Effective Date: 07/07/2026
Last Updated: July 2026
1. Introduction
Hotshots Australia Pty Ltd (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use our transport services, visit our website (hotshotsaustralia.com.au), or use our Hotshots Driver Portal application (“the App” or “Portal”).
We handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. What Personal Information We Collect
From Customers
When you use our freight or courier services, or access the customer portal, we may collect: name, company name, and contact details (phone number, email address); delivery and pickup addresses; details of goods transported; email address for automated notifications; delivery records including delivery photographs, GPS-recorded delivery location, timestamps, and electronic proof of delivery (ePOD) documents; and any other information you provide when requesting a quote or service.
From Drivers and Contractors
When you use the Hotshots Driver Portal as a driver or contractor, we collect: name, contact details, and email address; driver’s licence image and licence number (for identity verification only); odometer readings recorded during job completion; delivery and pickup photographs; electronic signatures and printed names of delivery recipients; job completion data including GPS-recorded locations and server-recorded timestamps; invoice and payment information; and incident reports submitted via the App.
3. How We Collect Personal Information
We collect personal information directly from you when you request a quote, book a service, or contact us; through the Hotshots Driver Portal when drivers complete jobs, upload photos, or record delivery information; automatically when you use our App or website; and from customers at the point of job booking, delivery confirmation, or when using the customer portal.
4. Why We Collect and Use Personal Information
We use personal information to: provide, manage, and improve our freight and courier services; dispatch jobs to drivers and manage job completion; verify driver identity and eligibility; send automated notifications including ETA alerts and POD summaries; generate and store consignment notes and proof of delivery records; process driver invoices and contractor payments; respond to queries, complaints, and claims; and comply with legal obligations including tax record-keeping and dispute resolution.
5. Disclosure of Personal Information
We may disclose your personal information to our staff and authorised administrators; to customers (their own delivery photos, POD records, and con notes via the portal or on request); to third-party service providers under confidentiality obligations; to Brevo (Sendinblue SAS, France) for email notification delivery (see Section 7); to legal and regulatory bodies where required by law; and to successors in the event of a business transfer, subject to equivalent privacy protections. We do not sell or trade your personal information for marketing purposes.
6. Cookies and App Data
Our website may use cookies to enhance your browsing experience. You can control cookie settings through your browser. The Hotshots Driver Portal stores certain data on your device to enable offline functionality, including cached job information that syncs when connectivity is restored. No personal information is stored beyond what is necessary for the App to function.
7. Overseas Disclosure — Brevo (France)
We use Brevo (Sendinblue SAS), a transactional email service headquartered in France operating under the EU General Data Protection Regulation (GDPR), to deliver automated email notifications to customers. When we send a notification (such as an ETA alert or proof of delivery email), your name and email address are transmitted through Brevo’s servers located in France or the EU. We have taken reasonable steps to ensure Brevo handles your personal information consistently with the Australian Privacy Principles. By using our services and providing your email address, you consent to this disclosure.
8. Delivery Photographs and Electronic Proof of Delivery
When completing a delivery, our drivers capture a photograph of the delivered goods and/or delivery location, and may record a recipient’s electronic signature or printed name as proof of delivery. These records — together with GPS-recorded delivery location and server-generated timestamp — form the electronic Proof of Delivery (ePOD). ePOD records are retained for a minimum of 6 years from the date of delivery, are accessible to the relevant customer via the portal or on written request, and are used solely for delivery verification, record-keeping, and dispute resolution.
9. Driver’s Licence — Collection and Security
We collect an image of your driver’s licence for the sole purpose of verifying your identity and eligibility to perform courier work. Your licence image and licence number are stored securely with access restricted to authorised administrators only, are not used as an internal identifier, and are retained for the duration of your engagement plus 2 years, after which they are securely destroyed. You may request access to or deletion of your stored licence information by contacting brenton@hotshotsaustralia.com.au.
10. Security
We take reasonable steps to protect personal information from unauthorised access, including encrypted data transmission (HTTPS), token-based authentication for the Portal, access controls restricting sensitive data to authorised administrators, and server-side timestamping of delivery records to maintain data integrity.
11. Data Retention
We retain personal information for as long as necessary: delivery records (photos, PODs, con notes) for 6 years from delivery date; driver’s licence images for the duration of engagement plus 2 years; invoice and payment records for 5 years (ATO requirement); and customer contact details for the duration of the business relationship.
12. Access and Correction
You have the right to access the personal information we hold about you and to request correction of any inaccuracies. Contact us using the details in Section 16. We will respond within a reasonable time in accordance with the Australian Privacy Principles.
13. Complaints
If you have a concern about our handling of your personal information, please contact us first. We will acknowledge your complaint within 5 business days and respond within 30 days. If unsatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.
14. Notifiable Data Breaches
In the event of an eligible data breach likely to result in serious harm, we will notify affected individuals and the OAIC as required under the Privacy Act.
15. Changes to This Policy
We may update this Privacy Policy from time to time. Any updates will be posted on this page with an updated effective date. Continued use of our services following any update constitutes acceptance of the revised policy.
16. Contact Us
Hotshots Australia Pty Ltd
Email: brenton@hotshotsaustralia.com.au
Phone: 0488 021 022
Address: Springwood, Brisbane QLD
Website: hotshotsaustralia.com.au