Privacy Policy

NicStays | Short-Term Rental Management

Last updated: 3 November 2026

1. Introduction

NicStays is a registered trading name providing professional short-term rental property management services in Queensland, Australia.

At NicStays ("we", "us" or "our"), we respect your privacy and are committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, use, store, disclose and manage personal information relating to property owners, prospective clients, guests, website visitors and other individuals who interact with our business.

We aim to handle personal information in accordance with applicable Australian laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where applicable.

Contact details

Website: www.nicstays.com

Email: hello@nicstays.com

Phone: 0406 400 031

2. Information We Collect

Depending on the nature of your interaction with NicStays, we may collect:

Property owners and prospective clients

• Full name, email address and telephone number

• Property address, type, size, features and ownership information

• Current rental arrangements and management preferences

• Rental performance and financial information relevant to our services

• Information submitted through property management enquiries, consultations and proposals

Guests and booking enquiries

• Full name, contact information and reservation details

• Booking dates, guest numbers and accommodation preferences

• Identification documents, where required for guest verification

• Payment method information and transaction details processed through our authorised systems

• Communications, requests, feedback and information relevant to a reservation

Website visitors and advertising enquiries

• Contact details voluntarily provided through online forms

• Property information submitted through Facebook, Instagram and other advertising campaigns

• Website usage information, where collected through cookies or analytics technologies

We aim to collect only information reasonably necessary for our business operations.

3. How Information Is Collected

We may collect personal information when you:

• Visit our website or submit an enquiry

• Contact us by email, telephone, social media or messaging services

• Complete a Facebook or Instagram advertising lead form

• Make a booking through our website or a third-party booking platform

• Complete our virtual check-in and guest verification process

• Enter into a property management agreement

• Communicate with our staff or service providers

We may also receive information from booking platforms, property owners, authorised representatives and relevant service providers.

4. How We Use Personal Information

We collect and use information to:

• Respond to property management enquiries

• Assess property suitability and provide rental performance estimates

• Prepare management proposals and agreements

• Manage accommodation reservations and guest communications

• Coordinate property cleaning, maintenance and operational services

• Complete guest verification and support property security

• Process payments, refunds and security deposit authorisations

• Manage incidents, insurance claims and booking disputes

• Maintain business, accounting and financial records

• Improve our services and measure advertising performance

• Meet applicable legal and regulatory obligations

We do not use personal information for unrelated purposes unless authorised by the individual concerned or permitted by law.

5. Guest Identity Verification

NicStays operates a virtual check-in process to support guest safety, property security and the protection of property owners.

Guests may be required to provide valid identification and contact information before accessing their accommodation.

Identity documents and check-in information are primarily collected and managed through Guesty, our property management platform.

Guesty provides systems for collecting, managing and storing guest information and identification documents.

Authorised NicStays personnel may access guest information where reasonably necessary for verification, reservation management, security, dispute resolution or compliance purposes.

Information is managed through our authorised systems and retained only as reasonably necessary, subject to applicable legal obligations and the relevant platform's data management arrangements.

For additional information about Guesty's data practices, please refer to its Privacy Policy:

https://www.guesty.com/privacy-policy/

6. Payment Information and Security

NicStays uses Merchant Warrior, integrated with Guesty, to facilitate relevant guest payments and payment authorisations.

Payment information may include card details, billing information, transaction amounts and payment authorisation records.

Guesty and Merchant Warrior provide payment processing infrastructure that supports secure transaction handling, payment method validation and card tokenisation.

NicStays uses these systems to manage payments, refunds, security deposit holds and other authorised transactions.

Access to payment information is controlled through the relevant platforms and their security arrangements.

We do not ask guests to send full payment card details through ordinary email or unsecured messaging services.

For information about Merchant Warrior's privacy and data handling practices, please visit:

https://www.merchantwarrior.com/privacy

7. Property Management Enquiries and Advertising

NicStays advertises its property management services through platforms including Facebook and Instagram.

When you submit an enquiry through an advertisement or lead form, we may collect:

• Your name, email address and telephone number

• Your property's location, type and number of bedrooms

• Your current management arrangements

• Your preferred commencement timeframe

• Other information relevant to assessing your property

We use this information to respond to enquiries, assess property suitability, provide information about our full-management services and arrange consultations where appropriate.

By submitting an enquiry, you acknowledge that NicStays may contact you by telephone or email in relation to your request.

Submitting an enquiry does not automatically subscribe you to unrelated marketing communications.

8. Sharing Information with Third Parties

NicStays may disclose relevant information to trusted service providers where reasonably necessary to deliver our services.

These may include:

• Guesty and associated property management technology providers

• Merchant Warrior and relevant payment service providers

• Accommodation booking platforms, including Airbnb, Booking.com and other distribution channels

• Guest identity verification and screening providers

• Property owners and authorised representatives

• Housekeeping, maintenance and property service contractors

• Accounting, insurance, legal and professional service providers

• Website, cloud storage, communication and marketing platforms

• Regulatory authorities where disclosure is required or authorised by law

Information is shared only where reasonably necessary for the relevant service, operational requirement or lawful purpose.

NicStays does not sell personal information to third parties for their independent marketing purposes.

9. Overseas Processing and Storage

NicStays uses third-party technology and booking platforms that may store, access or process personal information outside Australia.

These include international property management, booking, payment, cloud storage and communication services.

Guesty uses international infrastructure and service providers. Merchant Warrior also identifies overseas service providers, including in Singapore and the United States.

Where applicable, we take reasonable steps to ensure overseas disclosures are managed consistently with Australian privacy requirements.

10. Storage, Security and Retention

NicStays takes reasonable steps to protect personal information against loss, misuse, interference, unauthorised access, modification and disclosure.

Information is primarily managed through authorised business systems, including our property management, booking, payment, accounting and communication platforms.

We use reasonable administrative and technical safeguards, including access controls where available.

Information is retained for as long as reasonably necessary for operational, contractual, accounting, insurance and legal purposes.

Where information is no longer required, we take reasonable steps to delete or de-identify it, subject to relevant retention obligations and platform capabilities.

Although reasonable precautions are taken, no electronic storage or transmission system can be guaranteed to be entirely secure.

11. Cookies and Website Analytics

Our website and associated services may use cookies and similar technologies to support website functionality, understand visitor activity and measure advertising effectiveness.

Where enabled, these technologies may collect browser information, device information, website interactions and other technical data.

You may manage cookies through your browser settings.

Third-party platforms may handle collected information in accordance with their own privacy policies.

12. Access and Correction

You may request access to personal information NicStays holds about you or ask us to correct inaccurate or outdated information.

Please contact hello@nicstays.com.

We may request information to verify your identity before responding.

We will consider requests in accordance with applicable legal requirements and explain any lawful limitations on access or correction.

13. Marketing Communications

NicStays may contact you regarding a service you have requested, an existing booking or an ongoing business relationship.

Where required by law, we will obtain consent before sending promotional marketing communications.

You may opt out of promotional communications at any time by using the unsubscribe facility provided or contacting hello@nicstays.com.

Necessary booking, contractual and operational communications may continue after a marketing opt-out.

14. Privacy Complaints

If you have concerns about our handling of personal information, please contact:

NicStays

Email: hello@nicstays.com

Phone: 0406 400 031

We will review privacy complaints and aim to respond within 30 days.

Where applicable, unresolved privacy complaints may be referred to the Office of the Australian Information Commissioner.

15. External Websites and Services

Our website and communications may contain links to third-party websites and services.

Those services operate under their own privacy policies and information-handling practices.

We encourage you to review those policies before providing personal information.

16. Changes to This Policy

NicStays may update this Privacy Policy as our business operations, technology providers or legal requirements change.

The current version will be made available on our website, with the most recent update date displayed at the beginning of the document.

For enquiries about this Privacy Policy, please contact hello@nicstays.com.