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Holiday Management Co — Privacy Policy

Coastal Letting Group

1. About This Policy

Holiday Management Co (“we”, “us”, “our”), ABN 66 649 978 638, is committed to protecting the privacy of personal information we hold. This policy explains what personal information we collect, how we collect it, how we use and disclose it, and how you can access, correct, or make a complaint about the handling of your personal information.

This policy applies to guests, prospective guests, and other individuals who interact with us, including through our website, booking platforms, online check-in, and property management system.

By making a booking or otherwise providing personal information to us, you consent to the collection, use, and disclosure of that information as described in this policy.

2. The Kinds of Personal Information We Collect

We may collect the following kinds of personal information:

  • Identity information — name, date of birth, and government-issued photo identification (e.g. driver’s licence or passport) provided during online check-in or guest registration;
  • Contact information — email address, phone number, and residential or postal address;
  • Payment information — credit or debit card details, used for payment, bond pre-authorisation, and identity verification;
  • Booking information — arrival and departure dates, number and names of guests, property booked, and special requests;
  • Risk and conduct information — information relevant to guest screening, including records shared with or received from Good to Book (see Section 5); and
  • Technical information — IP address and browsing behaviour collected via our website, where applicable (see Section 8, Cookies and Website Analytics).

We do not intentionally collect sensitive information (such as health information) unless it is volunteered by a guest — for example, in relation to an accessibility request — and only to the extent necessary to respond to that request.

3. How We Collect Personal Information

We collect personal information directly from you when you make a booking, complete online check-in or guest registration, communicate with us by phone, email, or text message, or otherwise interact with our website or booking platforms.

We may also collect personal information from third parties, including online travel agents and booking platforms (for example, Hotels.com, Expedia, or Airbnb) through which a booking was made, our property management system, payment processors, and Good to Book.

4. Why We Collect, Hold, Use and Disclose Your Personal Information

We collect, hold, use, and disclose personal information for the following purposes:

  • to process and manage your booking, including payment, bond pre-authorisation, and check-in;
  • to verify your identity and reduce the risk of fraud;
  • to communicate with you about your booking, including arrival instructions and any issues that arise during your stay;
  • to manage the security and condition of our properties, including investigating damage, breaches of our Terms and Conditions, or house rules;
  • to assess booking or guest risk through the Good to Book platform, in accordance with our Good to Book Privacy and Disclosure Statement;
  • to send you marketing communications, where you have not opted out (see Section 8); and
  • to comply with our legal obligations, including responding to lawful requests from regulators or law enforcement.

 

5. Good to Book

We are a member of Good to Book, a risk-management platform used across the short-term accommodation industry to screen for guests who have caused prior issues at other properties. Full details of how your information may be collected, used, and shared through Good to Book are set out in our Good to Book Privacy and Disclosure Statement, available at https://www.goodtobook.com/legal/website-privacy-policy. That statement forms part of, and should be read together with, this Privacy Policy.

6. Disclosure of Personal Information

We may disclose your personal information to:

  • our staff and contractors who require the information to provide services to you, such as cleaning, maintenance, and security personnel;
  • our property management system and booking platform providers;
  • payment processors and financial institutions, to process payments and bond pre-authorisations;
  • Good to Book, in the circumstances set out in our Good to Book Privacy and Disclosure Statement;
  • the property owner, where relevant to the management of the booking; and
  • government agencies, law enforcement, or other third parties, where required or authorised by law, including in connection with a dispute, complaint, or legal proceeding.

7. Marketing Communications

We may send you marketing communications about offers, promotions, and updates by email. You can opt out at any time using the unsubscribe link included in each communication, or by contacting us directly. Opting out will not affect communications relating to an existing booking.

8. Cookies and Website Analytics

Our website may use cookies and similar technologies to improve your browsing experience and understand how our website is used. You can adjust your browser settings to refuse cookies, though this may affect the functionality of our website.

9. Data Quality and Security

We take reasonable steps to ensure the personal information we hold is accurate, complete, and up to date, and to protect it from misuse, interference, loss, and unauthorised access, modification, or disclosure. Where we no longer require personal information for the purposes described in this policy, we will take reasonable steps to destroy or de-identify it, except where we are required to retain it by law.

10. Access to and Correction of Your Personal Information

You may request access to, or correction of, the personal information we hold about you by contacting us using the details in Section 12. We will respond to your request within a reasonable period. We may need to verify your identity before providing access, and there may be circumstances where access can be refused in accordance with the Australian Privacy Principles — if so, we will explain why.

11. How to Make a Complaint

If you have a concern about how we have handled your personal information, please contact us using the details in Section 12. We will investigate your complaint and respond within a reasonable period.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, or by phone on 1300 363 992.

12. Contact Us

Holiday Management Co

ABN: 66 649 978 638

Email: stay@holidaymanagementco.com.au

Phone: 02 5644 0066

Postal address: 1a/98 Marine Parade, Kingscliff NSW 2487

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The most current version will always be available on our website, and the “last updated” date below will reflect the most recent revision.

Last updated: 31 August 2026