A quick note before the details
RUC Pass helps users manage vehicle information, Road User Charges (“RUC”), vehicle licensing/registration (“rego”), Warrant of Fitness (“WOF”) information, reminders, and related vehicle services.
To provide those services, we need to collect and use some personal information. This may include but is not limited to account details, vehicle details, registration plates, odometer readings, transaction information, payment-related information, support messages, and technical information about how the Services are used.
We do not sell, rent, trade, license, or otherwise monetise your personal information. We use personal information to provide, operate, secure, support, and improve the Services, and we may share it only where reasonably necessary for those purposes, where you authorise us, or where required or permitted by law.
We aim to collect only what we reasonably need, use it for clear purposes, protect it carefully, and give you control over your information where the law allows.
This Privacy Policy explains how we collect, use, store, disclose, retain, and protect personal information when you access or use RUC Pass.
Effective date: 15 July 2026. Version: 15 July 2026.
1. Who we are
1.1 The Services are operated by RUC ON RAILS LIMITED.
- Company Number: 9362845
- NZBN: 9429053041746
- Registered Address: 26 Hobson Street, Suite 15587, Auckland, 1010, New Zealand
1.2 RUC Pass is a product and brand of RUC ON RAILS LIMITED and is not a separate legal entity.
1.3 In this Privacy Policy, references to “RUC Pass”, “we”, “us”, or “our” refer to RUC ON RAILS LIMITED in its capacity as operator of the Services.
1.4 RUC Pass is a privately operated vehicle-management service. We do not represent the Crown, the New Zealand Government, the New Zealand Transport Agency Waka Kotahi (“NZTA”), the Ministry of Transport, or any other Crown entity, government department, public agency, or public body.
2. Scope of this Privacy Policy
2.1 This Privacy Policy applies to personal information collected through or in connection with the Services, including but not limited to:
- the RUC Pass website at https://www.rucpass.co.nz;
- the RUC Pass mobile application;
- account creation and account management;
- vehicle management features;
- RUC purchase requests;
- rego renewal requests;
- WOF, rego, RUC, and vehicle reminder features;
- vehicle data lookups and vehicle information services;
- payment and transaction processing;
- support requests, enquiries, complaints, and other communications;
- mailing list, waitlist, or expression-of-interest signups;
- analytics, cookies, diagnostics, and similar technologies;
- fraud prevention, security, and misuse monitoring.
2.2 The website and mobile application are together referred to as the “Services”.
2.3 This Privacy Policy does not apply to third-party websites, apps, services, payment providers, public-agency services, or external platforms that are not controlled by us, even where they are linked to or accessible from the Services.
3. What personal information means
3.1 “Personal information” means information about an identifiable individual, as defined in the Privacy Act 2020.
3.2 This does not include information that has been irreversibly anonymised or aggregated so that it no longer identifies an individual.
4. Personal information we may collect
4.1 We may collect personal information directly from you, automatically through your use of the Services, from third-party service providers, from public or commercial data sources, or from public-agency systems where relevant to the Services.
4.2 The information we collect depends on how you use the Services.
5. Information you provide to us
5.1 We may collect information that you provide directly, including but not limited to:
- name;
- email address;
- password or login credentials, stored by our identity provider in hashed or protected form;
- phone number;
- account profile information;
- region or location preference;
- vehicle registration plates added to your account;
- odometer readings or hubodometer readings you enter;
- vehicle notes, preferences, or saved vehicle information;
- RUC purchase request details;
- rego renewal request details;
- support requests, enquiries, complaints, feedback, and other correspondence;
- marketing preferences;
- waitlist, launch notification, or expression-of-interest details;
- information you provide when requesting account closure, correction, deletion, or privacy support.
5.2 You must ensure that information you provide is accurate, complete, and current.
6. Vehicle information we may collect or process
6.1 When you add a vehicle, request a lookup, submit a purchase request, or use vehicle-management features, we may collect, display, process, or store vehicle-related information.
6.2 This may include but is not limited to:
- registration plate;
- make, model, year, and vehicle description;
- body type;
- fuel type;
- vehicle type or class;
- RUC vehicle type, weight, distance band, or class information;
- WOF expiry information and related WOF details;
- rego expiry information and related vehicle licensing details;
- RUC information, expiry estimates, distance information, purchase history, or related RUC details where available;
- odometer history;
- odometer readings you enter;
- stolen vehicle indicators or other vehicle-status indicators where available;
- registered address status or vehicle address-related information where relevant and available;
- transaction records connected to a vehicle;
- reminders, estimates, predictions, or alerts generated in relation to a vehicle;
- other vehicle-related records available through third-party, public, commercial, or government-related data sources.
6.3 Vehicle information may relate to an identifiable individual where it is linked to your account, your vehicle, your address, your transaction history, your correspondence, or other personal information.
7. Transaction and purchase information
7.1 If you submit a RUC purchase request, rego renewal request, or other vehicle-related transaction request, we may collect and process information required to arrange, facilitate, support, verify, record, or complete that request.
7.2 This may include but is not limited to:
- the vehicle selected;
- registration plate;
- RUC distance or purchase amount;
- odometer or hubodometer reading;
- rego renewal period;
- transaction amount;
- service fees, convenience fees, processing fees, payment fees, government charges, or statutory fees;
- payment status;
- purchase date and time;
- transaction status;
- confirmation, receipt, temporary licence, licence, label, notice, or other transaction record;
- communications about the transaction;
- refund, correction, cancellation, failed payment, chargeback, or dispute information;
- fraud prevention or security review information;
- audit and accounting records.
7.3 We retain transaction records only where, and for as long as, reasonably necessary for a specific legal, accounting, audit, tax, fraud-prevention, dispute-resolution, regulatory, enforcement, or security purpose, as described in section 18.
8. Payment information
8.1 We may use third-party payment processors, banking providers, retail payment systems, or other payment service providers.
8.2 We may collect or receive payment-related information, including but not limited to:
- payment method type;
- payment status;
- transaction reference;
- amount paid;
- payment date and time;
- partial card details, such as card brand and last four digits, where provided by a payment processor;
- billing or receipt information;
- chargeback, refund, reversal, failed payment, or dispute information.
8.3 We do not store full payment card details unless expressly stated. Full payment details are generally handled by payment providers subject to their own terms and privacy practices.
9. Automatically collected information
9.1 When you use the Services, we may automatically collect technical and usage information, including but not limited to:
- IP address;
- device information;
- browser information;
- operating system information;
- app version;
- pages or screens viewed;
- buttons, links, or features interacted with;
- referring URLs;
- timestamps;
- approximate location derived from IP address;
- crash logs;
- diagnostics;
- performance information;
- security logs;
- session information;
- cookie, pixel, local storage, or similar technology identifiers.
9.2 This information helps us operate, secure, maintain, diagnose, improve, and understand use of the Services.
10. Cookies and similar technologies
10.1 We may use cookies, pixels, local storage, software development kits, device identifiers, and similar technologies for purposes including but not limited to:
- operating the Services;
- keeping you signed in where applicable;
- remembering preferences;
- securing the Services;
- preventing fraud, spam, misuse, or unauthorised access;
- understanding how the Services are used;
- improving performance and user experience;
- measuring traffic, engagement, and feature usage;
- diagnosing technical issues.
10.2 You can manage or disable cookies through your browser settings. Disabling cookies may affect the functionality of the Services.
11. Analytics and interaction recording
11.1 We may use analytics and interaction-recording tools to understand how users interact with the Services and to improve performance, usability, reliability, security, and product design.
11.2 These tools may capture technical interaction data including but not limited to:
- page or screen navigation;
- clicks;
- taps;
- scrolling behaviour;
- cursor movement;
- interface interactions;
- loading events;
- error events;
- device and browser information.
11.3 Interaction data may be used to generate visual reconstructions or behavioural summaries of user sessions for internal analysis.
11.4 Where interaction-recording tools are used, we take reasonable steps to avoid capturing sensitive information entered into fields where that information is not required for analytics purposes.
11.5 Interaction data may be processed by third-party analytics service providers acting on our behalf.
12. How we use personal information
12.1 We may use personal information for purposes including but not limited to:
- operating, maintaining, and improving the Services;
- creating and managing user accounts;
- authenticating users;
- adding and managing vehicles;
- providing vehicle lookup and vehicle-management features;
- displaying WOF, rego, RUC, odometer, and vehicle information where available;
- generating vehicle reminders, alerts, estimates, and notifications;
- processing, arranging, facilitating, recording, or supporting RUC purchase requests;
- processing, arranging, facilitating, recording, or supporting rego renewal requests;
- processing payments, refunds, chargebacks, reversals, and transaction disputes;
- providing confirmations, receipts, temporary licences, labels, notices, or transaction records where available;
- responding to enquiries, complaints, feedback, and support requests;
- sending service-related communications;
- sending marketing or product updates where permitted;
- preventing fraud, misuse, spam, unauthorised access, chargebacks, account compromise, or security incidents;
- monitoring and improving performance, reliability, and user experience;
- analysing usage trends and product performance;
- complying with legal, accounting, audit, tax, regulatory, or enforcement obligations;
- protecting our rights, property, users, systems, and Services;
- enforcing our Terms and Conditions;
- assessing or completing business transactions such as investment, restructuring, merger, acquisition, or sale.
12.2 We may combine information collected from different sources where reasonably necessary for these purposes.
13. Service-related communications and marketing
13.1 We may send service-related communications where reasonably necessary for the operation of the Services.
13.2 Service-related communications may include but are not limited to:
- account notices;
- security notices;
- purchase confirmations;
- RUC licence or temporary licence emails;
- rego renewal confirmations;
- payment notices;
- support messages;
- reminder notices;
- operational updates;
- changes to our Terms, Privacy Policy, or Services.
13.3 You may not be able to opt out of service-related communications where they are necessary for account administration, transaction processing, legal compliance, safety, security, or operation of the Services.
13.4 If you consent to receive marketing, product updates, waitlist updates, or launch communications, you can unsubscribe from non-essential communications at any time using the unsubscribe link in those messages, where available, or by contacting us.
14. Disclosure of personal information
14.1 We may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy.
14.2 This may include disclosure to any of the following, including but not limited to:
- hosting and cloud infrastructure providers;
- database, authentication, and security providers;
- payment processors, banking providers, and transaction service providers;
- vehicle data providers;
- analytics, diagnostics, and performance monitoring providers;
- email, notification, messaging, and customer-support providers;
- fraud prevention, identity, security, and risk-management providers;
- professional advisers, including lawyers, accountants, auditors, insurers, and consultants;
- public agencies, regulators, enforcement bodies, courts, tribunals, or dispute-resolution bodies where required or permitted by law;
- NZTA or other public-agency systems where relevant to a transaction, request, legal requirement, or vehicle-related service;
- potential investors, buyers, partners, or advisers as part of a proposed or actual business transaction, subject to appropriate confidentiality protections;
- other parties where you authorise the disclosure or where disclosure is otherwise permitted by law.
14.3 We do not sell, rent, trade, license, or otherwise monetise personal information.
14.4 Clause 14.3 does not prevent us from using or disclosing personal information where reasonably necessary to provide, operate, secure, support, improve, or enforce the Services, process transactions, work with service providers, comply with law, protect our rights, prevent fraud or misuse, respond to disputes or lawful requests, or assess or complete a business transaction such as investment, restructuring, merger, acquisition, or sale.
14.5 We may use anonymised or aggregated information for analytics, reporting, product improvement, research, business planning, or commercial purposes, provided that information does not identify you.
15. Public agencies and third-party data sources
15.1 Some features of the Services may involve information, systems, charges, licences, labels, records, or data sources administered by public agencies or third-party providers.
15.2 We may collect information from, disclose information to, or process information through those sources for purposes including but not limited to:
- vehicle lookups;
- WOF information;
- rego information;
- RUC information;
- vehicle-status checks;
- odometer history;
- purchase requests;
- renewal requests;
- confirmations, receipts, licences, labels, notices, or other records;
- fraud prevention, verification, support, or dispute resolution.
15.3 References to NZTA, the Ministry of Transport, RUC, rego, WOF, vehicle registers, government charges, public records, or other public-sector services are included because those services, obligations, records, or data sources may be relevant to the Services. Any such reference is for identification and contextual purposes only and does not indicate endorsement, sponsorship, approval, authorisation, partnership, representation, or any formal relationship between RUC Pass and any public agency or third party.
16. Overseas storage and processing
16.1 Personal information collected through the Services is primarily stored and processed using cloud infrastructure in Australia, including the Asia Pacific Sydney region.
16.2 Some service providers may store or process information in other jurisdictions.
16.3 Where personal information is stored or processed overseas, we take reasonable steps to ensure that it is protected in a manner consistent with this Privacy Policy and applicable New Zealand privacy law.
17. Security
17.1 We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction.
17.2 These measures may include but are not limited to:
- access controls;
- encryption or secure transmission where appropriate;
- authentication controls;
- logging and monitoring;
- security review processes;
- staff or contractor access restrictions;
- use of reputable infrastructure and service providers.
17.3 No system is completely secure. We cannot guarantee absolute security of personal information.
18. Retention
18.1 We retain personal information only for as long as it is required for a purpose for which it may lawfully be used, unless a longer retention period is required by law.
18.2 We may retain information where reasonably necessary for:
- providing the Services;
- maintaining account and transaction records;
- complying with legal, accounting, audit, tax, regulatory, or enforcement requirements;
- resolving disputes;
- handling support requests;
- preventing fraud, misuse, chargebacks, or security incidents;
- enforcing agreements;
- maintaining business records required for a specific lawful purpose;
- improving the Services using anonymised or aggregated information.
18.3 Financial, transaction, invoice, credit note, refund, payment, accounting, and tax records are retained for the period required by applicable law, generally for at least seven tax years.
18.4 Support, audit, security, fraud-prevention, legal, enforcement, and dispute-related records are retained only for as long as reasonably necessary for the relevant lawful purpose. We periodically review retained information and delete or irreversibly anonymise it when it is no longer required.
18.5 We may retain irreversibly anonymised or aggregated information for longer-term analysis, reporting, product improvement, or business purposes because it no longer identifies an individual.
19. Account closure and deletion requests
19.1 You may close or delete your RUC Pass account from within the App, where that feature is available, or by contacting us at support@rucpass.co.nz.
19.2 You may also request deletion of personal information by contacting us. We may need to verify your identity before processing a request made outside the authenticated App.
19.3 When you confirm an account deletion request, we will immediately disable access to the account, revoke active login sessions, remove saved vehicles and stored payment methods from the account view, and stop marketing communications. The account will then enter a 30-day grace period.
19.4 During the grace period, you may contact support@rucpass.co.nz to request reinstatement. We may need to verify your identity before reinstating the account. If the account is reinstated, the marketing preference held immediately before the deletion request may be restored and can be changed at any time.
19.5 After the grace period ends, the account can no longer be reinstated. We will delete or irreversibly anonymise the personal profile, login credentials, saved vehicles, stored payment method references, and other information that is no longer required for a lawful purpose.
19.6 We may retain limited transaction, order, invoice, credit note, refund, payment, accounting, tax, audit, fraud-prevention, security, dispute, and regulatory records where, and only for as long as, retention is reasonably necessary or required by law. Retained records will not be used for marketing.
19.7 Information scheduled for deletion may remain in protected backups until it is removed through our ordinary backup-retention cycle. Backup information will not be returned to active use except where reasonably necessary for disaster recovery, security, or legal compliance.
19.8 Following final deletion, the email address will no longer be linked to a recoverable account and may ordinarily be used to create a new account. We may still restrict registration where reasonably necessary and permitted by law for fraud prevention, security, enforcement, or compliance purposes.
19.9 Suspending or restricting an account is not account deletion. While an account is suspended, we may retain and use relevant information to investigate the matter, protect the Services, enforce our Terms, comply with legal requirements, and determine whether the account should be restored or terminated. Marketing communications will be stopped while the account is suspended. If the account is restored, the marketing preference held immediately before suspension may be restored and can be changed at any time.
19.10 We may limit or delay deletion only where, and to the extent that, the information remains reasonably necessary for a specific lawful purpose or retention is required by law. We will not retain information solely because it may be useful in the future.
19.11 We will handle account closure and deletion requests in accordance with the Privacy Act 2020 and this Privacy Policy.
20. Your privacy rights
20.1 Under the Privacy Act 2020, you have rights to:
- request access to personal information we hold about you;
- request correction of personal information we hold about you;
- request that a statement of correction be attached where applicable;
- make a complaint if you believe your privacy rights have been breached.
20.2 Requests must be made in writing and may require verification of identity.
20.3 We may refuse a request in limited circumstances permitted by law.
21. Accuracy of information
21.1 We take reasonable steps to ensure personal information we use is accurate, up to date, complete, relevant, and not misleading.
21.2 You are responsible for ensuring that information you provide to us is accurate, complete, and current.
21.3 Vehicle information from third-party, public, commercial, or government-related data sources may not always be accurate, complete, current, or available. You should check important vehicle information against official records where necessary.
22. Third-party websites and services
22.1 The Services may contain links to third-party websites, apps, payment providers, public-agency services, or external platforms.
22.2 We are not responsible for the privacy practices, content, security, availability, or accuracy of third-party services.
22.3 You should review the privacy policies and terms of any third-party services you use.
23. Children
23.1 The Services are not directed at children.
23.2 We do not knowingly collect personal information from children.
23.3 If you believe a child has provided personal information to us, please contact us and we will take reasonable steps to address the issue.
24. Changes to this Privacy Policy
24.1 We may update this Privacy Policy from time to time.
24.2 Each version will state its effective date. Changes apply prospectively from that date unless applicable law requires otherwise.
24.3 If we make a material change to how we collect, use, disclose, retain, or delete personal information, we will take reasonable steps to notify affected users before the change takes effect where practicable.
24.4 Where applicable law requires consent for a new use or disclosure, we will seek that consent rather than relying only on continued use of the Services.
25. Contact us
25.1 If you have questions, requests, or complaints relating to privacy, contact:
25.2 Operator details:
RUC ON RAILS LIMITED
Company Number: 9362845
NZBN: 9429053041746
Registered Address: 26 Hobson Street, Suite 15587, Auckland, 1010, New Zealand