Privacy information

Information you give us

The enquiry form asks for your name, email, requested dates, adult and child numbers, and pet choice. The type of stay and message are optional. We ask for the number of children, not their names.

We record the versions of the booking information and privacy notice presented with the form. This records which information was available; it does not mean you have accepted a booking.

We use your details to acknowledge and respond to your enquiry, check availability, prepare an offer and manage a booking if you proceed. An automatic acknowledgement confirms receipt only; a host personally approves bookings and checks payments. Without a way to contact you, we cannot reply. You can call us to ask a general question instead of completing the form.

Please do not put card numbers, bank-login information, identity documents or medical details in the form. You can describe an access need without disclosing a diagnosis. Bank-transfer arrangements are handled privately after the booking offer and terms have been agreed.

Who handles your information

Our hosts, authorised account administrators and advisers may handle information where needed to answer enquiries, run a stay, maintain our systems or meet legal and tax obligations. We do not sell enquiry information or use it to add you to a marketing list.

• Netlify hosts the website, receives and stores enquiry forms, sends the hosts a notification, and stores the private TEAM enquiry and booking records. Invited hosts can see contact and stay details, email copies, private notes, payment-status records and an activity history showing who performed each action.
• Google Workspace handles enquiry acknowledgements, host-approved booking emails, scheduled arrival and checkout messages for confirmed stays, the hosts’ correspondence and notifications. Our website email sender can send these messages; it does not read the hosts’ inbox or access their bank account.
• Booking and pricing services: the website requests nightly rates from PriceLabs for the listing and selected dates, and reads Airbnb and Vrbo calendar feeds to check availability. Your name, email address and message are not sent to these services by the price-check function. Guest counts and pet choices are used on our server to calculate the total. Your price-check reference, selected stay details and itemised estimate may accompany your enquiry to the hosts. Private calendar links, guest identities and event details are not published.

Overseas processing

Our hosting and email providers operate internationally. Information may be stored or processed outside Australia, including in the United States and other countries where their providers operate. The applicable locations depend on the service and processing involved; their current terms and provider lists are linked below.

• Netlify data processing agreement
• Google Workspace providers and processing countries
• Google data processing terms

Host sign-in

TEAM uses essential sign-in cookies and browser storage for invited hosts. If a host selects “Keep me signed in on this device”, the sign-in cookies can remain for up to 30 days; signing out removes that remembered sign-in. TEAM does not store the host’s password in its own browser preference. A device’s password manager and biometric unlock are controlled separately by that host.

Website operation and external links

We have not added advertising trackers, a marketing analytics script or a newsletter sign-up to this website. Its photographs, styles and scripts are served with the site. Hosting providers may record technical information, such as an IP address, browser details and request time, for delivery, security and abuse prevention.

Links to booking platforms, maps or other websites take you to services with their own privacy practices. Your browsing and account choices on those services are governed by their policies.

How long information is kept

We review enquiries and remove information that is no longer needed. Our policy is:

• Enquiries that do not become bookings: normally remove them within 12 months of the last contact, unless an unresolved request, dispute or legal obligation requires longer retention.
• Bookings, payments, refunds and tax records: keep the records required for our obligations, generally for at least five years, and longer where legally required.
• Extra information: remove unnecessary sensitive details and duplicate working copies when they are no longer needed.

Deletion reviews cover Netlify form and TEAM records, and the hosts’ email or working copies. A deletion from one system does not by itself remove every copy. Service-provider backups may remain for a limited period under their retention processes.

Access, corrections, deletion and concerns

Contact us to ask about the information we hold, request a correction or deletion, or raise a privacy concern. Please identify the enquiry or stay so we can locate the record. We may need to check that the request comes from the person concerned without asking you to send identity documents through the enquiry form.

We aim to acknowledge a request promptly and respond within 30 days. If we need more time, or must keep particular records, we will explain why and the next steps. Your rights under applicable law are not limited by this notice.

Email warburton@ibrox.org or call Simon on 0498 292 656.