Privacy Policy

1. Who We Are

Bike Box Hire Aus ("we", "us", "our") operates the bike box hire service at bikeboxhire.com.au. This policy explains how we collect, use, store and share your personal information. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

You can contact us at:

• Email: hello@bikeboxhire.com.au
• Phone: +61 421 021 532

We may update this policy from time to time. Changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

2. What Information We Collect

We collect personal information in the following ways:

Information you provide directly:

• Account information: Name, email address, phone number if you give one, and password (encrypted) when you create an account.
• Booking information: Your name, email address, phone number and address, collection and return dates, hub location, box type, any add-on services selected, and your trip destination if you tell us.
• Payment information: Processed securely by Stripe. We do not store your card details. We retain your Stripe customer ID and payment references.
• Contact information: Name, email, and message content when you contact us through our website or by email.
• Community content: Trip reports, discussion posts, box passport entries, photos, and comments you submit to our website.

We collect this information from you. If someone else books for you, such as a travel company or club using our partner portal, they give us your name and contact details.

Information collected automatically:

• The pages you request, recorded in our hosting provider's server logs
• Device and browser information
• IP address and network connection details
• If you scan one of our printed QR codes: which code you scanned, your device type, and the country and city your connection comes from

3. How We Use Your Information

We use your personal information to:

• Process and manage your bike box bookings
• Send booking confirmations, reminders, and QR codes for collection
• Process payments through Stripe
• Communicate with you about your bookings or enquiries
• Facilitate your use of community features (trip reports, discussions)
• Detect and prevent fraudulent or illegal activity
• Improve our service and website
• Comply with legal obligations

You can browse our website without telling us who you are. If you do not give us the information we ask for when you book, we will not be able to hire you a box.

4. Marketing

Emails about your booking, such as confirmations, reminders and collection details, are part of the service and are not marketing.

We will only send you marketing emails or messages with your consent. In line with the Spam Act 2003 (Cth), every marketing message will say who it is from and include a simple way to unsubscribe. You can also opt out at any time by emailing hello@bikeboxhire.com.au.

5. Who We Share It With

We share your personal information with the following parties to provide our services:

• Hub locations: Your name, contact details, address, booking dates, and QR code are shared with the hub where you collect your box, so they can verify your booking and contact you about your hire.
• Our sister business: Our booking platform is operated together with our sister business in the United Kingdom, Bike Box Hire UK. Its team can access booking and account information to help run the service, for example to answer customer questions, fix problems and maintain the system.
• Stripe: Payment processing. See Stripe's privacy policy.
• Supabase: Database hosting and account sign-in. See Supabase's privacy policy.
• Vercel: Website hosting. See Vercel's privacy policy.
• Resend: Transactional email delivery. See Resend's privacy policy.
• Google: Maps on our hub pages, and fonts on some pages. Google receives your IP address when these load. See Google's privacy policy.
• Mapbox: Turns a postcode, town or address you enter into a map location, so we can find your nearest hub or work out a delivery distance. See Mapbox's privacy policy.
• QR code images: The QR codes on your booking pages are drawn by an outside service, goQR.me. It receives the link the code contains and your IP address, but not your name or contact details.

We may also disclose your information where required or authorised by law, in connection with legal proceedings, or to protect our rights.

We do not sell your personal information to third parties.

6. Cookies

We use cookies and local storage to operate our website. For full details, see our Cookie Policy.

7. How Long We Keep It

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

• Account information: Until you request deletion of your account.
• Booking and payment records: For as long as Australian tax and record-keeping laws require, which is generally five to seven years.
• Contact messages: 2 years.
• Community content: Until you request removal or we determine it is no longer needed.

When we no longer need personal information, we delete it or de-identify it.

8. Your Rights

You can ask us to:

• Access: Give you a copy of the personal information we hold about you.
• Correction: Correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
• Delete your account: Close your account and delete the information in it, apart from records we must keep by law.
• Opt out of marketing: Stop sending you promotional messages, at any time.

To make a request, email us at hello@bikeboxhire.com.au. We will respond within 30 days. We may need to verify your identity before acting on your request. If we cannot give you access or make a correction, we will tell you why in writing.

9. Security

We take appropriate technical and organisational measures to protect your personal information, including encryption of data in transit (HTTPS), secure password hashing, row-level security on our database, and strict access controls for staff. However, no security measures are perfect or impenetrable, and we cannot guarantee absolute security.

10. User-Generated Content

Our community features allow you to post trip reports, photos, discussion threads, and comments. Content you choose to make public will be visible to other users of our website. We do not control who will access the information you choose to share publicly. All community content is moderated before publication.

11. Third-Party Websites

Our website may contain links to third-party websites, including hub partner websites, airline policy pages, and social media platforms. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any personal information.

12. Children's Information

Our services are not intended for children under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16, we will take steps to delete it promptly.

13. Overseas Disclosure

Some of the parties listed in section 5 are outside Australia, so your personal information may be sent to, stored in or accessed from other countries. Our sister business is in the United Kingdom. Our service providers are likely to be located in the United States and, for some services, the European Union.

Where we send personal information overseas, we take reasonable steps to make sure the recipient handles it in line with the Australian Privacy Principles.

14. Contact & Complaints

If you have any questions or complaints about how we handle your personal information, contact us at hello@bikeboxhire.com.au. We will look into your complaint and respond within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.