SWAN HILL APPLIANCE REPAIRS PTY LTD
RTA Ready Privacy Policy
Effective and last updated: 23 October 2026
Swan Hill Appliance Repairs PTY LTD (we, us or our) operates RTA Ready. This policy explains how we handle personal information through the RTA Ready website, hosted records service and any RTA Ready mobile application that links to this policy. Features and permissions described here apply where they are available in the version you use.
Privacy enquiries: rtaready@motts.com.au. Please use the subject “Privacy enquiry” and do not send passwords, recovery codes or copies of identity documents unless we arrange a suitable way to provide them.
1. Information we collect
- Accounts and access: email addresses, business memberships, account roles, password hashes, verification and recovery records, sign-in sessions, subscription status and user limits. We do not store account passwords in readable form.
- Business and operational records: business names, authorisation or licence numbers, staff names and employment dates, licence details, equipment identifiers and assignments, maintenance records, refrigerant transactions, cylinder checks, notes and quarterly records. Records you enter may also identify your customers, suppliers or other people.
- Photos and attachments: images and supported attachments you choose to provide, their associated record, file information and processing status. Images may contain personal information such as faces or licence details.
- Support and service administration: messages you send us, information needed to investigate problems, subscription administration and relevant account correspondence.
- Technical and security information: information associated with requests and service operation, such as IP addresses, browser or device information, error details, timestamps and records of account or record changes. Our infrastructure and email providers may process their own operational and security logs.
We collect information directly from you, from authorised users and administrators of your business workspace, and through operation of the service. Providing some information is optional; without essential account or record information, we may be unable to provide the relevant feature.
2. Why we use information
We use information to create and secure accounts; manage subscriptions and access; store, retrieve and link business records; process photos; generate reports; send invitations, verification messages and password resets; provide support; prevent misuse; investigate errors and security incidents; and meet legal obligations or resolve disputes. We do not sell personal information or use your business records for targeted advertising. The current service does not contain third-party advertising trackers.
3. Camera, photos and equipment QR codes
Camera access is optional and requested when you choose a camera feature. You can choose an existing image instead, where supported. Camera preview and QR recognition run on your device. We do not save or upload a continuous camera video or microphone recording. A photo you select or capture is uploaded when you choose the relevant save or upload action; it may be resized and converted to JPEG for storage and display. Selecting photos for a new record keeps them on your device until the record is saved.
Scanning an equipment QR code uses the code to find equipment in your authorised business workspace. We do not need access to your contacts, microphone or precise device location for these features. You can revoke camera permission in your browser or device settings. Doing so does not remove photos already uploaded.
4. Who can access information
Authorised users in your business can access workspace information according to their permissions. Business administrators manage users and may provide or change information about staff. Our authorised personnel may access information where needed to operate, secure and support the service or respond to a valid request. Your employer or business administrator may have separate privacy obligations for records they enter.
We use service providers for hosting, storage, email delivery and related technical support. Our current providers include OVHcloud for the hosted service and storage, and VentraIP for business email. Providers process the information needed to supply those services. We may also disclose information when legally required, to protect lawful rights or safety, or with your direction or consent. We take reasonable steps to select and manage providers with appropriate privacy and security safeguards.
5. Hosting and overseas processing
RTA Ready is a hosted service. Information may be stored or processed outside Australia through our hosting providers and their support operations. We do not represent that all information stays in Australia. Contact us for current hosting and processing locations before providing information subject to a particular data-residency requirement. We take reasonable steps required by applicable privacy law when disclosing personal information overseas.
6. Cookies and device storage
We use essential cookies and browser storage mechanisms for sign-in, session security and protection against forged requests. These are not advertising cookies. Disabling essential cookies may prevent sign-in or other features from working. Your browser, operating system or app marketplace may collect information separately under its own privacy policy.
7. Security
We use safeguards including encrypted HTTPS connections, password hashing, account permissions and controls separating business workspaces. No system can guarantee absolute security. Keep your credentials and recovery codes private, manage staff access promptly, and contact us if you suspect unauthorised access. Where applicable, we will assess and respond to eligible data breaches in accordance with legal notification requirements.
8. Retention and deletion
We retain information while needed to provide the service and for applicable business recordkeeping, legal, security, accounting or dispute-resolution purposes. Retention depends on the type of information, the business's requirements and applicable law; we do not currently apply one fixed deletion period to every record.
Archiving records, removing a user's workspace access, ending a subscription or uninstalling an application does not automatically erase hosted records. Historical records and audit information may need to remain with the business. Backups and operational copies may also remain until their applicable retention or replacement cycle is completed.
To request deletion of your account or personal information, email rtaready@motts.com.au with the subject “RTA Ready account or data deletion”, your account email and the business concerned. We will verify your authority, explain the scope of deletion and any information we must retain, and respond about the outcome. A business administrator may also need to authorise changes to business-owned records. We do not delete another person's records solely because a requester knows their email address.
9. Access, correction and complaints
You can review or correct information through the service where your permissions allow. For other access, correction, consent-withdrawal or privacy requests, contact us at the privacy address above. We may need to verify your identity and coordinate with your business administrator. We will explain any lawful reason we cannot fulfil a request.
If you have a privacy complaint, explain what happened and how you would like it resolved. We aim to respond within 30 days, or explain if more time is needed. If you are dissatisfied, you may contact the Office of the Australian Information Commissioner or another privacy regulator available to you under applicable law. Nothing in this policy limits rights you have under applicable law.
10. Your responsibilities and younger users
Only upload information you are authorised to provide. Tell staff and other affected people how their information will be used, and avoid unnecessary sensitive information in notes or images. RTA Ready is intended for business recordkeeping and is not directed at children under 16. If you believe a child has provided information without appropriate authority, contact us.
11. Changes to this policy
We may update this policy when the service, providers or legal requirements change. We will publish the revised policy with an updated date and provide additional notice or seek consent where required. Material changes to data practices, including those introduced in mobile applications, will be reflected in this policy and relevant app-store disclosures.