Dunes Beach Resort ("we," "us," "our," "Dunes," or "Resort") is a beachfront glamping accommodation, dining, lounge bar and wedding/events venue based in Mindarie, Western Australia. This Privacy Policy explains how we collect, use, store, share, and protect personal information across our website, digital platforms, and services — including our ChatGPT-powered assistant app.
This policy applies to:
By accessing our website, app, or services, you agree to this Privacy Policy. If you do not agree, please do not use our services.
Contact Forms & Enquiries
Accommodation & Event Bookings
Guest & Event Project Data
Communication & Correspondence
ChatGPT App Interactions
Website & App Technical Data
Analytics & Behavioural Data
Our ChatGPT app helps prospective and current guests get quick answers about Dunes Beach Resort’s glamping accommodation, dining at Sandara, and wedding and event services, including general guidance on availability, pricing, and how to make a booking or enquiry. When you interact with the app, we collect the questions and prompts you submit, the responses generated by the AI, your feedback on response helpfulness, conversation history and context, the time and date of interactions, and your account information (if applicable).
Your conversation data may be used to: respond to your specific enquiries and provide guidance about our accommodation, dining and event services; refine the app’s accuracy and relevance; understand common questions across users; improve underlying AI models (subject to your opt-out preferences, see Section 3.4); tailor recommendations based on the booking context you share; and generate aggregate insights about enquiry trends. Inputs you submit to the ChatGPT app may be processed by OpenAI in accordance with OpenAI’s own privacy policy. Conversational data is not permanently stored beyond the retention period below unless retaining it longer is needed for customer support, security, or legal reasons.
NoodleSeed Platform — Your conversation data is stored and processed by NoodleSeed, which acts as our data processor for the ChatGPT app. NoodleSeed implements security measures to protect your information and uses it only as instructed by Dunes Beach Resort.
OpenAI Integration — The ChatGPT app uses OpenAI’s technology to generate responses. Your conversational data may be processed by OpenAI in accordance with OpenAI’s Privacy Policy (openai.com/privacy). By using the app, you consent to OpenAI processing your data.
Data Retention for Conversational Content — ChatGPT conversational data is retained for 30 days and deleted automatically thereafter, unless required longer for security or legal compliance. You may request earlier deletion at any time (see Section 7).
By default, your conversation data may be used to help train and improve the AI models underlying our app. You can opt out of this use at any time by contacting hello@dunesbeachresort.com.au with the subject line "Opt-Out of AI Training" and specifying the data you want excluded. We will flag your account accordingly. This opt-out does not affect real-time responses to your queries.
We share your information with trusted partners who process data on our behalf:
| Service Category | Providers Used | Purpose |
|---|---|---|
| ChatGPT App Platform | NoodleSeed | Building, hosting, and operating our ChatGPT app |
| AI Platform Providers | OpenAI | Processing user inputs from ChatGPT application |
| Website Hosting & Infrastructure | WordPress hosting provider (or similar) | Website hosting, security, backups |
| Analytics & Tracking | Google Analytics, Meta Pixel | Website performance, user behaviour analysis |
| Email Marketing & Communications | Mailchimp, SendGrid, or similar platforms | Email campaigns and automated communications |
| Booking & Reservation Management | RMSOnline | Processing accommodation bookings, payments and reservation management |
| Event & Wedding Enquiry Management | Gravity Forms or native WordPress forms | Contact form, wedding and event enquiry handling |
| Event & Wedding Management | iVvy | Wedding and event enquiry, quoting, planning and booking management |
| Point of Sale (POS) System | In-house POS provider | Processing on-site food, beverage and retail transactions |
| Payment Processing | Stripe, EFTPOS/merchant facility providers, or similar processors | Processing deposits, payments and invoicing |
| CRM & Guest Management | CRM or booking management system | Guest relationship management and tracking |
OpenAI’s privacy policy can be found at openai.com/privacy.
We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to comply with legal obligations, enforce our terms of service, or protect the rights and safety of Dunes Beach Resort, our guests, or the public.
| Data Type | Retention Period | Reason |
|---|---|---|
| Website Analytics Data | 90 days (aggregated) | Performance tracking and optimisation |
| IP Logs & Technical Data | 30 days | Security and fraud prevention |
| Contact Form & Booking Enquiries | 12 months | Lead tracking and follow-up |
| ChatGPT Conversational Data | 30 days | Unless required longer for security or legal compliance |
| Email Communications | 24 months | Business continuity and reference |
| Accommodation Booking Records | 24 months | Service continuity and history |
| Wedding & Event Records | Duration of event planning + 7 years | Contract, dispute resolution, compliance |
| Marketing & Prospect Lists | Until opt-out or 2 years inactivity | Sales pipeline management |
| Financial Records & Invoices | 7 years | Tax and legal compliance |
| Cookie Data | Until browser cleared | Session management |
Upon request, we will delete your personal information within 30 days, except where data is required for legal compliance or tax obligations, is necessary to enforce a booking or event agreement already in progress, has been anonymised or aggregated, or has already been shared with third parties (deletion requires their action).
To request deletion, contact: hello@dunesbeachresort.com.au
Right to Access — You may request a copy of your personal information. We will provide it within 30 days in a readable format.
Right to Correct — You may request correction of inaccurate or incomplete information. We will update records within 30 days.
Right to Delete — You may request deletion of your personal information. We will delete within 30 days unless legal obligations require retention.
Right to Data Portability — You may request your data in a portable, machine-readable format (CSV, JSON, etc.). We will provide within 30 days.
Right to Opt-Out
Right to Restrict Processing — You may request to restrict how we use your data in certain circumstances. We will honour reasonable restrictions while maintaining core service functionality.
Contact us to exercise any of these rights:
Please include your full name, email address, and a clear description of your request. We will respond as soon as we can.
Technical Security
Administrative Security
Physical Security
While we take security seriously, no system is 100 percent secure. We cannot guarantee absolute protection against all threats. Use our services at your own risk.
If we discover a breach affecting your personal information, we will notify you without undue delay, provide details of the breach and affected data, suggest steps you can take to protect yourself, and notify relevant authorities where required by law.
Our website and ChatGPT application are available to users aged 13 and older for informational purposes. Our accommodation, dining and event services are contracted with guests, event organisers or their authorised representatives who are 18 years of age or older. We do not knowingly collect information from children under 13. If we become aware that a child under 13 has submitted information, we will delete it immediately.
Dunes Beach Resort is based in Australia. Your information may be transferred to, stored in, and processed in Australia or countries where our service providers operate, including OpenAI and NoodleSeed. Where information is transferred outside Australia, we take reasonable steps to ensure it receives a comparable standard of protection. By using our services, you consent to data transfers of this kind.
Essential Cookies (Required) — Session management and authentication, security and fraud prevention, basic website functionality.
Performance & Analytics Cookies (Optional) — Website analytics and traffic tracking, performance monitoring and optimisation, user experience improvement.
Marketing Cookies (Optional) — Personalised content and advertising, retargeting and remarketing campaigns, social media integration.
You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Disabling cookies may limit website functionality.
Third parties may set their own cookies and tracking pixels on our website. Review their privacy policies for details on how they handle your information.
Dunes Beach Resort complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including lawful and fair collection of personal information, limited use and disclosure of information, data quality and security standards, user access and correction rights, openness and transparency in practices, and individual privacy complaint handling.
If you are located outside Australia and interact with our website, app, or services, we will handle your personal information in accordance with this policy and applicable local laws to the extent they apply, including the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) where relevant.
Our website and app may contain links to third-party websites and services. Dunes Beach Resort is not responsible for their privacy practices or content. Review their privacy policies independently before providing any information.
We may update this Privacy Policy to reflect changes in legal requirements, new features, or business practices. When we make material changes, we will post updates here with a new "Last Updated" date, notify users of material changes via email or prominent notice on our website, and request consent if required by law.
Your continued use of our services constitutes acceptance of updated policies.
If you have privacy concerns or complaints:
We will investigate and respond within 30 days.
If dissatisfied with our response, you may contact the relevant regulatory authority:
Australia (OAIC) — Office of the Australian Information Commissioner. Website: www.oaic.gov.au. Phone: 1300 363 992.
The Dunes Beach Resort ChatGPT app uses OpenAI’s technology. By using the app you consent to OpenAI processing your conversational data, OpenAI’s Privacy Policy applies in addition to ours, your data may be used to help train or improve OpenAI models, and you may opt out of training data use by contacting hello@dunesbeachresort.com.au.
Review OpenAI’s Privacy Policy: openai.com/privacy
Conversation and interaction data from our ChatGPT app is processed by NoodleSeed. NoodleSeed is our data processor, not an independent third-party recipient. Data is stored on NoodleSeed’s secure servers, NoodleSeed may use sub-processors (such as cloud infrastructure providers), your data is not shared with NoodleSeed’s other customers, and Dunes Beach Resort remains responsible for your data.
If you do not want your conversation data used to train AI models, contact hello@dunesbeachresort.com.au with the subject "Opt-Out of AI Training", specify the data you want excluded, and we will flag your account accordingly. This does not affect real-time responses to your queries.
This privacy policy is for informational purposes and is not a substitute for legal advice. Dunes Beach Resort provides this policy "as-is" without warranties. We are not liable for unauthorised access, data loss, or breaches beyond our reasonable control. For specific legal guidance regarding your privacy rights, consult a qualified privacy attorney.
Dunes Beach Resort Privacy & Compliance
For OpenAI concerns: openai.com/privacy
For NoodleSeed concerns: Contact Dunes Beach Resort's Privacy Team for intermediary assistance.
By using Dunes Beach Resort's website, app, services, or platforms, you acknowledge that you have read, understood, and agree to this Privacy Policy and our collection and use of your information as described.
© Dunes Beach Resort. All Rights Reserved.
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