Privacy Policy

Last updated 11 November 2026

Motormoola is run by Brendan McCoy trading as Motormoola (ABN 63 778 258 741), based in New South Wales, Australia (“Motormoola”, “we”, “us”). We respect your privacy and handle personal information in line with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). This policy explains what personal information we collect when you use the Motormoola website and app, how we collect and hold it, why, who we share it with, and the choices and rights you have.

The short version

• We only collect what we need to run Motormoola.
• We never sell, rent or trade your personal information, and we don’t use advertising trackers.
• Your cars, receipts, logbooks and photos are private to your account.
• Our main database is in Australia (Sydney). Some of the services we use may handle limited information overseas, explained below.
• You can see, change or delete your information at any time in the app.

1. What we collect

Your account

• Your name, email address and password. Your password is stored in scrambled (hashed) form, so we can’t read it.
• Your mobile number, if you choose to add it.
• Your settings, such as your appearance setting (day, night or automatic).
• That you agreed to our Terms of Use and this policy, and when.

Your car details

• Things you add in My Garage, such as rego, state, make, model, year, variant, fuel type, odometer, VIN, insurer, policy number, cover type, renewal and service dates, and tyre details.

Your receipts

• Receipt photos and PDFs you upload, and the details you add: type, folder, amount, date, place, car, odometer reading and notes.
• Receipts can contain other information printed on them, such as a business name, an address or the last digits of a card. Please don’t upload anything you don’t want stored.

Your trip logbook (members)

• If you use the trip logbook: the logbook dates, odometer readings, and for each trip the date, odometer readings, the reason for the trip, and optionally where you drove from and to.

Health information (only if you choose to upload it)

• Members can store receipts in a Health folder. Health receipts (for example, from a chemist or doctor) can reveal information about your health, which the Privacy Act treats as sensitive information.
• We only collect this if you choose to upload it, and by uploading it you consent to us storing it for you. We use it only to store and show it to you, and to include it in downloads you request. We never use it for any other purpose, and we never share it except with our storage provider or if the law requires it.
• We don’t ask for, and you don’t need to give us, any other sensitive information.

Your location (only if you choose)

• If you tap Use my location in Fuel Finder, your device shares your approximate location so we can show nearby fuel prices. We use it only for that search and don’t store it in your account. You can always search by suburb or postcode instead.
• Your last fuel search is remembered on your own device (in your browser’s storage), not on our servers.

Fleet (business accounts)

• If you create a business account: your business name and, optionally, its ABN, plus the company vehicles you add and who they’re assigned to.
• If you join your work’s account: which business you belong to, and your name and email, which the business owner can see.
• What the business owner can see: everything recorded against company vehicles, including receipts and photos, odometer readings, logbooks and trips, and who recorded them. They can’t see your personal cars, personal receipts or anything else in your account.
• If you leave the business, what you recorded on company vehicles stays with the business.

Membership and payments

• If you become a member, payments are handled by Stripe. We never see or store your full card number. Stripe tells us your customer and subscription references, your plan, its status and renewal date, and we keep those.
• Your Moola points history and any rewards you claim, including the details we need to send you a reward.

Businesses registering interest

• If you register a business, we collect the business name and type, contact name, email, and optionally phone, suburb, ABN and a message.

Messages you send us

• If you contact us, we keep your message, your contact details and our reply.

Technical information

• Like most websites, our hosting and database providers keep short-term technical logs (such as IP address, browser and device type, and the pages requested) to keep the service running and secure.

2. How we collect it

• From you, when you sign up, add a car, upload a receipt, use the logbook, register a business or contact us. This is how we collect almost all of your information.
• From Stripe, which tells us whether your membership payment went through and when it renews.
• Automatically, through the technical logs described above and the cookies described below.

If you don’t give us some information, you may not be able to use parts of Motormoola. For example, you need an email address to create an account.

Using Motormoola without giving your name: anyone can use Fuel Finder without an account. You can also use a nickname instead of your real name in your account.

Information we didn’t ask for: if we receive personal information we didn’t ask for and couldn’t have collected under this policy, we’ll destroy or de-identify it where it’s lawful and reasonable to do so.

3. Why we use it

• To create and run your account, and show your garage, receipts, logbook and reminders.
• To find fuel prices near you.
• To run memberships, payments, Moola points and rewards, including checking for duplicate or false receipts.
• To run Fleet business accounts, including showing business owners what staff record on company vehicles.
• To send you service messages about your account, membership, reminders or a reward, and to answer your questions.
• To contact businesses that registered interest about partnering with us.
• To keep Motormoola secure, prevent misuse and fraud, and fix problems.
• To improve Motormoola, using general, de-identified information where we can.
• To meet our legal obligations, such as keeping tax records.

We only use your information for these purposes, for related purposes you would reasonably expect, or where you’ve agreed or the law allows or requires it.

4. Emails and marketing

• We send service messages you need, such as sign-up confirmation, password resets, payment receipts and membership notices.
• We’ll only send you marketing emails (such as news, offers or deals) if you’ve agreed to them. Every marketing email will say it’s from Motormoola and have an unsubscribe link, and we’ll stop within five working days of you unsubscribing.

5. Automated decisions

Motormoola automatically adds Moola points when a member uploads a receipt, following the rules in our Terms of Use, including the daily limit and the duplicate check. We don’t use your personal information to make any other automated decisions that could significantly affect your rights or interests. If you think points were wrongly withheld, contact us and a person will review it.

6. Who we share it with

We don’t sell, rent or trade your personal information. If you use a work account on Fleet, the business owner can see what you record on company vehicles, as explained above. Otherwise, we share your information only with service providers that help us run Motormoola, and only as much as they need to do their job for us:

• Supabase: stores our database and your receipt photos, in its Sydney, Australia region.
• Vercel: hosts the website and app. It may process requests and technical logs on servers outside Australia, including in the United States.
• Stripe: processes membership payments, and may store payment information in Australia and overseas, including the United States.
• Email provider: when we send you emails (such as confirmations and reminders), our email provider handles your email address and the message.
• Map, font and directions services: when you use Fuel Finder, your browser loads map images from OpenStreetMap and fonts from Google Fonts, which can see your IP address. If you tap Go or Directions, Google Maps opens and its own privacy policy applies.
• Reward suppliers: if you claim a reward, we may give the supplier your name and email or postal address so they can send it to you.

Fuel prices come from NSW Government FuelCheck. We don’t send FuelCheck any of your personal information.

We may also disclose information if the law requires or authorises it (for example, a court order), or where it’s reasonably necessary to prevent a serious threat to someone’s life, health or safety.

If Motormoola is ever sold or merged with another business, your information may be transferred to the new owner, who must keep protecting it in line with this policy. We’ll tell you before that happens.

7. Overseas disclosure

Our main data is stored in Australia, but some providers (such as Vercel, Stripe, our email provider and Google Fonts) may handle limited information in other countries, mainly the United States. We choose reputable providers with strong security practices and take reasonable steps so they handle your information consistently with the Australian Privacy Principles.

8. How we protect it

• Information is sent over encrypted connections (HTTPS).
• Each account can only access its own cars, receipts, logbooks and photos, which is enforced in our database, not just in the app.
• Receipt photos are kept in private storage and are only shown through short-lived private links.
• Secret keys stay on our servers. Our admin accounts use two-step login, and we limit who can access our systems.

No system is perfectly secure. If a data breach is likely to cause you serious harm, we’ll tell you and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.

9. How long we keep it

We keep your information while your account is open, and only for as long as we need it. If you delete your account in Settings, we delete your account, cars, receipts, receipt photos, logbooks, points and reward claims. Copies may remain in our providers’ backups for a short time before they are overwritten. We may keep payment and membership records for as long as the law requires (generally five years for tax).

Tip: the ATO generally asks you to keep tax records, including car logbooks, for five years. Download your receipts and logbook before deleting your account if you still need them.

10. Cookies and device storage

We use essential cookies to keep you logged in and to remember a few choices (such as hiding the set-up card), and your browser’s storage to remember your appearance setting and last fuel search. We don’t use advertising or tracking cookies. Stripe’s payment page uses its own cookies to process payments securely and prevent fraud.

11. Your choices and rights

• Access and correction: you can see and correct most of your information at any time in My Garage, Receipts, the logbook and Settings. You can also ask us for a copy of the personal information we hold about you, or ask us to correct it. We’ll respond within 30 days, and there’s no charge. If we can’t give you access or make a correction, we’ll tell you why in writing and how you can complain.
• Delete: delete your account and information in Settings.
• Location: location is optional. You can turn off location access in your browser or phone settings.
• Marketing: unsubscribe at any time using the link in any marketing email.

12. Children

Motormoola is for people aged 16 and over, and you must be 18 or over to buy a membership. We don’t knowingly collect information from children under 16. If you think a child under 16 has given us information, contact us and we’ll delete it.

13. Questions or complaints

If you have a question or think we’ve mishandled your information, contact us at mrmoola@motormoola.com.au. We’ll acknowledge your complaint within 7 days, look into it, and give you a written answer within 30 days. If you’re not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

14. Changes to this policy

We may update this policy as Motormoola grows, for example when we add new features or services. We’ll change the date at the top and, for important changes, tell you by email or in the app before they apply.