Weekly Car Rental
Software Terms

Last updated: 29 September 2026.

Software terms (subscription agreement)

Last updated: 29 September 2026.

These terms are an agreement between Web Development Experts Pty Ltd (“we”, “us”) and the business that uses the Weekly Car Rental software (“you”, the operator).

You accept these terms when you create an account, sign an order or start using the software. Our privacy policy and website terms of use also apply.

1. The software

The software is an online tool for running a car rental fleet. It helps you keep records of cars, drivers, rentals, agreements, payments, bonds, fines, claims, maintenance and GPS data. We host it and give you access through https://app.weeklycarrental.com.au or your own domain.

We may improve or change features over time. We publish changes on our feature releases page.

2. Pricing and billing

  • Our current prices are the prices we quote you when you sign up, or as we update them by notice under these terms. All prices are ex GST. GST is added to each invoice.
  • You pay for each booking active in a week (a car out on hire), at the rate for your fleet size, plus any add-ons you choose and a once-off account setup fee.
  • Optional services you choose (for example GPS tracking, SMS or Direct Debit collection) are charged at the price we quote you. You use your own IOP GPS or WhatsGPS trackers and connect them to the software.
  • We invoice you every 4 weeks. Your first invoice is 30 days after go-live.
  • We charge you, the operator, only. We never charge your drivers. Any amount a driver pays you is set and collected by you.
  • There is no lock-in contract and no minimum term.
  • We may change our prices. We will give you at least 30 days’ notice by email before a price change applies to you.
  • If an invoice is not paid by the due date, we will email you. If it is still unpaid 14 days after that notice, we may suspend access until it is paid. We do not delete any data while your account is suspended.

3. Your account

  • You are responsible for everyone you give access to, and for keeping logins secure.
  • You must give us accurate business and billing details.
  • Tell us straight away if you think someone has used your account without permission.

4. Your content is your responsibility

You write, choose and send everything you create or send through the software. This includes rental agreements, terms and conditions, policy certificates, claim documents, invoices, charges, fees, bond decisions, fines nominations and messages to drivers.

We provide the tool only. We are not responsible for the content, legality, accuracy or enforceability of your documents, charges or decisions. We do not give legal, tax or financial advice. We are not an insurer and do not give insurance advice. Reports such as the BAS report help you prepare your records. Check them with your accountant.

You must make sure your agreements, charges and fees follow the law, including the Australian Consumer Law and state laws about fines and tolls.

5. Self-insured operators and policy certificates

The software lets you create a policy certificate: a document that describes your own terms as a self-insured operator, which can be attached to a driver’s signed agreement. The software also lets you record accident and damage claims and the excess a driver owes.

  • We are not an insurer. We do not provide, arrange or recommend insurance or cover of any kind.
  • We have no part in any claim decision, outcome or payout. The software records and organises claims. It does not decide them.
  • Because we are not an insurer, we do not check whether your arrangements meet financial services or insurance laws. You must make sure your arrangements with drivers follow the law, including those laws, and you must get your own legal advice about them.

6. Payments go through third parties

Direct Debit and PayID payments are collected by a third-party payment processor, currently Pay Advantage, under its own terms. You sign up with the processor directly. SMS, email and GPS services are also provided by third parties.

  • We do not hold your money or your drivers’ money.
  • We are not responsible for a processor’s decisions, fees, delays, failed debits or errors, or for problems with bank files you upload.
  • Bank statement matching marks payments using the files you upload. Check the results. You are responsible for your records.

7. Driver data and consent

You control the personal information you put into the software about your drivers. We process it on your behalf to run the software. You must:

  • Tell your drivers what you collect and why, and have their consent or another lawful basis to collect and upload it, including licence and ID images, signatures, photos and payment details.
  • Follow the Privacy Act 1988 and the Australian Privacy Principles where they apply to you.
  • Keep driver information accurate, and deal with drivers’ requests to see or correct it.
  • Only send marketing messages to drivers who agreed to get them, with a way to unsubscribe.

8. Acceptable use

You must not use the software to:

  • Break any law, including debt collection and consumer laws. No threats, harassment or misleading demands for payment.
  • Upload content you do not have the right to use.
  • Try to access other operators’ data, break security or overload the software.

Blacklist and shared defaulter check

The blacklist and shared defaulter check help operators see if a driver left owing money elsewhere. Entries can affect a person’s ability to rent a car, so:

  • Only add a driver when you have a genuine, recorded reason, such as an unpaid debt.
  • Keep entries accurate, fair and up to date. Remove or correct an entry when a debt is paid or found to be wrong.
  • Do not add personal opinions, insults or information that is not needed.
  • Use results only to make a rental decision. Do not share them outside the software.
  • Tell drivers, in your agreement or privacy notice, that you may record unpaid debts in a shared check.

We may remove entries or suspend access to the defaulter check if we think it is being misused.

9. GPS tracking

GPS tracking works with your own IOP GPS or WhatsGPS trackers. It is charged at the price we quote you. You buy, fit and pay for the trackers and their SIM or data plans with the tracker supplier.

If you use GPS tracking, you must tell your drivers that the car is tracked, and follow the surveillance and privacy laws in your state. Put a clear notice in your rental agreement. You are responsible for how you use location data.

10. Availability and support

  • We work to keep the software available, but we do not promise it will always be available or free of errors. We may need to stop it for short periods for maintenance or updates.
  • Support is by phone, WhatsApp, email and our support form, Monday to Friday, 9am to 5pm (Melbourne time).
  • Services from third parties (payment processors, SMS, email and GPS providers) may stop or change. We are not responsible for their outages.

11. Limit of liability

Nothing in these terms excludes, restricts or changes any right or remedy you have under the Australian Consumer Law that cannot be excluded. Where the law allows us to limit our liability, it is limited to supplying the service again or paying the cost of supplying it again.

Subject to that, and to the extent the law allows:

  • Our total liability to you is limited to the fees you paid us in the 3 months before the event that caused the claim.
  • We are not liable for loss of profit, revenue, data or business, or for indirect loss.
  • We are not liable for loss caused by your content, your decisions, your drivers, or third-party services.

12. Indemnity

You indemnify us against claims, losses and costs that come from your content (including your agreements, policy certificates, charges and claim decisions), your use of driver data, your use of the blacklist, defaulter check or GPS tracking, or your breach of these terms or the law.

13. Intellectual property

We own the software and everything in it, apart from your content. You own your content and your data. You give us permission to store and process it only to run the software for you.

14. Cancelling and termination

  • You can cancel at any time by telling us in writing (email is fine). There is no lock-in. Cancelling takes effect at the end of your current 4 week billing cycle. You pay for use up to that date.
  • We may suspend your account for non-payment as set out in section 2. We may end your account if you do not pay, break these terms or use the software unlawfully. Where we can, we will give you notice and a chance to fix the problem first.
  • We may end the service for everyone. If we do, we will give you at least 60 days’ notice by email, so you have time to export your data.

15. Exporting your data

You can export your data to Excel at any time from the software. After your account closes, you can still export it for 30 days. We then delete it within 90 days of the account closing, except records we must keep by law.

16. Changes to these terms

We may change these terms. We will email you at least 30 days before a change that affects you. If you keep using the software after that, the new terms apply. If you do not agree, you can cancel.

17. Governing law

These terms are governed by the laws of Victoria, Australia. You and we agree to the courts of Victoria.

18. Contact us

Web Development Experts Pty Ltd, Australia. Email: support@weeklycarrental.com.au. Phone: 0489 200 222.