Whalers Cove Villas – Website Privacy Policy (2026 Update)
Effective date: April 2026
Whalers Cove Villas (“we”, “our”, “us”) is committed to protecting your privacy and managing your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how we collect, use, disclose, store and protect your personal information when you visit our website or interact with us.
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1. Personal Information We Collect
We may collect personal information you voluntarily provide, including:
• Name
• Email address
• Phone number
• Postal address
• Booking or enquiry details
• Guest preferences and stay‑related interests
We also automatically collect non‑identifiable information when you use our website, such as:
• IP address
• Browser and device type
• Pages viewed and time spent on the site
• Referring website or source
• General usage and interaction data
We do not generally collect sensitive information. If sensitive information is required (for example, accessibility needs), we will only collect it with your consent or where required by law.
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2. How We Collect Your Information
We collect personal information when you:
• Make a booking or submit an enquiry
• Subscribe to communications
• Complete forms on our website
• Contact us via phone or email
• Interact with our website (including via cookies, analytics tools and tracking technologies)
We may also receive information from third‑party booking platforms or service providers and will handle that information in accordance with this policy.
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3. How We Use Your Information
We use your personal information to:
• Process bookings, enquiries and guest requests
• Communicate with you before, during and after your stay
• Improve our services, website functionality and guest experience
• Send updates, offers or promotions (where you have opted in)
• Maintain internal records and administrative processes
• Comply with legal and regulatory obligations
You may opt out of marketing communications at any time.
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4. Disclosure of Personal Information
We may disclose your personal information to:
• Booking platforms and property management systems (including Resly)
• Identity verification and fraud‑screening services (including Good to Book)
• IT service providers, website hosts and analytics partners
• Payment processors (including ReslyPay)
• Professional advisors (e.g., accountants, legal advisors)
• Regulatory authorities, courts or law enforcement when required
Some service providers may be located outside Australia. We take reasonable steps to ensure they handle your information in accordance with Australian privacy laws.
We do not sell or rent your personal information.
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5. Cookies, Tracking & Analytics
Our website uses cookies and similar technologies to enhance your browsing experience.
Cookies may be used to:
• Remember your preferences
• Analyse website traffic and usage patterns
• Improve website performance and functionality
You can disable cookies through your browser settings, although this may affect website functionality.
We may also use analytics tools (such as Google Analytics) to understand how visitors use our site and to improve our digital services.
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6. Data Security
We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
However, no method of online transmission is completely secure. By using our website, you acknowledge that you provide information at your own risk.
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7. Access and Correction
You may request access to the personal information we hold about you, or request corrections if the information is inaccurate, incomplete or out of date.
To make a request, contact us using the details below. We will respond within a reasonable timeframe.
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8. Complaints
If you believe we have breached the Australian Privacy Principles, you may contact us with details of your complaint.
We will investigate the matter and respond in writing, outlining the outcome and any steps we will take.
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9. Third‑Party Links
Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites and encourage you to review their privacy policies.
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10. Changes to This Policy
We may update this Privacy Policy from time to time. The most current version will always be available on our website.
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11. Contact Us
If you have any questions, requests or complaints regarding this Privacy Policy, please contact us:
Whalers Cove Villas
Email: info@whalerscove.com.au
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12. Automated Decision‑Making & AI Tools
Whalers Cove Villas uses Resly as our property management system. Resly includes automated features designed to streamline operations and improve guest experience. These tools may process limited personal information to assist with routine tasks.
Resly’s automated functions may include:
• Pre‑arrival and post‑departure messaging
• Automated reminders and communication workflows
• Housekeeping task assignment based on booking data
• Availability and calendar synchronisation across booking channels
• Basic categorisation of booking enquiries
These automated tools do not make decisions that have a significant or legal impact on individuals.
All booking confirmations, cancellations, pricing decisions, changes to reservations, and guest communications are reviewed or approved by Whalers Cove staff.
If any automated process influences an operational recommendation, a human staff member always reviews and finalises the decision.
You may request human review of any decision or process you believe has been influenced by automation. To do so, please contact us using the details in Section 11.
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13. Payment Processing (ReslyPay)
Whalers Cove Villas uses ReslyPay and other secure payment gateways to process payments for bookings and related services. When you make a payment, your personal information may be shared with ReslyPay and its authorised payment partners for the purpose of verifying transactions, preventing fraud, and completing your booking.
Information processed may include:
• Name
• Contact details
• Payment amount
• Card details (handled securely and tokenised)
• Transaction metadata (date, time, device, IP address)
We do not store full credit card numbers or security codes. All payment information is encrypted and processed in accordance with PCI‑DSS security standards.
ReslyPay and its payment partners may use automated tools to:
• Verify card details
• Detect fraudulent or suspicious activity
• Confirm payment authorisation
• Tokenise and securely store payment credentials for future bookings (where applicable)
These automated processes do not make decisions that have a significant or legal impact on individuals beyond standard payment approval or decline. Whalers Cove staff cannot override bank or payment‑gateway decisions.
If you have concerns about a payment decision or wish to request human review, please contact us using the details in Section 11.
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14. Identity Verification & Fraud Screening (Good to Book)
Whalers Cove Villas uses Good to Book, a third‑party identity verification and fraud‑screening service, to help ensure the security and integrity of bookings. When you make a booking, certain personal information may be shared with Good to Book for the purpose of verifying your identity, assessing booking legitimacy, and preventing fraudulent activity.
Information processed may include:
• Name
• Contact details
• Booking details
• Device and browser information
• IP address
• Behavioural or risk‑related signals
Good to Book may use automated tools to:
• Confirm identity information
• Assess fraud risk
• Validate booking authenticity
• Flag suspicious or high‑risk activity
These automated processes do not make final decisions that have a significant or legal impact on individuals.
If Good to Book flags a booking for review, Whalers Cove staff manually assess the booking before taking any action.
You may request human review of any decision or process influenced by Good to Book’s automated tools. To do so, please contact us using the details in Section 11.