RentaMac™ Privacy Policy

Last updated: 28th September 2026

Who we are

Kiwa Trading Ltd, trading as RentaMac™ (“we”, “us” and “our”), collects and holds personal information in connection with our equipment rental business. We are committed to protecting that information and handling it in accordance with the New Zealand Privacy Act 2020.

This policy applies to information collected through our website, bookings, email, telephone, in person and other communications. Our contact details are below.

Information we collect

Depending on your dealings with us, we collect:

• Your name, contact details, billing and delivery addresses, and business details where relevant.
• Booking, rental, delivery, return and payment records.
• Photo identification and a selfie showing you holding that identification, as explained below.
• Correspondence, enquiries and information needed to resolve a complaint, payment issue or rental incident.
• Website usage information, such as pages visited, referring pages, browser and device information, IP addresses and cookie identifiers.
• Newsletter preferences and subscription details.

We collect only the personal information reasonably necessary for our lawful business purposes. We normally collect it directly from you. Where permitted by law, we may also receive relevant information from someone arranging a rental on your behalf, payment or delivery providers, or people involved in a rental incident. Where required, we will take reasonable steps to tell you about information collected from another source, its purpose, intended recipients and your rights.

Why we collect and use information

We use personal information to:

• Respond to enquiries, prepare quotes and process bookings.
• Verify identity and help prevent fraudulent rentals and the use of stolen identification.
• Supply equipment, arrange delivery and collection, and manage rentals.
• Process payments and refunds, maintain business records and recover amounts owing.
• Investigate and resolve complaints, suspected theft, fraud and other rental incidents.
• Maintain and improve our website and services.
• Send newsletters or promotional messages where you have consented or the law otherwise permits.
• Meet legal obligations and establish, exercise or defend legal claims.

We take reasonable steps to ensure information is accurate, current, complete, relevant and not misleading before using or disclosing it. We do not use information for unrelated purposes unless you authorise this or the law permits it.

You can choose not to provide information, but we may be unable to answer an enquiry, process a booking or provide equipment if necessary information is missing. Newsletter subscriptions are optional.

Photo ID and selfie checks

Before approving a rental, we require photo identification and a selfie showing you holding that identification. We manually compare the photographs to help confirm that the person hiring is the person named on the ID. This helps reduce the risk of stolen identification, identity fraud and fraudulent rentals. We do not use automated facial recognition for this check.

This is a RentaMac™ rental requirement, rather than a statement that the law requires every customer to supply these images. If you do not provide them, the photographs do not match, or we cannot satisfactorily verify your identity, we will not proceed with the hire. Contact us if you have difficulty meeting this requirement so we can discuss your circumstances.

We explain which ID details need to be visible when requesting your images. Please do not send additional identity documents unless requested.

Your images are received and held in our business email system. Access is restricted to authorised people who need them for the identity check, rental administration or a related incident, and service providers supporting the system where necessary. We do not use identification images for marketing or routine website analytics.

Retention of identification images

We keep the images during the rental so that, if necessary, they can assist with investigating suspected theft or identity fraud involving the hired equipment.

Once the equipment has been returned and checked, we promptly delete the images from active email records, including Deleted Items, and any separately saved copies. We may retain a brief record that the identity check was completed without keeping the images themselves.

If a hire is declined or cancelled, we promptly delete the images unless they are needed for a specific suspected fraud incident or another lawful reason requiring their retention.

Where images are necessary for a specific incident, investigation or related legal proceedings, we retain them only for as long as needed. We review that need periodically and delete them when it ends. An unrelated outstanding balance does not, by itself, mean we need to keep identification images.

Residual copies may remain in system backups until those backups expire or are overwritten under the provider’s backup arrangements. Such copies remain subject to security protections and are not retained for routine use. Please contact us if you would like more information about backup retention.

Sharing personal information

We do not sell your personal information. We share it only where there is a lawful basis and only to the extent needed. Recipients may include:

• Payment providers, including Stripe, to process payments, refunds and payment disputes.
• Couriers and delivery providers to deliver or collect equipment.
• Providers supporting our website, email, hosting, IT and business administration systems.
• Professional advisers, insurers and debt collection agencies where necessary for a relevant claim, dispute, legal obligation or recovery of amounts owing.
• New Zealand Police or other authorities where disclosure is permitted or required by law.
• Other recipients where you have authorised disclosure.

Identification images are not routinely shared with couriers or other providers who do not need them. Any disclosure of these images must be specifically justified.

If theft or fraud is suspected, we may provide relevant identification images and rental information to New Zealand Police where we reasonably believe disclosure is necessary for law enforcement purposes, or another lawful basis applies. We assess the circumstances and limit disclosure to the information needed. We also comply with legally binding requirements to provide information.

Storage, security and overseas providers

We use reasonable safeguards to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. We restrict access according to business need and require appropriate protection from providers handling information on our behalf.

Some service providers may store or process information outside New Zealand. Where a provider processes information solely on our behalf, we remain responsible for the information as required by the Privacy Act. Where an overseas disclosure is subject to the Act’s cross-border disclosure requirements, we ensure an applicable legal basis, such as comparable privacy safeguards, before disclosing it.

No method of electronic transmission or storage is completely secure. Please contact us promptly if you believe your information or account has been compromised. If a privacy breach causes or is likely to cause serious harm, we will notify the Privacy Commissioner and affected people as required by law.

Payments

We use Stripe to process card payments. Please enter card details only through the payment facility provided, rather than sending them by email.

We do not store your full card number or card security code in our own customer records. We receive information needed to administer transactions, such as payment status, transaction references and limited card details made available by the provider.

Stripe handles information under its own Privacy Policy.

Cookies and website analytics

Our website uses cookies and similar technologies to support functions such as signing in, maintaining your booking cart and remembering preferences. Cookies may contain identifiers that allow the website to recognise a browser or session.

We use Google Analytics to understand website usage and improve the site. Depending on the configuration, analytics may involve device and browser information, pages viewed, interactions, approximate location and online identifiers. This information is processed by Google and used to produce reports about website activity. We do not describe all website or analytics information as anonymous, because some identifiers may constitute personal information.

You can manage or delete cookies through your browser settings. Blocking cookies may affect website functions, including sign-in and bookings. Information about Google’s handling of data is available in its Privacy Policy.

Newsletters and marketing

You can unsubscribe from marketing emails using the unsubscribe link or by contacting us. Unsubscribing does not stop necessary messages about an enquiry, booking, rental, payment or legal matter.

How long we keep other information

We keep personal information only for as long as needed for the purposes for which it may lawfully be used, including applicable accounting, tax and other legal requirements. When it is no longer required, we securely delete it or remove identifying details.

Rental and accounting records may need to be kept longer than identification images. The separate image deletion process above still applies; retaining an invoice does not mean retaining the customer’s photo ID with it.

Your account and information on rented equipment

Please keep your account password confidential and tell us promptly about suspected unauthorised access.

Before returning equipment, back up files you wish to keep, sign out of personal accounts and remove your personal information. Contact us if you need help. If we encounter personal information left on returned equipment, we treat it as confidential and limit access and use to what is reasonably necessary to support you, maintain or prepare the equipment, or comply with the law.

Access, correction and deletion requests

You may ask for access to the personal information we hold about you or ask us to correct it. We may need to verify your identity before responding and will handle requests within the timeframes required by the Privacy Act.

If we decline a request, we will explain the reason where required and how you can complain. If we do not make a correction you request, you can ask us to attach a statement of the correction sought to the relevant information.

You may also ask us to delete information. We will consider your request and delete information that is no longer needed. We may need to retain some information for an ongoing rental, legal obligation, specific investigation or other lawful purpose, and will explain this where appropriate.

Questions and complaints

For privacy enquiries, access or correction requests, or complaints, contact:

Privacy Officer — Kiwa Trading Ltd trading as RentaMac™
Email: info@rentamac.co.nz
Phone: 0800 736 826
Address: Unit 2, 10 Makowhai Road, RD 12, Hāwera 4672, New Zealand

We will consider your concern and work with you to resolve it. You can also contact the Office of the Privacy Commissioner if you are not satisfied with our response.

Other websites and policy updates

External websites linked from our site have their own privacy practices. Please review their policies when using them.

We may update this policy to reflect changes in our services, practices or legal obligations. The current version will be published on our website with its update date. Where a change requires a separate notice or authorisation, we will provide or obtain it as required by law.