Privacy Policy

Last Updated: 31 January 2025

This Privacy Policy (Policy) explains in general terms how Bookeasy (Bookeasy Australia Pty Ltd ABN 45 681 144 374) and its related bodies corporate (we, our or us) protect your Personal Information.

We are firmly committed to protecting the privacy and confidentiality of Personal Information and maintain robust physical, electronic and procedural safeguards to protect Personal Information in our care. We are subject to the Privacy Act 1998 (Cth) (Privacy Act) which regulates how organisations may collect, use, disclose and store Personal Information, and how individuals may access and correct Personal Information.

What is Personal Information?

‘Personal Information’ is any information or an opinion, in any form (whether it is recorded in a material form or not, and whether true or not) about an identified individual or an individual who is reasonably identifiable.

Personal Information may include Sensitive Information. ‘Sensitive Information’ means information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientation or practices, criminal record, or health, genetic or biometric information (including biometric templates).

The type of Sensitive Information we collect from you may include disability, accessibility or allergy requirements related to your booking, and incident / health and safety reports (where relevant). We may collect, use or disclose this Sensitive Information for the purposes listed in sections ‎3 and ‎6, and do not use this information for the purposes of direct marketing.

How do we collect Personal Information?

We provide software solutions for booking centres that allow accommodation and tourism providers to provide booking services online. Our preference is to collect Personal Information directly from you, unless it is unreasonable or impracticable for us to do so.

Information will generally be collected:

directly – we collect information that you submit to us directly such as through emails or our website / platform;
indirectly – we may collect information about you through our use of tracking tools such as cookies, or how you use our website (see further detail in section ‎14 of this Policy); and
through third parties – for example, when you make a booking through one of our third party distribution channels, or interact with an accommodation provider, tourism provider or booking centre we are affiliated with.

Why do we collect Personal Information?

We provide an essential technological solution between parties to facilitate the process of you being able to make an accommodation or tourism booking online.

To do this, Bookeasy collects, uses and discloses your Personal Information to the extent reasonably necessary for one or more of our functions or activities, including for the purposes of:

providing the booking centre, service provider or other affiliated entity relevant information to facilitate an accommodation, tour or service booking;
allowing accommodation providers or tourism service providers to take a payment for booking;
where applicable, for accessibility, health and safety requirements, or for incident management; and
as further set out in section ‎6

What Personal Information do we collect?

Generally, the type of Personal Information we collect about you is the information that is required to facilitate your accommodation / tour arrangements and bookings.

This includes (but is not limited to) the following kinds of information:

contact information, such as your name, gender, country of origin, residential address, mailing address, telephone number and email address;
booking and room preferences, including accessibility requirements (if relevant);
additional guest details;
payment information, such as your credit or debit card number, CVV / CVC, and expiry date;
identity information where relevant (eg, passport or driver licence details);
device information (including IP address);
ratings, survey responses and feedback; and
other Personal Information that has been provided by you from time to time.

When we act as agent
When we facilitate an accommodation, tour or service booking, we do so as a facilitator between a third party distribution channel and the accommodation provider, tourism service providers or booking centre. This means that we usually collect Personal Information about you both for our internal purposes, and on behalf of the parties for whom we act as agent for their internal purposes. Accordingly, the consent you provide under this Policy to the collection of Personal Information by us, applies equally to the accommodation providers, tourism service providers, booking centres and third party distribution channel operators (as relevant). For example, if you purchase a hotel booking that is facilitated by us, then under this Policy you will have consented to your Personal Information being collected by a third party, which is used by us to provide these details to the hotel to enable your accommodation to be booked.

We act as agent for many hundreds of companies, so it is not reasonably practicable for us to set out in this Policy exactly how each of these companies will use your Personal Information, but we are happy to provide more specific information upon request through the details provided in section ‎11 of this Policy.

Where Personal Information is used or disclosed, Bookeasy takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed. You are under no obligation to provide your Personal Information to Bookeasy. However, without certain information from you, Bookeasy may not be able to facilitate your booking.

How do we use Personal Information?

We will use your Personal Information to facilitate your accommodation, tour or service bookings. We may use and disclose your Personal Information for the purposes for which it was collected, or for a reasonably related secondary purpose.

Typically, we use and disclose your Personal Information for following purposes:

providing our services to you and our customers (including third party distribution channels, accommodation providers, tourism service providers and booking centres);
processing bookings and payments;
responding to your requests or questions;
communicating with you about your feedback or addressing any matters that arise in the course of our relationship;
identification of fraud or error;
regulatory reporting and compliance;
internal accounting and administration;
for direct marketing, to tell you about products or services that we or our customers think you might be interested in;
for use in developing, testing and deploying system fixes and updates; and
where otherwise required or permitted by law.

Is the information disclosed to third parties?

We may disclose your Personal Information:

to relevant regulatory bodies and law enforcement officials and agencies to protect against fraud and for related security purposes;
to our related entities;
to our third party service providers; and
to third parties such as distribution channels, booking centres, hotels, booking centres and other accommodation / tourism service providers, for the purpose for which the information was collected or for a related purpose (for example, to facilitate and process your accommodation, extras and inclusions).

The third parties to whom we disclose your Personal Information may also be taken to have collected your Personal Information in their own right, for their internal use. For more information, see section ‎5 above.

Where we engage third party contractors to perform services for us those third party contractors may be required to handle your Personal Information. Under these circumstances, we will use reasonable endeavours to ensure that these third party contractors safeguard this information and only use it for the purposes for which it was supplied.

Overseas disclosures

We may disclose Personal Information to other parties, including our related bodies corporate and service providers, as permitted under the Privacy Act. These third parties may be located outside of Australia. It is not practicable for us to specify in advance the location of every service provider with whom we deal, however, where we share your Personal Information with overseas entities, we will do so in compliance with the Privacy Act, and will take reasonable steps to ensure these recipients agree to protect the privacy and security of your Personal Information.

Security of information

Bookeasy has implemented stringent physical, electronic and managerial security procedures in order to protect Personal Information from misuse, interference and loss, as well as unauthorised access, modification or disclosure. Bookeasy regularly reviews security and encryption technologies and will strive to protect information to the fullest extent possible.

We will only store Personal Information as long as it is necessary or relevant for the practices described in this Policy, or as otherwise required by law. Where we no longer need to retain Personal Information for any purpose for which the information may be used or disclosed under the Privacy Act, we take reasonable steps to destroy or de-identify such information.

Access and correction of Personal Information

Bookeasy takes steps reasonable in the circumstances to ensure the Personal Information it holds is accurate, up-to-date, complete, relevant and not misleading. Under the Privacy Act, you have a right to access and seek correction of your Personal Information that is collected and held by Bookeasy.

If at any time you would like to access or correct the Personal Information that Bookeasy holds about you, or you would like more information on Bookeasy’s approach to privacy, please contact Bookeasy via the contact details set out in Section ‎11 of this Policy. Bookeasy will grant access to the extent required by the Privacy Act and take reasonable steps in the circumstances to correct Personal Information where necessary and appropriate.

To obtain access to your Personal Information you will have to provide proof of identity to ensure that Personal Information is provided only to the correct individuals and that the privacy of others is protected. Bookeasy requests that you be reasonably specific about the information you require, and we reserve the right to charge you a reasonable administration fee, which reflects the cost to Bookeasy for providing access in accordance with your request. Bookeasy will also take steps reasonable in the circumstance to provide you with access in a manner that meets your needs and the needs of Bookeasy. If Bookeasy refuses your request to access or correct your Personal Information, we will provide you with written reasons for the refusal and details of complaint mechanisms.

Bookeasy will endeavour to respond to your request to access or correct your Personal Information within 30 days from your request. Bookeasy will notify you if it anticipates that this period will be longer.

How to contact us

For further information, feedback or enquiries regarding this Policy, or to access your Personal Information, please contact Bookeasy’s Privacy Officer by:

Post

Bookeasy

ATT: Privacy Officer

PO Box 3727 SOUTHPORT QLD 4215

Phone

(During office hours 8.30am – 5pm AEST Monday-Friday)

(07) 5668 2540

support@bookeasy.com

Complaints

If you have any complaints about our privacy practices, please contact us via the details provided for in section ‎11 of this Policy.

We take complaints very seriously and will respond to acknowledge your complaint within 7 days of receipt. We aim to provide you with a response to your complaint within 14 days of receipt.

If you are unsatisfied with the response we provide to your complaint relating to your privacy or if you feel the issue remains unresolved, you may wish for the Privacy Commissioner to further investigate your complaint. You can contact the Office of the Australian Information Commissioner as detailed below:

Post
Office of the Australian Information Commissioner
GPO Box 5218

SYDNEY NSW 2001

Phone

1300 363 992

enquiries@oaic.gov.au

Changes to our Policy

From time to time it may be necessary for us to review and revise this Policy. We reserve the right to change our Policy at any time. Should this occur the amendment will be posted on our website.

About our website

When you visit our website

If you visit Bookeasy’s website to browse, read or download information, our system will log these movements. Bookeasy makes no attempt to link them with the individuals who browse the site. When you come on to our website we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service.

Use of cookies

A cookie is a small piece of text that is placed within the memory of a computer and can be later retrieved by web page servers. We use cookies to enhance your interaction and convenience with our website and do not use cookies to record any Personal Information.

Linked sites

Our website may contain links to other sites. We are not responsible for the privacy practices or the content of such web sites that you directly interact with. We encourage you to read the privacy statements of any linked sites as their privacy policy may differ from ours.