment method in every country in which it operates. It must maintain all registrations, licences, disclosures and consents required for its business and transactions.

A Payment Provider may require the Merchant to accept separate provider or country-specific terms. If the Merchant does not accept a mandatory Local Payment Term, the affected method or country will not be enabled.

Payment services are available only for approved products, countries, currencies, Merchant categories and payment arrangements. This Policy does not by itself enable any product, payment method or country.

Supported methods may include cards, bank debit, bank transfer, instant or account-to-account payments, digital payment methods and other options enabled for the Merchant. Local payment methods are displayed in the Platform before authorisation. Availability varies by country, currency, Merchant category and Payment Provider.

Each method is subject to availability, Payment Provider terms, banking and scheme rules, transaction limits, processing cut-offs and settlement timeframes.

RentAAA may add, replace or remove a Payment Provider or method. RentAAA will give reasonable notice where the change materially affects the Merchant, unless urgent provider, legal or security action is required.

A transaction may be processed or settled in a different currency from the Merchant’s preferred display or payout currency. Before enabling a cross-border or currency-conversion service, RentAAA or the Payment Provider will disclose available currencies, applicable conversion arrangements and known fees as required by Applicable Law. Exchange rates and bank fees may be set by the Payment Provider or financial institution and may change.

The Merchant must submit only a genuine amount due for identified Merchant Services and must not split, duplicate, inflate or misdescribe a transaction.

A Customer must provide the authority applicable to the payment method and country. Depending on the method, this may occur through:

• confirmation of a one-time payment in RentAAA Customer;
• a bank-debit mandate or service agreement, such as a local bank-debit mandate;
• an account-to-account or instant-payment agreement approved through the Customer’s banking channel, such as a local account-to-account payment agreement;
• a card authorisation through the Payment Provider; or
• another method-specific process presented before payment.

The Merchant must not bypass the approved authority process or represent that a Customer has given an irrevocable or unlimited authority. An authority is limited to its disclosed scope and may be cancelled or disputed under Applicable Law, Local Payment Terms and scheme rules.

Where a Merchant initiates a payment under a valid recurring authority, it must ensure the amount, frequency, description and timing are consistent with the authority and the Merchant’s agreement with the Customer.

RentAAA may retain electronic acceptance, mandate, transaction and audit records for the period required or permitted by Applicable Law and may provide available evidence to the Merchant or Payment Provider for a genuine dispute.

The Merchant must provide every pre-transaction price, tax, recurring-payment, cancellation, refund and renewal disclosure required in the Customer’s country. RentAAA’s interface does not replace the Merchant’s disclosure obligations.

RentAAA may also retain the version, effective date, URL or document identifier, timestamp, IP address, device or app information and action label associated with an electronic acceptance, mandate, payment authority, fee disclosure, Customer notice or Merchant payment instruction, where required or permitted by Applicable Law.

Where a transaction relates to a toll, fine, infringement, nomination, penalty, charge, damage recovery, excess, bond, deposit or other Merchant recovery amount, the Merchant must ensure the charge is lawful, accurate, authorised, properly disclosed to the Customer where required, and supported by the relevant rental agreement, notice, evidence or Applicable Law. RentAAA provides payment-administration support only and does not decide driver liability, offence liability, damage liability, insurance liability, bond entitlement or whether a claim should be disputed.

A transaction may pass through statuses including In Queue, Sent to Bank, In Progress, Waiting Settlement, On Hold, Completed, Dishonoured, Reversed or Refunded.

A payment is not complete merely because it has been submitted or appears as pending. Subject to provider rules, a Customer’s payment obligation for the displayed amount is ordinarily treated as satisfied when the Platform marks the payment Completed, unless it is later lawfully dishonoured, reversed, refunded or charged back.

RentAAA and Payment Providers may screen, delay or decline transactions for authentication, fraud, risk, scheme, sanctions, legal or technical reasons.

The Merchant must monitor its dashboard and promptly report a status or amount it reasonably believes is incorrect.

A status shown in the Platform is operational information and may not have the same legal meaning in every country. Applicable Law and the relevant Local Payment Terms determine when an obligation is discharged, a transaction becomes final or a reversal remains available.

After successful collection, the Payment Provider maintains the funds in its settlement account and the corresponding amount is recorded in the Merchant Wallet.

Amounts may be classified as pending, processing, available, held, reserved, paid out, reversed or negative. A displayed amount remains subject to this Policy, provider rules and adjustments.

The Merchant authorises RentAAA to administer the Merchant Wallet and exercise reasonable operational control over the settlement funds recorded in it. Although the Payment Provider maintains the underlying account, RentAAA may:

• hold funds by restricting their availability;
• release an amount from hold;
• initiate a scheduled or manually requested payout;
• transfer an amount between settlement classifications or approved accounts;
• process a refund or reversal; and
• deduct an authorised fee, Chargeback, reserve or other properly recoverable amount.

RentAAA will exercise these controls only for payment administration, provider requirements, reconciliation, refunds, Chargebacks, fraud and risk management, security, legal compliance or enforcement of the Merchant agreement.

The Merchant Wallet must not be used for rental bonds, security deposits, trust money, escrow money, client money or other regulated holding arrangements unless RentAAA and the Payment Provider expressly approve that use in writing and Applicable Law permits it. The Merchant remains responsible for any prescribed bond, trust, escrow, client-money or similar process required in the relevant country.

Payouts occur according to the schedule agreed with the Merchant or displayed in the Platform. Where enabled, the Merchant may request a manual payout of available funds.

A payout request is subject to available balance, cut-off times, provider and banking processing, identity or account verification, holds, reserves, refunds, Chargebacks, negative balances and compliance requirements.

A payout is made only to an approved Merchant account. Changing the payout account may require verification and may temporarily delay payout.

Estimates shown in the Platform are not guarantees. RentAAA will use reasonable efforts to investigate an unexplained delay and provide available provider information.

Payout country, currency and account eligibility depend on Payment Provider approval. A cross-border or converted payout may be subject to exchange-rate differences, correspondent-bank deductions, local taxes, reporting requirements and processing delays disclosed by the relevant provider. RentAAA does not control a financial institution’s exchange rate or external fee.

The Merchant must pay transaction, processing, payout, Chargeback, dishonour, refund, currency-conversion and other fees disclosed in an Order Form, fee schedule or transaction screen. Unless stated otherwise, fees exclude applicable VAT, GST, sales, use, withholding and similar taxes, where applicable.

The Merchant authorises RentAAA to invoice fees or deduct them from the Merchant Wallet, settlement payout or another separately authorised Merchant payment method.

RentAAA will provide reasonable information supporting a material deduction on request, subject to provider confidentiality, security and scheme restrictions.

Customer-facing fees must be disclosed to the Customer before authorisation or in an accessible fee schedule. The Merchant must not impose a surcharge, convenience fee or other payment fee except as permitted and properly disclosed under Applicable Law and scheme rules.

The Merchant is responsible for determining, collecting, reporting and remitting taxes on its Merchant Services unless Applicable Law expressly places that obligation on RentAAA or a Payment Provider. RentAAA may withhold or report amounts where required by law and will provide available supporting information.

RentAAA may place or continue a reasonable hold or reserve where necessary because of:

• a pending refund, Chargeback, reversal or dispute;
• unusual, fraudulent or prohibited activity;
• excessive dispute, cancellation or non-fulfilment risk;
• prepayments for future Merchant Services;
• suspected breach of payment rules or the Merchant agreement;
• insolvency, cessation or inability to fulfil Merchant Services;
• a request from a Payment Provider, bank, scheme, regulator or law-enforcement body; or
• another documented risk reasonably connected with the Merchant’s transactions.

RentAAA will notify the Merchant of a material hold or reserve and its general reason where lawful and reasonably practicable. Notice may be delayed or limited where disclosure would compromise an investigation, security or a provider instruction.

A hold or reserve will be reviewed periodically and released when the relevant risk no longer reasonably requires it, subject to outstanding adjustments and provider rules.

The amount and duration of a hold or reserve will be proportionate to the documented risk so far as reasonably practicable, but may continue for the period in which a refund, Chargeback, regulatory claim or provider adjustment can lawfully arise.

The Merchant determines whether a refund for Merchant Services is due, subject to its agreement with the Customer and Applicable Law, including any mandatory consumer cancellation, cooling-off, refund or service-guarantee right.

Refunds should ordinarily be processed through the Platform to the original payment method unless Applicable Law or a Payment Provider requires another route. Cash or an unrelated destination must not be used to avoid traceability, sanctions screening or provider rules.

If the Merchant Wallet lacks sufficient available funds, RentAAA may recover an approved refund from a reserve, future settlement, separately authorised Merchant account or invoice.

A Customer Wallet does not receive or hold a cash balance. A refund may be displayed in the Customer Wallet as a status or record but is returned through the relevant payment system.

RentAAA does not independently decide whether the Merchant owes a refund for Merchant Services. RentAAA may process or support a refund only where authorised by the Merchant, required by Applicable Law, required by the Payment Provider, required by scheme rules, necessary to correct RentAAA’s own processing error, or otherwise permitted under the applicable Merchant agreement.

A transaction may be reversed or charged back even after it was authorised, completed or paid out. The Merchant is responsible for the underlying transaction, evidence of supply and amounts recovered by a Payment Provider, except to the extent caused by RentAAA’s breach, processing error, negligence, fraud or wilful misconduct.

RentAAA may debit the Merchant Wallet, reserve or future settlements for a Chargeback and applicable provider fee. If insufficient, RentAAA may use another separately authorised recovery method or invoice the Merchant.

RentAAA will notify the Merchant of a dispute and the applicable response deadline as soon as reasonably practicable. The Merchant must provide requested evidence within that deadline. Deadlines may be set by a bank, provider or scheme and may be short.

RentAAA may submit evidence but does not control or guarantee the outcome. A Merchant must not obstruct, penalise or mislead a Customer for exercising a lawful dispute, chargeback or payment-cancellation right.

The Merchant must promptly restore a negative Merchant Wallet balance arising from valid fees, refunds, reversals, Chargebacks or other amounts due under the Merchant agreement.

RentAAA may set off a properly payable amount against an available Merchant Wallet amount or future payout and may debit another Merchant payment method only where separately authorised.

RentAAA will not recover a genuinely disputed amount as though it were undisputed while the dispute is being reasonably investigated, except where a Payment Provider has already debited the amount or a hold is reasonably necessary to protect against loss.

The Merchant must use reasonable security controls, restrict payment access to authorised personnel and protect devices and credentials.

The Merchant must never request complete card details, card verification values or internet-banking credentials by email or ordinary messaging. It must use only approved Payment Provider interfaces and comply with applicable card-security requirements, including the Payment Card Industry Data Security Standard where relevant.

The Merchant must promptly notify RentAAA of suspected payment fraud, account compromise, unauthorised instructions or security incidents.

The Merchant must keep rental agreements, invoices, fulfilment evidence, Customer communications, payment authorities and refund records for the period required by Applicable Law and provider rules. Retention periods vary by country and record type; the Merchant must not delete a record while a legal hold, tax requirement, dispute or provider claim remains active.

The Merchant must provide information reasonably requested for fraud, Chargeback, provider, audit, identity, legal or compliance purposes within the deadline stated in a notice. RentAAA will make requests proportionate to the issue and applicable deadline.

RentAAA may retain transaction, settlement, wallet, authority, dispute and audit records for reconciliation, support, fraud prevention, legal compliance and dispute resolution in accordance with the applicable RentAAA privacy policy and retention schedule.

RentAAA may use OCR, document-reading technology and AI-assisted tools to read uploaded payment, invoice, agreement, identity, inspection, damage, toll, fine, infringement or dispute documents, extract information, structure data and prepare platform records. The Merchant must check and correct extracted information before using it for a payment instruction, deduction, refund, claim, nomination or dispute response. RentAAA does not use AI-assisted tools to make final rental, payment, damage, insurance, approval, rejection, liability or legal decisions.

The Merchant must not use payment services for unlawful, deceptive, fraudulent, unauthorised, sanctioned or prohibited transactions; process for another unapproved business; factor or sell payment receivables without approval; misuse prepayments; obscure the true nature or country of a transaction; or evade a provider restriction.

The Merchant must not use RentAAA payment services for a materially different business, website or category without completing any required review.

The Merchant must comply with Applicable Law relating to anti-money-laundering, counter-terrorism financing, sanctions, anti-bribery, anti-corruption and export controls. The Merchant must not make RentAAA or a Payment Provider process a transaction involving a prohibited person, country, item or purpose.

RentAAA may suspend or restrict payment services where reasonably necessary for security, fraud, excessive Chargebacks, provider or regulator requirements, unlawful activity, material breach, insolvency or an unresolved negative balance.

Except where urgent action or a third-party instruction prevents it, RentAAA will provide notice, the general reason and a reasonable opportunity to respond.

Termination does not prevent later refunds, Chargebacks, reversals, provider adjustments or lawful recovery relating to earlier transactions. Available settlement funds will be paid out after applicable holds, reserves and adjustments are resolved.

The Merchant must promptly notify RentAAA of closure, insolvency, sale or change of control. A new owner may be required to complete onboarding and accept a new agreement before account access or payouts are transferred.

The Merchant entity remains responsible for obligations accrued before a transfer. A director or representative is not personally liable unless liability arises under law, their own conduct or a separately signed guarantee.

RentAAA will attempt to contact the Merchant about dormant or unclaimed settlement amounts. Amounts will remain subject to holds and adjustments and may be remitted to a competent authority or otherwise dealt with under the unclaimed-property or unclaimed-money law that applies to the Merchant, Payment Provider, account or funds.

The Merchant should report a suspected transaction, payout or reconciliation error promptly through the support channel. A prompt report improves the ability to trace and correct an issue, but no contractual reporting period removes a right that cannot lawfully be excluded.

RentAAA will acknowledge a complaint promptly, investigate fairly and aim to provide a substantive response within 30 days. If more time is reasonably required, RentAAA will explain why and provide an updated timeframe.

A shorter mandatory complaint or payment-dispute period prevails. RentAAA may refer a complaint to the Payment Provider or Merchant where that party controls the outcome. We will identify an available external complaint body or regulator where Applicable Law requires us to do so.

Payment information is handled under the RentAAA Pro Merchant Terms and Privacy Policy, the RentAAA Customer Terms and Privacy Policy, any applicable product terms, the applicable Data Processing Schedule and Payment Provider privacy practices.

RentAAA does not store complete card numbers, card verification values or internet-banking credentials. It may store tokens, masked details, mandates, transaction, settlement and Merchant Wallet information as described in those policies.

Where payment-related documents, screenshots, notices or images are uploaded, RentAAA may process extracted and structured data as described in the RentAAA Pro Merchant Terms and Privacy Policy. RentAAA handles this information for platform operation, reconciliation, payment administration, fraud prevention, dispute management, security, support and legal compliance.

Liability under this Policy is subject to the applicable RentAAA Pro Merchant Terms or other product terms that expressly incorporate this Policy. Nothing in this Policy excludes or restricts a right, guarantee or remedy that cannot lawfully be excluded.

RentAAA remains responsible for its own breach, processing error, negligence, fraud or wilful misconduct to the extent provided by law and the Merchant agreement.

RentAAA may update this Policy under the change process in the applicable RentAAA Pro Merchant Terms or other product terms that expressly incorporate this Policy. A change does not retrospectively alter a completed transaction without a lawful basis.

This Policy is governed by the law stated in the applicable product terms, Order Form or country supplement. This choice does not override a mandatory law, regulator power or forum that cannot validly be excluded in the country connected with a transaction.

This Policy is published in English and may be translated. Unless Applicable Law requires otherwise, the English version prevails if there is a conflict. A mandatory local-language disclosure or Local Payment Term prevails for the matter it governs.