REGIONAL MOTEL GUEST INCIDENT REGISTER

1. Purpose

The Regional Motel Guest Incident Register (RMGIR) is a shared incident reporting platform designed to assist participating accommodation providers in identifying, documenting and managing guest-related incidents.

The platform allows authorised participating motels to access incident information submitted by other participating motels, subject to this Agreement and applicable Australian law.

2. Participation and Authorisation

By joining RMGIR, the participating motel confirms that:

• It is a legitimate accommodation business.
• The person accepting this Agreement is authorised to act on its behalf.
• It agrees to comply with the terms of participation.
• It accepts responsibility for the actions of its authorised users.

RMGIR may verify motel registration details before approving participation.

3. Information Shared Through RMGIR

Participating motels acknowledge that incident reports may contain:

• Guest first and last names
• Guest postcodes
• Incident dates and locations
• Incident categories and severity
• Factual incident descriptions
• Actions taken by the reporting motel
• Incident statuses, corrections and dispute information

This information may be accessible to authorised managers of other participating motels.

4. Permitted Use of Information

Participating motels may use RMGIR information only for legitimate accommodation-related purposes, including guest safety, property protection, incident assessment and lawful risk management.

Participating motels must not:

• Disclose incident information to unauthorised third parties.
• Publish guest information on social media or public websites.
• Use the register to harass, intimidate or discriminate unlawfully against individuals.
• Download or systematically collect information for unrelated purposes.
• Share account credentials with other individuals.
• Treat an incident allegation as conclusive proof of wrongdoing.

Any accommodation decision must be made independently, fairly and in accordance with applicable law.

5. Incident Reporting Standards

Participating motels agree that incident reports must:

• Be accurate, factual and submitted in good faith.
• Distinguish observed facts from allegations or opinions.
• Avoid exaggerated, misleading or defamatory statements.
• Contain only personal information reasonably necessary for the legitimate reporting purpose.
• Be corrected promptly when material inaccuracies are identified.

Knowingly false or malicious reports are prohibited.

6. Guest Notification and Privacy

Participating motels must comply with applicable privacy and other legal requirements concerning the collection, use and disclosure of guest information.

Where legally required, motels must provide guests with appropriate notice about the collection and sharing of their information.

Participation in this Agreement does not itself establish guest consent or authorise a disclosure that would otherwise be unlawful.

RMGIR will provide a standard guest information notice that motels may use, subject to their own legal obligations.

7. Guest Disputes and Corrections

Participating motels acknowledge that guests may dispute incident information.

Motels agree to:

• Cooperate with legitimate requests for review or correction.
• Provide relevant supporting information when reasonably requested.
• Respond within applicable legal timeframes and any reasonable platform deadlines.
• Correct or withdraw reports found to be materially inaccurate.
• Respect decisions made through RMGIR's authorised dispute and review procedures.

8. Account Security and Confidentiality

Participating motels are responsible for maintaining appropriate account security.

They must:

• Restrict access to authorised personnel.
• Use individual accounts rather than shared credentials.
• Promptly notify RMGIR when an authorised user leaves the business or no longer requires access.
• Report suspected unauthorised access or disclosure without undue delay.
• Take reasonable steps to protect information obtained through the platform.

RMGIR may maintain access and activity logs for security, compliance and investigation purposes.

9. Information Retention

Incident information will be retained and made available according to RMGIR's published retention policy and applicable legal requirements.

Information may be retained beyond normal visibility periods where reasonably necessary for legal obligations, dispute resolution, security investigations or other lawful purposes.

Retention must not continue indefinitely without an appropriate justification.

10. Suspension and Termination

RMGIR may suspend or terminate motel participation where there is reasonable evidence of:

• Deliberately false or malicious reporting.
• Misuse or unauthorised disclosure of guest information.
• Serious or repeated breaches of this Agreement.
• Fraudulent registration or account activity.
• Conduct that compromises the security or integrity of the platform.

Where appropriate, the motel will be given notice and a reasonable opportunity to respond, except where immediate action is necessary to protect individuals, information or the platform.

11. Responsibility and Liability

Each participating motel is responsible for the accuracy of information it submits and for its own decisions made using information obtained through RMGIR.

RMGIR does not independently guarantee the accuracy of every incident report.

Nothing in this Agreement excludes obligations or liabilities that cannot lawfully be excluded.

Any additional liability allocation, indemnity or limitation of liability provisions must be separately reviewed for legal enforceability.

12. Changes to this Agreement

RMGIR may amend this Agreement from time to time.

Participating motels will be notified of material changes and may be required to accept an updated version before continuing to use the platform.

13. Governing Law

This Agreement is governed by the laws of the Australian state or territory specified in the final executed agreement, together with applicable Commonwealth laws.

14. Acceptance

By accepting this Agreement, the authorised motel representative confirms that they have read and understood its terms and agree to them on behalf of the participating motel.

Motel Name: __________________________

Authorised Representative: __________________________

Date: __________________________

Agreement Version: 1.1

Acceptance: ☐ I have read and agree to the RMGIR Motel Participation Agreement.