Privacy Policy

1.  Our Commitment to Privacy

Caves House Apartments values and respects the privacy of every person we deal with. We are committed to protecting your personal information and to complying with the Privacy Act 1988 (Cth) and all applicable Australian Privacy Principles (APPs).

This Privacy Policy describes how we collect, hold, use, and disclose your personal information, and the steps we take to keep it accurate and secure. We encourage you to read it carefully.

2.  Your Consent

By using our website, making a booking, visiting our property, interacting with our social media channels, or otherwise providing us with your personal information, you confirm that you have read and agree to this Privacy Policy and consent to our collection and use of your personal information as described herein, to the extent required by applicable law.

If we change this Privacy Policy, we will post the updated version on our website and note the date of revision at the top of this document. We encourage you to check this page periodically.

3.  What Is Personal Information?

"Personal information" means any information or opinion - whether true or not, and whether recorded in material form or not - about an identified individual or an individual who is reasonably identifiable. This includes information that identifies you directly (such as your name) or indirectly.

4.  What Personal Information Do We Collect?

The personal information we collect depends on the nature of your dealings with us. It may include:

• Full name
• Mailing or street address
• Date of birth
• Email address
• Phone number
• Credit or debit card details (collected securely for booking and payment purposes)
• Social media handles or profile information where you interact with us online
• Survey or feedback responses
• Employment-related information if you apply for a position with us

 

5.  How Do We Collect Your Personal Information?

5.1  Directly from you

We collect personal information directly from you when you:

• Make or enquire about a reservation by phone, email, online, or in person
• Check in to the property
• Interact with us in person, by phone, or via email
• Use our website or submit an online form
• Subscribe to our mailing list or newsletter
• Participate in a survey, competition, or promotion
• Apply for employment or a contractor role

 

5.2  From third-party service providers

We may also receive your personal information through third-party service providers that support our operations. These providers fall into the following categories:

• Online travel agents and booking channels: Third-party platforms through which guests may discover and book apartments
• Property management and reservation systems: Software platforms used to manage reservations, guest profiles, and property operations
• Channel management and rate distribution: Tools that distribute our availability and pricing across booking channels
• Payment processing: Secure third-party services used to process credit and debit card transactions
• Accounting and financial systems: Platforms used to manage our financial records and reporting
• Workforce management: Systems used to manage staff scheduling, timekeeping, and payroll-related functions

We collect your personal information through these providers in order to complete and manage your accommodation booking. The specific providers we engage may change from time to time. A current list of our key technology partners is available on request.

 

5.3  Website and digital activity

When you visit our website, we may automatically collect certain technical information, including your IP address, browser type and version, operating system, pages visited, time spent on pages, and referring URLs. This information is collected using cookies and web analytics tools.

We use web analytics tools to understand how visitors interact with our website. A description of the analytics tools currently in use is available on our website. This information is generally collected in anonymised, aggregate form. Our analytics tools may change from time to time; our Privacy Policy will reflect any material changes.

A cookie consent notice is displayed on your first visit to our website. You may manage your cookie preferences through that notice or through your browser settings. Disabling cookies may affect some website functionality.

 

6.  How Do We Use Your Personal Information?

We use your personal information for purposes connected with our functions and activities as a self-contained apartment accommodation provider, including:

• Providing services: To process and manage your accommodation booking and to fulfil all associated obligations
• Communication: To respond to enquiries, keep you informed about your reservation, and provide information you have requested
• Payments: To process payments and manage accounts, including security pre-authorisation at check-in
• Marketing: To send you direct marketing communications about our services, offers, and promotions - subject to Section 7 below
• Service improvement: To analyse feedback, conduct surveys, and improve the quality of our accommodation and guest experience
• Legal compliance: To meet our obligations under applicable laws
• Security: To maintain the safety and security of our guests, staff, and property
• Employment: To assess applications for employment or contractor roles
• Internal administration: To maintain records and support the effective operation of our business

 

7.  Direct Marketing

We may send you direct marketing communications about our accommodation, seasonal offers, and local events only if you have expressly opted in to receive them. We will not use your personal information for direct marketing without your consent.

Marketing communications are sent in accordance with the Spam Act 2003 (Cth). You may opt out at any time by following the unsubscribe instructions in any communication, or by contacting us directly using the details at the end of this Policy.

We may also use your personal information with trusted third-party advertising platforms for the purposes of online targeted advertising and retargeted content, where you have provided your consent or where permitted by applicable law.

 

8.  Disclosure of Personal Information to Third Parties

We may disclose your personal information to third parties in circumstances where you would reasonably expect us to do so. These third parties include:

• Our third-party service providers in the categories described in Section 5.2 above
• Our website hosting and IT service providers
• Our marketing, advertising, and communications agencies
• Our professional advisors, including legal, financial, and accounting advisors
• Government agencies, regulatory bodies, licensing authorities, law enforcement agencies, and courts, as required or authorised by law

We take reasonable steps to ensure that all third parties who receive your personal information are required to protect it in accordance with Australian privacy laws and in a manner consistent with this Policy. Third parties are not permitted to use your personal information for purposes other than those for which it was provided.

9.  Transfer of Personal Information Overseas

Some of our third-party service providers are based overseas or operate servers located outside Australia. Where we disclose your personal information to such parties, we take reasonable steps to ensure that appropriate data security and privacy protections are in place.

We will only disclose personal information to overseas recipients where:

• You have given us your consent to do so; or
• We reasonably believe the overseas recipient is subject to a law or binding scheme that provides substantially similar protection to the Australian Privacy Principles, and that the law or scheme is enforceable; or
• The disclosure is required or authorised by an Australian law or court or tribunal order.

 

10.  How Do We Protect Your Personal Information?

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification, and disclosure. Our security measures include:

• Physical security of our premises and records
• Access controls that limit personal information to staff who require it to perform their role
• Technological measures including firewalls, secure data transmission protocols, and anti-virus software
• Password protection and access management for all digital systems

While we take these precautions, no method of data transmission or storage is completely secure, and we cannot guarantee the absolute security of information transmitted via the internet.

11.  Retention of Personal Information

We will not retain your personal information for longer than is reasonably necessary for the purposes for which it was collected. This typically means for the duration of your relationship with us, and for any further period required to comply with applicable laws, meet record-keeping obligations, or address potential legal claims within applicable statutory limitation periods.

12.  Access to and Correction of Your Personal Information

You have the right to request access to the personal information we hold about you, and to request correction of information that is inaccurate, incomplete, or out of date. Please contact us using the details below and we will respond within seven business days. Reasonable costs may apply to access requests. There are limited lawful circumstances in which we may decline a request; if we do so, we will explain why.

13.  Links to Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites and encourage you to read their privacy policies before providing personal information to them.

14.  Inquiries and Complaints

For any question, concern, or complaint about our handling of your personal information, please contact our Privacy Officer using the details below. We may ask you to confirm your identity and provide details of your concern. We will endeavour to respond within 14 business days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

15.  How to Contact Us

Email:  reception@caveshouseapartments.com.au
Phone:  +61 8 67081001
Post:   Privacy Officer, Caves House Apartments, Yallingup WA 6282
Website: www.caveshouseapartments.com.au