What personal information do we collect and hold from you when you submit a guest registration form?
We will collect and hold your first and last name, current residential address, phone number, email address and car registration if applicable. We may also require the contact details of other people accompanying you, including your family. We require a digital photograph of your government-issued identification, a photograph of you holding the same identification and depending on the method you have used to pay for your booking, we may also require a photograph of the credit card you used to pay for your booking, with only the name on the card, the expiry date and the last four digits of the credit card number visible.
Purpose of collecting this information
We collect this information in order to identify you and ensure that the details we have received from third-party booking platforms are accurate, and to be able to carry out the activities required to arrange your reservation.
How do we collect, store and protect your information?
We will send you a link via email, integrated channel messenger or SMS to a web page on which you will complete an online guest registration form. On this page are several fields into which you will enter your personal details. You may also complete this form on a digital device at our office. The details you include in the guest registration form are encrypted and held by a third party data storage centre in the United States, and accessible only by authorised persons of the Company. Your contact details may also be stored on our software which is password protected if they differ from the contact details you have previously provided to us.
How we use this information
We do not use the information supplied for marketing purposes unless you have expressly opted into this by checking a box. We will never sell your information to any third party. We will only disclose your personal information to the relevant law-enforcement agencies if we have reason to believe that there is a risk of fraud or other crime occurring. We may disclose your personal contact details to a third party if you request services during your stay with us, but only after receiving permission from you to do so, and only to the relevant parties required to complete the service. We do not disclose your personal information to any overseas entities, although encrypted information may be stored on international servers.
Accessing and correcting personal information
You can write to us at enquiry(at)beyondaroom.com to request to see what personal information of yours we hold, and request that we correct it if it’s wrong.
What can you do if you want to make a complaint?
You can write to us at enquiry(at)beyondaroom.com at any time or call us during business hours on +61 3 9028 7977. We will endeavour to respond to your complaint in a timely manner which may be up to 28 business days.
Beyond a Room takes the issue of personal information very seriously. We provide training to our staff to ensure compliance with this policy, and regularly take measures to ensure only current staff have access to records of personal information. While we are not required to comply with the Privacy Act 1988 (Cth), we have chosen to opt in to be covered by the Act.
You can also contact the Office of the Australian Information Commissioner (OAIC) to make a complaint. You can contact them via the contact information on their website, current details are listed below:
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001
Fax: +612 9284 9666
Street address: Level 3, 175 Pitt St, Sydney NSW 2000
Beyond a Room's primary purpose for collecting personal information is to enable property owners and renters to exchange information to arrange and transact property holiday rentals. To facilitate this exchange, Beyond a Room maintains a database of property owner and renter information.
Beyond a Room is committed to providing you with the best possible customer service experience. Beyond a Room is not required to comply with the Privacy Act 1988 (Cth), which sets out a number of principles concerning the privacy of individuals and collection of personal information, but has chosen to opt-in.
Personal information collected
We will collect the following personal information from you:
- Certain information required to register with the site including first and last name, your address, email and phone number together with some basic security information;
- Details of any bookings you make through the site (either through us or through third parties who use the site as a booking platform);
- Billing information such as your credit card number and expiry date;
- Other information about you that you voluntarily supply to use by filling out your reservation information.
Although it is not compulsory to give us this information, if you do not then you cannot register as a member of the site or make a booking for accommodation with our Clients.
Use of this information
We (or your booking services provider) will use this information in order to:
- Administer your booking;
- Collect payment of accommodation fees from you on behalf of our Clients;
- Collect payment for any services you obtain while staying in our Clients' accommodation;
- Make general improvements to our site and the services we offer;
- Analyse how customers are making use of the site;
- Notify you of certain offers and new products (subject to your right to unsubscribe or opt-out).
Sharing this information
Credit or debit card payments will be collected by our payment processor Stripe and tokenised. We do not store credit card information.
In order for payments to be processed you may need to provide some necessary details to our agent. We tell you about this at the point we collect that information on the site.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your privacy rights continue to be protected.
Other than as set out above, we will not disclose any of your personal information without your permission unless we are required by law to do so (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime).
Information automatically collected from your computer
Log files/IP addresses. When you visit the site our web server automatically records your IP address. This IP address is not linked to any of your personal information. We may also gather other non-personal information (from which we cannot identify you) such as the type of your internet browser which we use to provide you with a more effective service.
- Storing details about your site preferences (for instance which language you wish to view pages in);
- Storing details about any properties you have short-listed;
- Enabling our web server to track your session between pages of the site and provide a continuity of experience.
When using our site, there are a number third parties who also need to store cookies for essential running of the site. These include but are not limited to, Amazon for the running of our load balancers, Google to enable Interactive Maps and help us with Analytics. If you have any concerns, please contact us.
We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our site and recommend that you check the policy of each site you visit and contact its owner or operator if you have any concerns or questions.
In addition, if you linked to this site from a third party site, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.
Accessing Your Personal Information
You have a right to access your personal information, subject to exceptions allowed by law. If you would like to do so, please let us know. You may be required to put your request in writing for security reasons. Beyond a Room reserves the right to charge a fee for searching for, and providing access to, your information on a per request basis.
Call: (03) 9028 7977