Privacy Policy

This policy applies to the Roadmaster fleet-maintenance and driver-compliance system operated by Roadmaster (“we”, “us”). We are bound by the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It explains what personal information we collect through this system, why we collect it, how we hold it, and how you can access or correct it.

Depending on your role, the system may hold:

• Your name, email address and mobile number.
• For drivers: date of birth, driver licence number and expiry, licence class, and photographs of the front and back of your driver licence (used to verify your identity and driving entitlement).
• Records you create in the course of work — pre-start checks, fault and defect reports, work performed, and declarations — which are attributed to your account.
• When you submit a check or report from a vehicle, the location (GPS position) of that submission, used to confirm the check was done at the vehicle.
• Where you are involved in or report an incident, details relevant to that incident, which may include information about injuries or witnesses.

We collect this information to run and evidence our heavy-vehicle safety and maintenance obligations — driver licensing and fitness-for-duty checks, Chain of Responsibility record-keeping, vehicle pre-starts, fault and defect management, and audit trails required under our accreditations (for example NHVAS / the National Heavy Vehicle Regulator) and the Heavy Vehicle National Law.

If you don’t provide the information marked as required, we may not be able to set you up to drive or record the compliance evidence we’re required to keep.

Information is stored in access-controlled systems. Records and uploaded documents (including licence photographs) are held in private storage and are only accessible to staff whose role requires them. The database and file storage are hosted in Australia; some supporting providers we engage under contract (for example hosting, email delivery and error monitoring) may process limited data outside Australia, and we take reasonable steps to ensure they handle it consistently with the APPs. Diagnostic logs are scrubbed of personal information.

We don’t sell personal information. We disclose it only where needed for the purposes above — for example to a regulator or auditor exercising a lawful right, to a repairer engaged to carry out work, or to the service providers who host and operate the system on our behalf under confidentiality obligations.

We keep personal information only as long as needed for the compliance purposes it was collected for, and as required by law. Safety and maintenance records are retained for 7 years after a driver leaves. When information is no longer required, it is securely deleted or de-identified.

You can ask to see the personal information we hold about you, and ask us to correct it if it’s wrong or out of date. To make a request — or to raise a privacy concern or complaint — email safety@roadmaster.com.au. If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).