Coastal Car Rentals – Website Terms & Conditions

By making a booking, paying a deposit, providing payment details, collecting a vehicle or accepting a vehicle from Coastal Car Rentals, the customer agrees to these Terms and Conditions and to the Rental Agreement signed at the start of the hire.

A booking is confirmed once accepted by Coastal Car Rentals. Once confirmed, the vehicle is reserved for the customer for the agreed hire period and may be removed from availability for other customers.

Coastal Car Rentals may require full payment, a deposit, a security bond, valid payment card details, photo identification and a valid driver licence before releasing a vehicle.

By providing payment card details, or by requesting a booking where Coastal Car Rentals already holds payment details from a previous hire, the customer authorises Coastal Car Rentals to securely retain those payment details where permitted by the payment provider and to debit the card for amounts properly payable under the booking or Rental Agreement.

Amounts that may be charged include hire charges, deposits, security bonds, approved hire extensions, fuel, cleaning, damage, insurance excess, recovery costs, lost keys, tolls, parking charges, traffic infringements where permitted by law, late return charges, cancellation charges, no-show charges and any other reasonable amount payable under the hire.

Bookings may be cancelled without cancellation charge where written notice is received at least 48 hours before the scheduled collection time. Where less than 48 hours’ notice is provided, or where the customer fails to collect the vehicle, Coastal Car Rentals may charge a reasonable cancellation or no-show fee. Where the vehicle has been reserved and cannot reasonably be re-hired for all or part of the booked period, that fee may be up to the value of the unused booking period.

Failure to collect the vehicle does not automatically cancel the booking. Unless otherwise agreed in writing by Coastal Car Rentals, the booking may continue to be treated as active for the booked hire period.

Vehicles must be returned at the agreed date and time. Late returns may incur additional hire charges and, where another booking is affected, the customer may also be responsible for reasonable losses caused by the late return.

Vehicles must be returned with the same fuel level supplied unless otherwise agreed. If returned with less fuel, Coastal Car Rentals may refuel the vehicle and charge the customer for the fuel and a reasonable refuelling service fee.

Vehicles must be returned in a reasonably clean condition. Additional cleaning charges may apply for excessive dirt, mud, sand, rubbish, stains, pet hair, smoking residue, vaping residue or offensive odours.

The customer remains responsible for all tolls, parking charges, traffic infringements and other charges incurred during the hire period. Where these are received after the hire has ended, the customer authorises Coastal Car Rentals to recover those amounts together with any reasonable administration costs.

The customer must immediately notify Coastal Car Rentals of any accident, theft, loss or damage involving the vehicle. Damage liability is governed by the signed Rental Agreement.

Personal information is collected for booking administration, identity verification, vehicle hire management, payment processing, vehicle recovery, insurance, infringements, legal compliance and customer account management.

If a customer disputes a charge, they should contact Coastal Car Rentals promptly so the matter can be reviewed. Coastal Car Rentals may rely upon booking records, payment records, call logs, emails, SMS messages, signed agreements, inspection reports, photographs, GPS records where fitted and other relevant business records when responding to payment disputes, complaints or chargebacks.

Nothing in these Terms excludes, restricts or modifies any rights or remedies that cannot lawfully be excluded under the Australian Consumer Law.

These Terms are governed by the laws of Victoria, Australia.

Coastal Car Rentals – Rental Agreement Terms

By signing this Rental Agreement, collecting the vehicle, or allowing the hire to proceed, the Hirer agrees to these Rental Agreement Terms and to the Coastal Car Rentals Website Terms and Conditions.

The Hirer confirms that all information provided to Coastal Car Rentals is true and correct, including driver licence details, contact details, address details and payment information.

The vehicle is supplied to the Hirer for the agreed hire period shown on the Rental Agreement. The Hirer must return the vehicle to Coastal Car Rentals at the agreed return time, date and location unless otherwise agreed in writing.

The Hirer accepts the vehicle in the condition recorded at the commencement of the hire, subject to any damage noted on the Rental Agreement, inspection sheet, photographs or other records.

The Hirer must return the vehicle in substantially the same condition, fair wear and tear excepted.

Only drivers approved by Coastal Car Rentals and listed on the Rental Agreement may drive the vehicle. Every driver must hold a current and valid driver licence suitable for the vehicle being hired.

The vehicle must not be driven by any person who is unlicensed, suspended, cancelled, affected by alcohol or drugs, medically unfit, or otherwise not authorised by Coastal Car Rentals.

The vehicle must not be used illegally, recklessly, off-road, on beaches, in races, speed trials, towing, carrying dangerous goods, carrying more passengers than permitted, or in any way likely to damage the vehicle or breach insurance conditions.

The Hirer is responsible for the vehicle during the hire period, including loss, damage, theft, fuel, cleaning, tolls, fines, infringements, late return charges, recovery costs, lost keys and any other charges payable under this Agreement.

By providing payment card details, or by hiring from Coastal Car Rentals where payment details are already held from a previous hire, the Hirer authorises Coastal Car Rentals to securely retain those payment details where permitted by the payment provider and to debit the card for amounts properly payable under this Agreement.

Amounts that may be charged include hire charges, deposits, security bonds, hire extensions, late returns, fuel, cleaning, damage, insurance excess, towing, recovery, lost keys, tolls, parking charges, traffic infringements where permitted by law, cancellation charges, no-show charges and any other reasonable amount arising from the hire.

A security bond may be required before the vehicle is released. The bond may be applied toward any amount owing under this Agreement. Any unused balance will be refunded after the vehicle has been returned and inspected, subject to any outstanding charges.

The Hirer must return the vehicle with the same fuel level supplied unless otherwise agreed. If the vehicle is returned with less fuel, Coastal Car Rentals may charge for refuelling and a reasonable refuelling service fee.

The Hirer must return the vehicle in a reasonably clean condition. Additional cleaning charges may apply for excessive dirt, mud, sand, rubbish, stains, pet hair, smoking residue, vaping residue, offensive odours or any cleaning beyond normal preparation.

Smoking and vaping are not permitted in any vehicle.

Animals are not permitted unless approved by Coastal Car Rentals. Pet hair, odours or related cleaning may incur additional charges.

The Hirer must immediately notify Coastal Car Rentals of any accident, theft, loss, mechanical issue, warning light, breakdown or damage involving the vehicle.

In the event of an accident, the Hirer must not admit liability, must obtain details of all other parties and witnesses, must notify police where required, and must assist Coastal Car Rentals and its insurer with any claim.

The Hirer remains liable for any applicable damage excess, insurance excess or damage not covered by insurance, including where loss or damage arises from breach of this Agreement.

The Hirer acknowledges that insurance cover may be void or reduced if the vehicle is used unlawfully, recklessly, by an unauthorised driver, under the influence of alcohol or drugs, off-road, outside permitted areas, or otherwise in breach of this Agreement.

The Hirer is responsible for all tolls, parking charges, traffic infringements and other charges incurred during the hire period. Where these are received after the hire has ended, the Hirer authorises Coastal Car Rentals to recover those amounts together with reasonable administration costs.

The Hirer must return the vehicle at the agreed time. Late returns may incur additional hire charges. If another booking is affected, the Hirer may also be responsible for reasonable losses caused by the late return.

Bookings may be cancelled without cancellation charge where written notice is received at least 48 hours before the scheduled collection time. Where less than 48 hours’ notice is provided, or where the Hirer fails to collect the vehicle, Coastal Car Rentals may charge a reasonable cancellation or no-show fee.

Where the vehicle has been reserved and cannot reasonably be re-hired for all or part of the booked period, that cancellation or no-show fee may be up to the value of the unused booking period.

Failure to collect the vehicle does not automatically cancel the booking. Unless otherwise agreed in writing by Coastal Car Rentals, the booking may continue to be treated as active for the booked hire period.

Coastal Car Rentals may terminate the hire and recover the vehicle if the Hirer breaches this Agreement, fails to pay amounts owing, provides false information, uses the vehicle unlawfully, refuses to return the vehicle, or Coastal Car Rentals reasonably believes the vehicle is at risk.

The Hirer must not sell, lease, sub-hire, pledge, abandon, modify or interfere with the vehicle.

Personal information is collected for booking administration, identity verification, vehicle hire management, payment processing, vehicle recovery, insurance, infringements, legal compliance and customer account management.

If the Hirer disputes a charge, they should contact Coastal Car Rentals promptly so the matter can be reviewed. Coastal Car Rentals may rely upon booking records, payment records, call logs, emails, SMS messages, signed agreements, inspection reports, photographs, GPS records where fitted and other relevant business records when responding to payment disputes, complaints or chargebacks.

Nothing in this Agreement excludes, restricts or modifies any rights or remedies that cannot lawfully be excluded under the Australian Consumer Law.

Coastal Car Rentals – Vehicle Inspection Record

A vehicle inspection is completed by Coastal Car Rentals immediately before and after every hire.

Photographs and video recordings may be taken of the interior and exterior of the vehicle to accurately record its condition.

These records may include, but are not limited to:

• Front, rear and both sides of the vehicle

• Roof (where practical)

• Windscreen and windows

• Wheels and tyres

• Interior including seats, dashboard, floor and cargo area

• Fuel level

• Odometer

• Existing damage (if any)

• Any accessories supplied with the vehicle

The photographs and inspection record form part of the Rental Agreement and may be relied upon by Coastal Car Rentals when determining the condition of the vehicle at the commencement and conclusion of the hire.

Where new damage, missing equipment, excessive cleaning, fuel shortages or other loss is identified by comparing the pre-hire and post-hire inspection records, Coastal Car Rentals may recover the reasonable costs associated with that loss in accordance with the Rental Agreement.

Inspection records, photographs and video recordings are retained by Coastal Car Rentals as part of the hire file and may be used as evidence in relation to insurance claims, payment disputes, chargebacks, legal proceedings or regulatory enquiries.

Accidents, Damage and Incidents

The Hirer must immediately notify Coastal Car Rentals of any accident, theft, damage, mechanical issue, warning light or incident involving the vehicle.

The Hirer must take all reasonable steps to minimise further damage and must not admit liability to any third party without the consent of Coastal Car Rentals or its insurer.

Where requested, the Hirer must provide details of all persons involved, witness information, police event numbers (if applicable), photographs and any other information reasonably required by Coastal Car Rentals or its insurer.

Coastal Car Rentals may photograph or video record the vehicle before, during and after the hire. These photographs and recordings form part of the Rental Agreement and may be relied upon when determining the condition of the vehicle, assessing damage, recovering repair costs, processing insurance claims, responding to payment disputes or chargebacks, or in any legal proceedings.

The Hirer acknowledges that digital inspection records, GPS records (where fitted), booking records, invoices, emails, SMS messages and other business records may be used by Coastal Car Rentals as evidence in connection with the hire.

Coastal Car Rentals – Privacy Policy

Coastal Car Rentals respects your privacy and is committed to protecting your personal information.

By making a booking or hiring a vehicle from Coastal Car Rentals, you acknowledge that we may collect, use and disclose personal information in accordance with this Privacy Policy and applicable Australian privacy laws.

Information We Collect

We may collect information including:

• Name

• Address

• Date of birth

• Telephone number

• Email address

• Driver licence details

• Payment details (or secure payment tokens)

• Booking history

• Vehicle hire history

• Vehicle inspection photographs

• CCTV footage (where applicable)

• GPS information (where fitted)

• Toll and infringement information

• Insurance information

• Communications with Coastal Car Rentals, including telephone calls, emails and SMS messages.

Why We Collect Information

We collect personal information to:

• Process bookings.

• Verify identity.

• Confirm driver eligibility.

• Administer vehicle hires.

• Process payments.

• Refund security bonds.

• Recover unpaid amounts.

• Respond to accidents or insurance claims.

• Administer tolls and infringements.

• Recover stolen or overdue vehicles.

• Improve customer service.

• Comply with legal obligations.

Storage of Information

Personal information is stored securely using reasonable physical, electronic and administrative safeguards.

Where payment card details are retained, they are stored only in accordance with the requirements of the payment provider or secure payment gateway.

Disclosure

Information may be disclosed where reasonably necessary to:

• Payment providers.

• Insurers.

• Repairers.

• Roadside assistance providers.

• Toll road operators.

• Government agencies.

• Police.

• Courts or tribunals.

• Debt collection agencies.

• Legal advisers.

• Any person authorised by law.

Vehicle Photographs and GPS

Coastal Car Rentals may photograph or video record vehicles before and after each hire.

Where vehicles are fitted with GPS or telematics equipment, location information may be collected for fleet management, theft recovery, roadside assistance, maintenance and safety purposes.

Access and Correction

You may request access to your personal information or request correction of inaccurate information by contacting Coastal Car Rentals.

Website

Our website may use cookies and analytics tools to improve website performance and customer experience.

Changes to this Policy

Coastal Car Rentals may amend this Privacy Policy from time to time. The latest version will always be available on our website.

Coastal Car Rentals – Payment, Security Bond & Card Authority

By making a booking or hiring a vehicle from Coastal Car Rentals, the Hirer authorises Coastal Car Rentals to process payments in accordance with the Website Terms & Conditions and Rental Agreement.

Payment Authority

The Hirer authorises Coastal Car Rentals to charge the nominated payment card for:

• Hire charges
• Booking deposits
• Security bonds
• Approved hire extensions
• Fuel charges
• Cleaning charges
• Damage repairs
• Insurance excess
• Towing and recovery costs
• Lost or damaged keys
• Toll charges
• Parking fees
• Traffic infringements where permitted by law
• Late return charges
• Cancellation fees
• No-show fees
• Any other reasonable amount payable under the Rental Agreement.

Card on File

Where a payment card has previously been provided to Coastal Car Rentals, and the Hirer makes a subsequent booking without providing alternative payment details, the Hirer authorises Coastal Car Rentals to use that payment method for charges properly payable under the new booking or Rental Agreement.

Payment details will only be retained where permitted by the payment provider and will be handled in accordance with applicable privacy and payment security requirements.

Security Bond

A refundable security bond may be required before the vehicle is released.

The bond may be applied towards any outstanding amount payable under the Rental Agreement including damage, fuel, cleaning, tolls, infringements, missing equipment, late return charges, or other reasonable charges arising from the hire.

Any remaining balance will be refunded after the vehicle has been returned, inspected and any outstanding charges have been identified.

Cancellation and No-Show

Vehicles are reserved exclusively for the Hirer for the agreed booking period.

Bookings cancelled less than 48 hours before the scheduled collection time, or bookings where the Hirer fails to collect the vehicle without prior notice, may incur a reasonable cancellation or no-show fee.

Where the reserved vehicle cannot reasonably be re-hired during all or part of the booked hire period, that fee may be up to the value of the unused booking period.

Payment Disputes

If the Hirer believes a charge has been made incorrectly, they should contact Coastal Car Rentals as soon as possible so the matter can be reviewed.

Where a payment dispute or chargeback is initiated, Coastal Car Rentals may rely upon booking records, Rental Agreements, payment records, invoices, emails, SMS messages, call logs, inspection photographs, GPS records where fitted and any other relevant business records when responding to the dispute.

Nothing in this document limits any rights or remedies available under the Australian Consumer Law.

Coastal Car Rentals – Booking Policy

Thank you for choosing Coastal Car Rentals.

To ensure every customer receives the vehicle they have booked, the following booking policy applies.

Reservations

A booking reserves a specific vehicle for the dates and times requested.

Once confirmed, that vehicle may no longer be available for other customers.

Payment

Depending on the booking, Coastal Car Rentals may require:

• Full payment before collection.

• A booking deposit.

• A refundable security bond.

• A valid payment card.

Driver Requirements

Drivers must:

• Hold a current and valid driver's licence appropriate for the vehicle.

• Meet any minimum age requirements.

• Produce their driver's licence before collecting the vehicle.

Additional authorised drivers must also be approved by Coastal Car Rentals.

Collection

Vehicles should be collected at the agreed time.

If you expect to arrive late, please contact us as soon as possible.

If we are unable to contact you and the vehicle is not collected, your booking may be treated as a no-show.

Cancellations

Cancellations made at least 48 hours before collection will generally not incur a cancellation charge.

Bookings cancelled within 48 hours of collection, or bookings where the vehicle is not collected, may incur a reasonable cancellation or no-show fee.

Where the reserved vehicle cannot reasonably be re-hired during the booked period, the cancellation fee may be up to the value of the unused booking period.

Returning the Vehicle

Vehicles should be returned:

• On time.

• With the agreed fuel level.

• In a reasonably clean condition.

Additional charges may apply for late returns, fuel shortages, excessive cleaning, damage, tolls or infringements.

Card on File

Where a payment card has previously been provided and a subsequent booking is made without alternative payment arrangements, Coastal Car Rentals may use that payment method for charges properly payable under the new booking or Rental Agreement.

Need Help?

If your travel plans change, or you believe there has been an error with your booking or charges, please contact Coastal Car Rentals as soon as possible so we can assist.