1 · Introduction
This Privacy Policy explains how Three Ponds Estate ( “we”, “our”, or “us”) collects, uses, discloses, and protects your personal data, and the choices you can make regarding your information.
We respect your privacy and are committed to protecting the confidentiality and security of the personal data you provide to us when using our website, booking platform, social media pages, or when communicating with us via phone or email (collectively, the “Services”). By making a reservation or using our Services, you consent to the terms of this Privacy Policy.
2 · Personal information we collect
We collect information that identifies you or relates to you as an identifiable person.
Information you provide voluntarily
- Name, contact details (email address, telephone number, and postal address).
- Payment details (credit / debit card number, expiration date, and security code) to process bookings.
- Stay preferences and details, including arrival / departure dates, number of guests, and the ages of any accompanying children.
- Special requests or accessibility requirements (e.g. health or mobility details you voluntarily share so we can accommodate your stay).
Information collected automatically
- Website analytics: when you visit our website, our system may automatically log generic, non-identifiable data such as your IP address, browser type, access times, and the pages you visit. This helps us understand website traffic and improve our user experience.
- Cookies: we use basic cookies to ensure our website functions correctly and to remember your preferences. You can adjust your browser settings to refuse cookies, though some website features may become unavailable.
3 · How we use your information
We use your personal information strictly for legitimate business purposes, including:
- Processing, confirming, and managing your bookings and payments.
- Communicating operational updates, check-in instructions, and responding to your enquiries.
- Providing for the safety and security of our guests, staff, and property (including the use of outdoor CCTV).
- Sending occasional promotional offers or guest surveys if you have opted in to receive marketing communications.
- Meeting our legal, regulatory, and tax obligations.
4 · CCTV & security monitoring
4.1 · Purpose
For the protection, safety, and security of our guests, staff, and physical property, Closed-Circuit Television (CCTV) cameras are positioned externally outside each pod to monitor entry thresholds, driveways, and communal grounds.
4.2 · Privacy protection
In accordance with Australian privacy guidelines, no cameras are located inside the accommodation pods.
4.3 · Data retention & access
CCTV footage is recorded securely and automatically overwritten on a rolling basis. Footage is strictly confidential and will only be accessed or reviewed by Management in the event of a security incident, suspected illegal activity, property damage, or a clear breach of our Terms and Conditions. Footage may be shared with law enforcement authorities if required by law.
5 · Disclosing your information
We do not sell, rent, or trade your personal information. Your data is only shared with third parties under the following strict conditions:
- Service providers: trusted third-party platforms who assist us in running our business, such as our property management system, secure payment gateways, and email distribution tools. These providers are contractually required to keep your data secure.
- Legal requirements: if required to do so by law, court order, or government regulation (e.g. assisting police investigations).
- Property protection: if necessary to enforce our Terms and Conditions, investigate potential violations, or protect the safety and rights of Three Ponds Estate, our guests, or the public.
6 · Data security
We take all reasonable technical and administrative precautions to protect your personal information from loss, misuse, unauthorised access, or alteration. However, please note that no data transmission over the internet can be guaranteed as 100% secure. You are responsible for ensuring the security of the devices you use to communicate with us.
7 · Managing your privacy & marketing opt-out
- You are not required to provide your personal data, but failing to do so will mean we cannot process your booking.
- If you receive promotional emails from us, you can opt out at any time by clicking the “unsubscribe” link at the bottom of the email. Even if you unsubscribe from marketing, you will still receive operational emails regarding your bookings.
8 · Accessing & correcting your information
You have the right to request access to the personal information we hold about you, or to request that we correct any inaccuracies. To make a request, please contact us using the details provided below.
9 · Children’s privacy
We do not knowingly collect personal information directly from children under the age of 18. Information regarding children is only collected via their parent or legal guardian as part of the booking registration process.
10 · Retention of information
We only retain your personal data for as long as necessary to fulfill the purposes for which it was collected, or to satisfy legal, accounting, and tax reporting requirements. When no longer required, data is securely destroyed or anonymised.
Contact & related policies
Privacy questions go to info@threepondsestate.com or call 0403 433 300. See also our Terms & Conditions.