RentAAA Pro Global Merchant Terms & Conditions and Privacy Policy

This agreement is between RentAAA and the business identified in an Order Form, onboarding record or merchant account (Merchant). The person accepting it confirms that they are at least 18 years old and authorised to bind the Merchant.

The Merchant accepts these Terms by signing an agreement or Order Form, selecting an electronic acceptance control, completing merchant onboarding or continuing to use RentAAA Pro after being given reasonable notice that acceptance is required.

The Merchant’s agreement consists of:

• any signed Merchant Software Services and Software-based payment facilitation Agreement;
• the applicable Order Form;
• these RentAAA Pro Merchant Terms;
• the Merchant Payment Policy;
• the RentAAA Global Merchant Wallet Policy; and
• any transaction-specific Payment Provider terms expressly presented to the Merchant.

An expressly agreed Order Form prevails only for its specific commercial or service details. The Merchant Payment Policy governs payment processing and settlement. The RentAAA Global Merchant Wallet Policy governs operation of the Merchant Wallet. These Terms govern all other matters. A signed negotiated agreement prevails to the extent it expressly states that it varies one of these documents. A short country or regional supplement may apply where mandatory local wording is required. Applicable Law always prevails to the extent it cannot be varied by contract.

A representative is not personally liable merely because they accept these Terms for the Merchant. Personal liability arises only where imposed by law, caused by the representative’s own fraud or misconduct, or accepted under a separately signed guarantee.

Applicable Law means the laws and mandatory rules applying to the relevant party, service, transaction or location, including privacy, consumer, rental, property, electronic-transactions, tax, sanctions, payment and industry rules.

Customer means an individual or entity obtaining rental or other services from the Merchant.

Customer Data means personal information processed by RentAAA on the Merchant’s documented instructions through the Platform.

Merchant Data means business information, Customer Data and content uploaded to or generated through the Platform for the Merchant.

Merchant Services means the vehicles, properties, inventory, items, rentals, accommodation or other goods and services supplied by the Merchant.

Merchant Wallet means the Payment Provider’s settlement facility associated with the Merchant and administered through RentAAA.

Order Form means an accepted document or electronic order setting out the plan, modules, implementation services, term, fees, usage limits, country, currency and agreed special conditions.

Payment Provider means an appointed third-party payment gateway, processor, financial institution or payment service provider.

Platform means RentAAA Pro, relevant merchant portals on RentAAA.com or Starr365.com, and associated software services supplied by RentAAA.

RentAAA means Starr Group Pty Ltd trading as RentAAA.

RentAAA is a technology company providing a cloud-based Software as a Service platform internationally for rental and service businesses. Enabled modules may include inventory, bookings, Customers, agreements, inspections, invoicing, communications, recurring payment integrations, Customer Wallet profiles, Merchant Wallet administration, reporting and identity-verification workflows.

RentAAA is a non-exclusive technology and payment-administration provider. It does not own, lease, supply, rent, manage or control the Merchant’s inventory or Merchant Services and is not a party to rental or service agreements between the Merchant and its Customers. For clarity, Starr Group Pty Ltd and RentAAA provide technology, software, payment-administration and related support services only. All responsibility and liability for Merchant Services, inventory, rental items, pricing, availability, condition, safety, fulfilment, cancellation, refunds, deposits, bonds, damage, insurance, disputes and customer claims remains with the Merchant, subject to Applicable Law.

Payment processing, settlement-account services and related regulated services are supplied by independent Payment Providers. The Payment Provider maintains the underlying payment, settlement and payout accounts. RentAAA does not hold Customer or Merchant funds in its own bank account. RentAAA may, where authorised, send operational instructions to the Payment Provider through the Merchant Wallet, including instructions for holds, releases, transfers, payouts, refunds, reversals and authorised deductions. RentAAA’s administration of the Merchant Wallet does not mean RentAAA beneficially owns or physically holds the underlying funds. For clarity, RentAAA provides software-based payment facilitation and payment-administration tools through approved third-party Payment Providers and does not operate as a bank, stored-value facility, trust account, deposit account, remittance provider or payment processor.

RentAAA may update the Platform to address security, legal, provider, compatibility or service-improvement requirements. Material removal of an included paid feature will be notified where reasonably practicable.

A product page or demonstration does not mean every feature is legally or technically available in every country. The Order Form and Platform identify enabled services. RentAAA may require local configuration, a supported Payment Provider, additional documents or verification before enabling a feature.

During the subscription term, RentAAA grants the Merchant a limited, non-exclusive, non-transferable licence to access and use the Platform for its internal business operations in accordance with the agreement.

The Merchant may permit its employees and contractors to use the Platform as authorised users. The Merchant must assign appropriate access permissions, remove access promptly when no longer required and remain responsible for use under its account.

Login credentials must not be shared except through an approved multi-user function. The Merchant must notify RentAAA promptly of suspected unauthorised access or compromised credentials.

The applicable Order Form identifies the subscribed plan, modules, implementation work, minimum term, fees, usage limits and agreed special conditions.

The Merchant must provide timely information, decisions, system access and personnel reasonably needed for implementation. Dates dependent on the Merchant or a third party may be adjusted for delay outside RentAAA’s reasonable control.

RentAAA will provide support through its published or agreed channels. Unless expressly included in an Order Form, support does not include legal, tax, accounting, insurance, regulatory or business advice.

The Merchant is solely responsible for:

• its Merchant Services and rental operations;
• inventory ownership or authority, condition, safety, roadworthiness, maintenance and lawful supply;
• pricing, deposits, bonds, insurance, refunds, cancellation terms, fines, tolls and damage decisions;
• accurate descriptions, invoices, receipts and communications;
• licences, registrations, permits, insurance, taxes and industry obligations in every country where it operates;
• its rental agreements, consumer disclosures and compliance with Applicable Law, including mandatory consumer, rental, property, safety, accessibility and anti-discrimination rules; and
• decisions made using Platform information, including rental eligibility and Identity Opinions.

The Merchant must provide accurate information, maintain appropriate records and use the Platform only for lawful business purposes.

The Merchant must not collect complete card numbers, card verification values, internet-banking credentials or other sensitive authentication data through email, ordinary messaging or unapproved Platform fields.

The Merchant must obtain the lawful notices, consents and payment authorities required for information and transactions it initiates. Where RentAAA presents a Customer notice, payment authority or identity-verification consent directly, the Merchant must not bypass, alter or misrepresent that process.

Customer-facing terms and notices. The Merchant must ensure Customers are given access to the applicable RentAAA Customer Terms & Conditions, Customer Privacy Policy, Customer Wallet Policy, payment authorities, identity notices, device-permission notices and app notices before or at the time the relevant feature is used. The Merchant must not make statements that conflict with those documents or suggest that RentAAA is the rental provider, marketplace, bank, insurer or legal adviser.

Accuracy of Merchant instructions. The Merchant is responsible for ensuring all information, documents, customer details, driver details, vehicle, property and inventory records, booking details, payment instructions, rental terms and support instructions supplied to RentAAA are true, accurate, complete, lawful and authorised. RentAAA may rely on that information unless it has reason to believe it is incorrect.

The Merchant is responsible for confirming that its use of a module is lawful in the location of the Merchant, Customer and Merchant Services. RentAAA does not provide legal, tax, licensing, insurance, property-management or regulatory advice.

The Merchant must not use the Platform in breach of applicable export-control, sanctions, anti-money-laundering, anti-bribery or anti-corruption laws, or for a person, country or activity prohibited to RentAAA or a provider.

OCR and AI-assisted tools. Where the Platform uses OCR, document-reading technology or AI-assisted tools, the Merchant remains responsible for checking and correcting extracted information, generated records and documents before using them. RentAAA does not use those tools to make final rental, payment, damage, insurance, approval, rejection, toll, fine, infringement or legal decisions for the Merchant.

Tolls, fines and infringements. Where available and requested by the Merchant, RentAAA provides toll, fine, infringement and nomination support as an optional add-on service. The Merchant is responsible for checking all details before any request is submitted, including the notice, due date, vehicle, booking, driver, customer, rental agreement and supporting documents.

The Merchant must provide the complete request to RentAAA at least 5 business days before the due date. Requests received after 2:00 PM in the relevant support timezone stated by RentAAA, or on a weekend or public holiday in the relevant support location, may be treated as received on the next business day.

Late, incorrect, incomplete or unauthorised information is the Merchant’s responsibility. RentAAA is responsible only where the delay or error is directly caused by RentAAA’s own negligence, fraud, wilful misconduct or unreasonable processing delay after receiving a complete request on time.

RentAAA does not decide who was driving, who is liable, whether an offence occurred, or whether a toll, fine or infringement should be disputed.

Insurance, damage and claim records. The Merchant remains responsible for all insurance, damage, accident, claim, excess, fault, recovery and customer-dispute decisions. RentAAA provides platform records and administrative support only. RentAAA does not assess insurance claims, decide fault, determine damage liability or provide legal advice.

Every rental or service contract is between the Merchant and its Customer. The Merchant is the supplier and ordinarily the Merchant of Record for Merchant Services.

The Merchant must resolve Customer issues about Merchant Services, including delivery, quality, cancellation, damage, bonds and refunds. RentAAA may assist with Platform records or technical processing but does not adjudicate the underlying commercial dispute.

If the Merchant closes its business, sells its business, becomes insolvent, ceases trading or cannot fulfil Merchant Services, the Merchant remains responsible for unfulfilled services, refunds, claims, deposits, bonds, cancellations and Customer obligations under its agreement with the Customer and Applicable Law. RentAAA may provide available Platform records, payment status information and technical support, but RentAAA is not responsible for supplying Merchant Services or paying Merchant refund obligations except to the extent required by Applicable Law or caused by RentAAA’s own breach, processing error, negligence, fraud or wilful misconduct.

Payment services are governed by the RentAAA Global Merchant Payment Policy, the RentAAA Global Merchant Wallet Policy, applicable Payment Provider terms and Customer payment authorities. Payment features are software-based payment facilitation and payment-administration tools only, made available through approved Payment Providers in supported countries.

Customers may make one-time or recurring payments using supported bank-debit, bank-transfer, instant-payment, card or other local methods. Local payment methods are displayed in the Platform before authorisation. The Merchant must submit only legitimate amounts due under an identified rental or service agreement and within the Customer’s authority.

The Payment Provider maintains the underlying settlement account. The Merchant authorises RentAAA to administer the Merchant Wallet and exercise operational control over settlement funds, including holding funds by restricting their availability, releasing them, directing transfers and payouts, processing refunds, and deducting authorised fees, reversals, chargebacks and negative balances. Any reference to RentAAA holding funds means RentAAA instructing the Payment Provider to restrict availability within the Payment Provider’s settlement system, not RentAAA taking possession of those funds in its own bank account.

RentAAA does not guarantee successful collection, Customer solvency, uninterrupted processing, protection from fraud or the outcome of a chargeback.

The Merchant must not represent that the Customer Wallet contains a customer balance. It is a payment profile and authorisation interface only.

The Merchant must pay the subscription, implementation, transaction, processing, chargeback and other fees disclosed in an Order Form, the Platform or an applicable fee schedule. Unless stated otherwise, fees are exclusive of VAT, GST, sales, use, withholding and similar taxes, where applicable. The Merchant is responsible for taxes imposed on its Merchant Services and for any lawful withholding, except taxes on RentAAA’s net income.

RentAAA may invoice fees or deduct them from the Merchant Wallet, settlement payouts or an authorised Merchant payment method as disclosed in the applicable policy or authority.

Subscription fees are non-refundable except as stated in an Order Form, required by law, or where RentAAA agrees to a pro-rata refund because it terminates for convenience or fails to provide a prepaid service for reasons within its reasonable control.

RentAAA may change recurring fees by giving at least 30 days’ notice. If a material increase takes effect during a fixed minimum term and is not caused by tax, law or a third-party provider cost expressly passed through, the Merchant may terminate the affected service before the increase takes effect without an early termination fee.

Overdue amounts are a debt due by the Merchant. RentAAA may use lawful recovery methods and recover reasonable external recovery costs to the extent permitted by law. Access may be suspended after reasonable notice where an undisputed amount remains overdue.

Each party must comply with privacy and data-protection laws applying to its activities, including privacy and data-protection laws that apply to each party’s activities in the relevant country or region.

The Merchant determines the purposes of its rental operations and remains responsible for the lawfulness, accuracy and necessity of Customer information it collects or instructs RentAAA to process.

RentAAA processes Merchant Data to provide, secure and support the Platform and also handles information for its own account administration, security, compliance, identity and payment-facilitation purposes as described in Part B.

The Merchant must provide appropriate privacy notices and must not instruct RentAAA to collect, use or disclose information unlawfully. Where the Merchant collects information for RentAAA, it must give any notice supplied by RentAAA without material alteration.

Part C is the data processing schedule between the parties for Customer Data processed by RentAAA on the Merchant’s instructions. Each party remains independently responsible for information it controls for its own purposes.

Merchant use of Customer Data in external AI tools

Where the Merchant uses Customer information, Customer documents, rental records, payment records, identity information, Platform data, reports or exported records in any external AI tool, chatbot, automated analysis tool, spreadsheet AI, third-party software or other external system for the Merchant’s own business, operational, reporting, review, administrative or convenience purpose, that use is the Merchant’s independent use.

The Merchant is solely responsible for the lawfulness, privacy notices, consents, security, retention, outputs, model training, unauthorised access, misuse, loss, leak, disclosure, data breach or any other consequence arising from that independent external use.

RentAAA is not responsible for Customer data, documents, records, reports or Platform data that the Merchant exports, uploads, enters, shares or otherwise makes available outside the RentAAA Platform.

The Merchant may use an approved Identity Verification Service only for its own lawful rental, security, fraud-prevention or identity-verification purpose and not as an agent for another business or as a standalone verification service for third parties. Identity verification services vary by country and may use different approved providers.

A consent-based identity verification check must not be initiated until the Customer has provided the required consent through the approved RentAAA journey. For another lawful-basis model, required notices and legal bases must be established under provider rules and Applicable Law. Acceptance of general Customer terms does not itself authorise a consent-based identity check. The Merchant must not bypass, pre-select or misrepresent consent.

The Merchant will not receive direct access to a restricted verification system or an underlying match result where provider rules or Applicable Law prohibit disclosure. It may receive an overall Identity Opinion based on one or more checks. The Merchant must not attempt to infer, reverse engineer or require disclosure of a restricted result.

An Identity Opinion is not a guarantee. The Merchant remains responsible for its rental decision and must provide a reasonable alternative process where automated verification is unavailable or cannot be completed.

The Merchant must cooperate with lawful Customer correction, review, human-intervention and complaint requests and with RentAAA audits or information requests relating to identity-service compliance. It must restrict Identity Opinions and related information to authorised personnel with a genuine business need.

Each party must maintain reasonable administrative, technical and organisational safeguards appropriate to the information and systems it controls.

The Merchant must notify RentAAA of suspected unauthorised access, fraud, malware or a privacy incident affecting the Platform or Merchant Data without undue delay and, where reasonably practicable, within 24 hours after discovery. RentAAA will notify the Merchant without undue delay after confirming an incident affecting Customer Data processed for the Merchant. These contractual periods support, but do not replace, any shorter deadline or notification duty under Applicable Law.

The parties will reasonably cooperate to contain, investigate, remediate and meet applicable notification obligations. Neither party may notify on behalf of the other without authority, except where required by law.

As between the parties, the Merchant retains rights in Merchant Data and RentAAA retains all intellectual property rights in the Platform, documentation, configurations, templates and underlying technology.

The Merchant grants RentAAA a non-exclusive, worldwide, royalty-free licence to host, copy, process, transmit, back up and otherwise use Merchant Data only as reasonably necessary to provide and secure the Platform, facilitate authorised payments and identity services, comply with law and provider requirements, prevent fraud, resolve disputes and enforce the agreement. Customer Data is used for service improvement only in aggregated or de-identified form, or under another lawful instruction or basis disclosed to affected individuals.

RentAAA may use aggregated or de-identified data for analytics, security, reporting and service improvement where neither the Merchant nor an individual is reasonably identifiable.

Feedback may be used by RentAAA without restriction provided it does not disclose the Merchant’s Confidential Information or personal information unlawfully.

The Merchant and its users must not:

• use the Platform unlawfully, deceptively or for fraudulent transactions;
• access another customer’s systems or data without authority;
• introduce malicious code or interfere with security or performance;
• reverse engineer, decompile or copy the Platform except where law prohibits restriction;
• scrape, resell or provide the Platform as a service bureau without written approval;
• upload infringing, unlawful or misleading content; or
• use payment or identity services outside their approved purpose.

The Platform may depend on Payment Providers, banks, hosting services, communications tools, app stores, identity providers and other third parties. Their services may be subject to separate terms and operational limits.

RentAAA will use reasonable care in selecting and managing providers but is not responsible for a third party to the extent the issue is outside RentAAA’s reasonable control. RentAAA remains responsible for its own selection, instructions and conduct as required by law and contract.

RentAAA does not guarantee uninterrupted or error-free availability. Maintenance, provider failures, banking networks, internet outages, cyber incidents and events outside reasonable control may affect the Platform.

RentAAA will use reasonable efforts to restore material outages and will provide notices available from relevant providers where appropriate.

If a change materially reduces an included paid feature during a fixed term, the parties will work in good faith on a reasonable alternative. If none is available, the Merchant may terminate the materially affected feature and receive any refund required by the Order Form or law.

Each party must protect the other’s non-public commercial, financial and technical information using reasonable care and use it only for the agreement.

Confidential Information may be disclosed to personnel, advisers and service providers who need it and are bound by confidentiality, or where required by law. This section does not restrict information that is public without breach, independently developed, or lawfully received without restriction.

Each party warrants it has authority to enter the agreement. The Merchant warrants it has authority to provide Merchant Data and operate its business as contemplated.

Except for express commitments and rights that cannot be excluded, the Platform is provided on an “as available” basis. Nothing excludes, restricts or modifies a guarantee, right or remedy that cannot lawfully be excluded, including protections that may apply to eligible small businesses under Applicable Law or mandatory local law.

The Merchant indemnifies RentAAA against direct loss, liability, penalty and reasonable external cost arising from the Merchant’s unlawful Merchant Services, breach of section 6, unauthorised transaction instructions, infringement by Merchant Data, or material breach of the agreement.

The indemnity is reduced to the extent loss is caused by RentAAA’s breach, negligence, fraud or wilful misconduct. RentAAA must take reasonable steps to mitigate loss and must allow the Merchant reasonable participation in the defence of a third-party claim.

Neither party is liable for indirect or consequential loss, loss of profit, revenue, goodwill or opportunity, except to the extent such exclusion is not permitted by law or the loss arises from fraud or wilful misconduct.

To the extent permitted by law, RentAAA’s aggregate liability arising from the agreement is limited to the greater of AUD 10,000 (or its equivalent in the Order Form currency) and the fees paid or payable by the Merchant to RentAAA for the affected services in the 12 months preceding the event giving rise to the claim.

The limitation does not apply to fraud, wilful misconduct, breach of confidentiality, infringement of the other party’s intellectual property, or liability that cannot lawfully be limited. Where a statutory guarantee permits limitation, liability may be limited to resupply of the services or the reasonable cost of resupply.

RentAAA may suspend affected services where reasonably necessary to address security, fraud, unlawful conduct, excessive chargebacks, provider or regulator requirements, material breach or overdue undisputed amounts. Except where urgent action is required, RentAAA will give notice and a reasonable opportunity to respond or remedy.

Either party may terminate for material breach not remedied within 14 days after written notice, or immediately for an irremediable material breach, insolvency or unlawful use.

A party may terminate for convenience as stated in the Order Form. If the Order Form is silent, the Merchant may terminate on 30 days’ notice after any minimum term, and RentAAA may terminate on 60 days’ notice.

On termination, accrued fees, payment adjustments, confidentiality, privacy, intellectual property, indemnity and liability provisions survive as required. RentAAA will provide a reasonable opportunity to export Merchant Data, subject to security, lawful retention and payment of undisputed fees.

RentAAA may update incorporated policies for legal, security, provider or operational reasons. It will give at least 30 days’ notice of a material change unless urgent legal, security or provider action requires a shorter period.

If a non-urgent change materially disadvantages the Merchant or increases its obligations, the Merchant may terminate the affected service before the change takes effect without an early termination fee. A change does not retrospectively alter completed transactions without a lawful basis.

A party raising a dispute must give reasonable details. Senior representatives will first attempt good-faith resolution. If unresolved after 14 days, either party may propose remote or in-person non-binding mediation before commencing proceedings, except for urgent relief or debt recovery for an undisputed amount.

The agreement is governed by the law stated in the applicable Order Form or country supplement. If no specific law is stated, it is governed by the law chosen by RentAAA for the relevant service. This does not override a mandatory law or forum that cannot validly be excluded.

Notices may be given to the account contact or email stated in the Order Form. Legal notices to RentAAA may be sent to [email protected] and its address shown above.

The agreement does not create a partnership, employment, fiduciary or general agency relationship. The Merchant’s limited authorisation for RentAAA to administer payment instructions is governed by the Merchant Payment Policy and does not create a broader agency.

Neither party may assign the agreement without the other’s consent, not to be unreasonably withheld, except to an affiliate or as part of a genuine business reorganisation or sale where the assignee can perform the obligations. The Merchant must complete any provider re-onboarding required for a transfer.

If a provision is unenforceable, it is read down where possible and otherwise severed. Failure to enforce a right is not a waiver. Electronic counterparts and acceptance are permitted.

These Terms are published in English and may be translated. Unless Applicable Law or an Order Form requires otherwise, the English version prevails if there is a conflict.

This Part explains how RentAAA handles personal information about sole traders, directors, beneficial owners, employees, contractors, authorised users and contacts of Merchants through RentAAA Pro, merchant onboarding, support, software-based payment facilitation and related services.

It also explains RentAAA’s role when processing Customer information through the Platform. The Merchant remains responsible for its independent privacy obligations and should maintain its own Customer-facing privacy policy.

RentAAA acts as a controller, business or Data Fiduciary for Merchant onboarding, account administration, billing, security, compliance, identity, software-based payment facilitation, support and its own service operations. RentAAA acts as a processor, service provider or data intermediary for Customer Data handled solely on the Merchant’s documented instructions under Part C.

We may collect:

• names, contact details, job titles, signatures and account credentials;
• business name, registration number, tax identifier or equivalent local registration details, addresses, registrations, ownership and controller information;
• identity documents, director or beneficial-owner verification and compliance information;
• Order Forms, subscriptions, invoices, billing and support records;
• bank-account, payout, Payment Provider onboarding and Merchant Wallet information;
• inventory, booking, rental, Customer, agreement, inspection, maintenance and communication records processed through the Platform;
• device, browser, IP address, login, cookie, security and diagnostic information; and
• complaints, disputes, fraud, chargeback, audit and incident information.

We collect information from Merchant representatives, the Merchant, public business registers, authorised verification services, Payment Providers, financial institutions, professional advisers and other persons authorised by the Merchant. This may also include OCR, AI-assisted extraction, structured document data and review/correction records where those tools are used.

We use information to:

• establish and administer Merchant accounts, subscriptions and authorised users;
• verify the Merchant, controllers and representatives;
• provide, configure, secure, support and improve the Platform;
• facilitate Customer workflows, payments, Merchant Wallet administration and payouts;
• provide identity services and Identity Opinions;
• invoice, reconcile and recover properly payable amounts;
• communicate service, security, legal and marketing information;
• prevent fraud, manage risk and investigate incidents;
• resolve disputes and maintain audit records; and
• comply with legal, tax, accounting, provider and regulatory requirements.

We may also use OCR, document-reading technology and AI-assisted tools to read uploaded documents, extract information, structure data and prepare Platform records, subject to user review, Merchant responsibility and Applicable Law.

Where EU, UK or similar law applies, our legal bases may include performing or administering the Merchant agreement; taking requested pre-contract steps; complying with legal obligations; our or a third party’s legitimate interests in operating, securing, preventing fraud, supporting and improving the Platform; protecting vital interests; and consent where required. Where another country uses different legal grounds, we rely on the corresponding basis permitted by that law.

RentAAA processes Customer information on the Merchant’s instructions to provide rental-management workflows. RentAAA may also handle limited Customer information for its own security, account, identity, payment, compliance and support purposes, as disclosed in the RentAAA Customer Privacy Policy.

The Merchant must ensure its instructions are lawful, provide required notices and respond to Customer requests concerning information it controls. RentAAA will reasonably assist with access, correction, deletion, complaints and incidents where relevant to the Platform.

Payment Providers process bank, card, settlement and payout information under their own terms and privacy practices. RentAAA does not store complete card numbers, card verification values or internet-banking credentials.

RentAAA may retain Payment Provider identifiers, masked details, payout-account information, mandates, transaction references, Merchant Wallet balances and statuses, fees, holds, reserves, refunds, reversals, chargebacks and reconciliation records.

RentAAA may verify Merchant representatives and may provide approved Customer identity services. Identity verification services vary by country and may use different approved providers. Verification information is handled only for permitted purposes and with required legal bases, notices, consents, access controls, logging and retention restrictions.

Merchants receive an Identity Opinion and not an underlying restricted match result where disclosure is prohibited. Credential details used solely for a verification transaction are deleted after permitted use in accordance with provider requirements, while lawful-basis or consent records, permitted results, Identity Opinions, manual-review actions and audit records may be retained.

RentAAA does not use AI-assisted tools or Identity Opinions to make final Merchant rental, payment, damage, insurance, approval, rejection, toll, fine, infringement or legal decisions. The Merchant remains responsible for those decisions.

Restricted verification environments and match information are accessible only to authorised personnel in approved locations. Personnel outside those locations must not access them without the required provider or legal approval.

We may disclose relevant information to authorised Merchant users; Customers where necessary for their transactions; Payment Providers, banks and identity providers; hosting, cloud, communications, analytics and support providers; professional advisers, auditors and insurers; regulators, courts and law enforcement; a business successor under confidentiality; and other persons authorised by the Merchant or individual.

Where OCR or AI-assisted tools are used, relevant information may be disclosed to approved OCR, document-processing or AI service providers under appropriate confidentiality, security and privacy controls.

We do not sell personal information for money. If RentAAA engages in activity treated as a sale, sharing, targeted advertising or profiling under an applicable United States privacy law, it will provide required notice and opt-out methods and honour recognised universal opt-out signals, including Global Privacy Control, where required.

RentAAA operates internationally. Personal information may be accessed, processed or stored in countries in which RentAAA, a Merchant, support team or approved provider operates. A current provider and country list will be made available through the Legal Centre where practicable.

We use safeguards required by Applicable Law, which may include adequacy decisions, contractual protections, standard contractual clauses, UK transfer mechanisms, transfer-risk assessments, comparable-protection contracts, provider due diligence, access restrictions and a lawful consent-based exception. Restricted identity-verification information remains subject to section 30.3. Part C governs transfers of Customer Data processed for the Merchant.

RentAAA Pro and related sites may use essential cookies, local storage, analytics and diagnostic technologies for authentication, preferences, performance, security and service improvement. Choices for non-essential technologies will be provided where required.

We may send service, billing, security and legal communications. Marketing is sent only where permitted by law and may be opted out of through the message or by contacting us.

We use reasonable administrative, technical and physical safeguards, including role-based access, encryption where appropriate, logging, backups, provider due diligence, staff confidentiality and incident-response procedures.

We assess suspected privacy incidents and take containment, assessment and remediation steps. We notify affected persons, Merchants, providers and regulators within the time and on the conditions required by Applicable Law. Different laws use different thresholds and deadlines; no single period in this Policy replaces a shorter legal deadline.

We retain information only while reasonably needed for the purposes described, to follow lawful Merchant instructions, resolve disputes, prevent fraud or meet legal, tax, accounting, provider and audit obligations.

Financial, transaction, payment-authority and audit records may be retained for up to seven years, or another period required in the relevant country. Other information is deleted or de-identified when no longer required, subject to protected backup cycles and lawful holds.

Depending on Applicable Law and RentAAA’s role, individuals may have rights to be informed; confirm processing; access, correct, complete or update information; request deletion or erasure; restrict processing; object; withdraw consent; obtain a portable copy; opt out of sale, sharing, targeted advertising or qualifying profiling; appeal a refused request; nominate another person where Indian law applies; and request safeguards or human review for a qualifying automated decision.

Rights are not absolute and may depend on our legal basis and lawful exceptions. We may verify identity and will respond within the period required by Applicable Law. If we refuse or limit a request, we will explain the lawful reason and any appeal or complaint route where required.

The Merchant account administrator controls ordinary authorised-user access. Requests concerning Customer information controlled independently by the Merchant should be directed to the Merchant. RentAAA will assist under Part C where it processes the information for the Merchant.

Send privacy questions or complaints to the Privacy Officer at [email protected]. We will acknowledge a complaint promptly and aim to provide a substantive response within 30 days. If more time is reasonably required, we will explain why and provide an updated timeframe.

If an individual is not satisfied, they may complain to the competent privacy or data-protection authority available under Applicable Law.

We may update this Privacy Policy as practices, providers or legal obligations change. We will publish the effective date and give appropriate notice of material changes. Where a new use requires consent, we will seek consent rather than relying only on an updated policy.

This Part applies where RentAAA processes Customer Data on behalf of the Merchant. The Merchant is the controller, business, organisation or Data Fiduciary and RentAAA is its processor, service provider or data intermediary, using the corresponding terms under Applicable Law.

This Part does not apply to information RentAAA handles as an independent controller for account administration, security, fraud prevention, identity services, software-based payment facilitation, legal compliance, support or the direct RentAAA Customer relationship described in Part B and the RentAAA Customer Privacy Policy.

If the Merchant acts as a processor for another controller, the Merchant appoints RentAAA as a subprocessor and confirms that it has authority to do so and to give the instructions in the agreement.

Subject matter and duration: providing the subscribed Platform during the agreement and any limited transition, backup or legal-retention period.

Nature and purposes: hosting, organising, retrieving, transmitting, supporting, securing, backing up, deleting and otherwise processing Customer Data to provide bookings, rentals, agreements, inspections, communications, invoicing, reporting, payment and identity workflows selected by the Merchant.

Where selected by the Merchant or enabled in the Platform, processing may also include OCR, AI-assisted extraction, structuring, review, correction and record-preparation activities.

Individuals: Customers, prospective Customers, drivers, tenants, occupants, guarantors, emergency contacts and other persons whose information the Merchant lawfully enters into the Platform.

Data categories: identity and contact details; government-document and verification information; booking, rental, tenancy, vehicle, property and item records; agreements and signatures; invoices and payment tokens or transaction records; communications; inspections, photographs, damage and location information; support, security and audit records; and other information configured by the Merchant.

Data categories may also include extracted fields, AI-assisted structuring outputs, review and correction records, and related audit logs where OCR or AI-assisted tools are used.

Customer Data may include information treated as sensitive, special-category or specific personal data under Applicable Law. The Merchant must not submit health, biometric, criminal-record or other highly sensitive information unless the relevant module is approved for it and the Merchant has a lawful basis and has completed any required assessment or consent process.

RentAAA will process Customer Data only on documented instructions contained in the agreement, the Merchant’s authorised Platform use and lawful support requests, unless Applicable Law requires otherwise. If legally permitted, RentAAA will notify the Merchant before processing required by law.

RentAAA will promptly inform the Merchant if it reasonably believes an instruction infringes Applicable Law and may suspend the affected instruction while the parties address it.

The Merchant is responsible for the lawfulness, fairness, transparency, accuracy and proportionality of its instructions; its privacy notices and consents; and responding as controller to individuals and regulators.

RentAAA will not sell or share Customer Data, use it for cross-context behavioural advertising, combine it with personal information received from another person except as permitted by Applicable Law, or retain, use or disclose it outside the direct business relationship except as permitted by the agreement or Applicable Law. RentAAA certifies that it understands and will comply with these restrictions.

RentAAA will ensure personnel authorised to process Customer Data are bound by confidentiality and receive appropriate privacy and security instruction.

RentAAA will maintain technical and organisational measures appropriate to the risk, which may include role-based access, multi-factor authentication for privileged access, encryption in transit and where appropriate at rest, logging, backups, recovery procedures, vulnerability management, provider due diligence, secure development and incident response.

The Merchant remains responsible for its user permissions, devices, integrations, exports, passwords, local copies and configurations. Security is a shared responsibility and neither party may weaken a control required by law or an approved provider.

The Merchant generally authorises RentAAA to use subprocessors needed to provide the Platform. RentAAA will maintain a current list of material subprocessors and processing locations through the RentAAA Legal Centre or another accessible channel.

RentAAA will impose written privacy, confidentiality, security, deletion and cooperation duties on each subprocessor that are materially consistent with this Part and will remain responsible for the subprocessor’s performance to the extent required by Applicable Law.

RentAAA will give reasonable advance notice of a new material subprocessor where required. The Merchant may object within 14 days on reasonable data-protection grounds. The parties will work in good faith on a reasonable alternative; if none is available, either party may terminate the affected feature without penalty, with a pro-rata refund of prepaid unused fees for that feature.

Taking account of the nature of processing, RentAAA will reasonably assist the Merchant through Platform tools or support with requests to access, correct, complete, update, delete, restrict, object, withdraw consent, obtain portability, opt out, appeal or obtain human review, where required by Applicable Law.

If RentAAA receives a request relating only to Customer Data controlled by the Merchant, RentAAA may direct the person to the Merchant and will not respond substantively unless authorised or legally required.

RentAAA will reasonably assist with privacy notices, records of processing, data-protection impact or risk assessments, regulator consultations and evidence of compliance relevant to the Platform, taking account of the information available to RentAAA.

RentAAA will notify the Merchant without undue delay after confirming a personal-data breach affecting Customer Data and will provide information reasonably available about the nature, affected data and individuals, likely consequences, mitigation and contact point. Information may be provided in phases as the investigation continues.

The Merchant is responsible for deciding whether it must notify individuals or regulators, unless Applicable Law assigns that duty to RentAAA. RentAAA will reasonably assist and will not make a notification on the Merchant’s behalf without authority unless legally required.

RentAAA will make current independent assurance reports, certifications or security information available where reasonably appropriate. No more than once each year, unless an incident or regulator reasonably requires more, the Merchant may request a proportionate audit relevant to Customer Data on reasonable notice, subject to confidentiality, security and avoidance of disruption. The Merchant bears its audit costs unless material non-compliance by RentAAA is found.

During the agreement, the Merchant may use available export tools. On termination, RentAAA will provide a reasonable period stated in the agreement or Platform to export Customer Data, subject to security, format availability and payment of undisputed fees.

After that period, RentAAA will delete or de-identify Customer Data unless retention is required by Applicable Law, a lawful provider rule, security, fraud prevention or a legal claim. Retained data remains protected and is used only for the retention reason. Protected backups are removed through normal backup cycles.

RentAAA will not transfer Customer Data internationally except under a lawful transfer mechanism and the Merchant’s general authorisation in this Part. International remote access is treated as a transfer where Applicable Law says it is.

Where required, the parties will execute or incorporate the then-current EU Standard Contractual Clauses, UK International Data Transfer Addendum or Agreement, or another recognised transfer instrument. RentAAA will provide information reasonably needed for a transfer-risk assessment and apply supplementary measures where appropriate.

For transfers governed by applicable privacy or data-transfer law, the parties will use the comparable-protection, contractual, adequacy, consent or other mechanism required by that law. If a required mechanism cannot be implemented, the affected transfer or feature may be suspended.

This Part prevails over inconsistent general terms only for processing Customer Data on the Merchant’s behalf. A mandatory transfer instrument prevails for the transfer it governs.

The confidentiality, security, incident, audit, return, deletion and transfer obligations survive termination for as long as either party retains Customer Data.