Last Updated: 3/12/2024
1. Introduction
1.1 Purpose
This Privacy Policy explains how Green Wheels Byron (“we,” “us,” or “our”) collects, processes, and protects your personal information when you use our website, purchase or rent e-bikes, or engage with our services. We are committed to safeguarding your data in line with applicable privacy laws.
1.2 Consent
By using our services, you agree to this Privacy Policy and consent to the collection and use of your personal information as described. If you disagree with any part of this policy, please do not use our services.
1.3 Changes to Policy
We may update this Privacy Policy as necessary to reflect changes in our practices or legal requirements. Any updates will be posted on our website, and your continued use of our services means you accept the revised policy. We recommend reviewing this Privacy Policy regularly.
2. Information We Collect
2.1 Personal Information
We collect personal information to provide our services, process transactions, and ensure a secure experience. This includes:
- Contact Details – Name, email, phone number, and address.
- Payment Information – Credit/debit card details and billing address, processed securely via third-party providers (we do not store full payment details).
- Rental and Sales Data – E-bike preferences, rental durations, purchase history, and past transactions.
- Identification Documents – A driver’s license, passport, or government-issued ID for rental verification and fraud prevention.
2.2 Non-Personal Information
We automatically collect non-personal data to improve our website and services, including:
- Device Data – IP address, browser type, operating system, and screen resolution.
- Usage Data – Website interactions such as pages visited, time spent, and referral sources to help optimize content.
2.3 Cookies & Tracking Technologies
We use cookies and similar technologies to enhance website performance, analyze behavior, and personalize experiences. Cookies remember preferences and help with secure transactions. You can disable cookies via browser settings, but this may affect certain features like login and checkout.
2.4 GPS Tracking Information
We collect GPS tracking information for rented e-bikes during the rental period. This data helps us ensure the safe and efficient operation of the rental service, including monitoring the location of the e-bikes for security and maintenance purposes. We do not retain GPS data longer than required for its intended purpose, and it is protected with encryption and other security measures.
3. How We Use Your Information
3.1 Service Delivery
We use your information to provide and manage our services, including:
- Processing e-bike purchases, rentals, and payments.
- Sending order confirmations, rental details, updates, and cancellation notices.
- Ensuring secure transactions and compliance with rental policies.
3.2 Customer Support
We use your information to deliver customer service, including:
- Responding to inquiries, refund requests, and warranty claims.
- Assisting with rental issues, including maintenance and troubleshooting.
- Providing pre-rental briefings and safety instructions.
3.3 Marketing
With your consent, we may use your information to:
- Send promotional offers, newsletters, and updates on products or services.
- Personalize marketing based on purchase history or rental preferences.
- Allow you to opt out of marketing communications at any time.
3.4 Legal & Security
We process your information for legal and security purposes, including:
- Verifying identities to prevent fraud or unauthorized transactions.
- Complying with legal requirements, such as tax regulations and court orders.
- Investigating and addressing security threats or policy violations.
4. How We Share Your Information
4.1 Third-Party Service Providers
We may share your information with trusted third parties who help deliver our services, including:
- Payment Processors: Providers like Shopify Payments, Stripe or PayPal for secure transactions.
- Delivery Partners: Companies responsible for fulfilling and shipping your orders.
- Website & Analytics Services: Platforms like Shopify and Google Analytics for performance monitoring and optimization of our website.
These third parties are required to handle your information securely and only for the purposes outlined in this policy.
4.2 Legal Requirements
We may share your information to comply with legal obligations, such as:
- Responding to court orders, law enforcement, or regulatory authorities.
- Protecting legal rights, customer safety, and company assets from fraud, theft, or misuse.
4.3 Business Transfers
In the event of a merger, acquisition, or sale, customer data may be transferred to the new entity. We will ensure your information remains protected and used according to this Privacy Policy.
4.4 No Sale of Data
We do not sell, rent, or trade your personal information to third parties for marketing purposes. Any data sharing is strictly for service delivery, legal compliance, or business operations as outlined.
5. Your Rights & Choices
5.1 Access & Correction
You have the right to request access to the personal information we hold about you. If any details are inaccurate or outdated, you can request corrections by contacting us as outlined in this policy.
5.2 Deletion Requests
You can request the deletion of your personal data, subject to legal and business requirements. Certain records, like transaction history, may need to be retained for tax or legal reasons. We will process deletion requests promptly unless retention is required for legal or business purposes.
5.3 Opt-Out of Marketing
You may opt out of marketing communications at any time by:
- Clicking "Unsubscribe" in promotional emails.
- Contacting us directly to request removal from our marketing list.
Please note, essential service-related messages, like order confirmations, may still be sent even after opting out.
5.4 Security Deposit & Payment Data
We retain payment details only as long as necessary for transaction completion, refunds, or dispute resolution. Payment information is securely processed by third-party providers and is not stored by Green Wheels Byron beyond the required period.
6. Data Security
6.1 Protection Measures
We implement technical and organizational measures to safeguard your personal data from unauthorized access, loss, misuse, or alteration. These include:
- Encryption – Sensitive data, such as payment details, is encrypted during transmission.
- Secure Payment Processing – Transactions are handled by PCI-compliant third-party payment processors.
- Regular Security Audits – Our website and internal systems undergo periodic security assessments to identify and address vulnerabilities.
- Access Controls – Personal data is only accessible to authorized personnel who require it to perform their duties.
6.2 Breach Notification
In the event of a data breach, we will take immediate action to contain the issue. If required by law, we will notify affected individuals and relevant authorities promptly, explaining the nature of the breach, risks, and any protective measures.
7. Data Retention
7.1 Retention Period
We retain personal information only as long as necessary to fulfill the purposes outlined in this policy, including:
- Completing transactions and processing refunds.
- Providing customer support.
- Meeting legal, tax, regulatory, or accounting obligations.
- Resolving disputes and enforcing our Terms of Service.
Once the retention period expires, we securely delete or anonymize personal data, unless further retention is required by law. When possible, we anonymize or aggregate personal data to remove any identifying information. This allows us to use data for analysis, service improvements, and business insights while protecting user privacy.
8. International Data Transfers
8.1 Cross-Border Sharing
Your personal data may be transferred to, stored, or processed in countries outside of Australia if our service providers operate internationally. This includes third-party services for payment processing, cloud storage, analytics, or customer support.
8.2 Safeguards
We take steps to ensure that any international transfers comply with privacy laws, including:
- Ensuring third-party providers meet data protection standards equivalent to Australian law.
- Requiring contractual commitments from service providers to safeguard personal data.
- Using encryption and other security measures to prevent unauthorized access during transfers.
If you have concerns about how your data is transferred, please contact us for more information.
9. Children’s Privacy
9.1 Age Restriction
Our services are intended for individuals 18 and older. We do not knowingly collect personal data from minors. If we become aware that we have received such data, we will take immediate steps to delete it.
9.2 Parental Controls
If a parent or guardian believes we have collected personal data from a minor, they can contact us to request its deletion. We will promptly respond and ensure the data is removed from our records.
10. Contact Us
If you have any questions, requests, or concerns regarding this Privacy Policy or how we handle your personal data, you can contact us using the details below:
- Email: GreenWheelsByron@gmail.com
We take privacy matters seriously and aim to respond to all inquiries as quickly as possible. If you submit a complaint regarding your data privacy, we will investigate and strive to resolve the issue within 30 days.
11. Governing Law
This Privacy Policy is governed by and interpreted in accordance with the laws of New South Wales, Australia. Any disputes arising from this policy or our data practices shall be subject to the exclusive jurisdiction of the courts in New South Wales.
Acknowledgement: By using Green Wheels Byron’s services, you confirm that you have read, understood, and agreed to this Privacy Policy. You acknowledge the collection, use, storage, and sharing of your personal information as described. If you disagree with any part of this policy, please stop using our services.
