Effective from: 11 August 2026. This Privacy Policy explains how CloudBookModMod Pty Ltd collects, uses, holds, discloses and protects personal information in connection with the operation of the online shop at cloudbookmod.org and the modules, extensions and integrations distributed through it. It is drafted to comply with the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles (APPs) contained in Schedule 1 of that Act.
The entity responsible for the handling of your personal information is CloudBookModMod Pty Ltd, a proprietary company limited by shares incorporated in Australia, ABN 82 743 951 268, ACN 743 951 268, with its registered office at 156 Collins Street, Level 12, Melbourne VIC 3000, Australia. Our director is Sarah Mitchell. You can contact us at any time by writing to support@cloudbookmod.org or by telephoning +61 3 9642 7853 during ordinary business hours in Melbourne, Australia.
For the purposes of the Privacy Act 1988 (Cth), CloudBookModMod Pty Ltd is an APP entity. Where we handle personal information belonging to guests of a customer property that is transmitted through our modules from a customer's NewBook Cloud account, we act as a service provider to that customer and process such information under the terms of our Data Processing Agreement.
CloudBookMod is an independent third-party shop of modules, extensions and integrations designed to work with the NewBook Cloud property management system. CloudBookMod is not affiliated with, sponsored by, endorsed by, associated with or otherwise connected to NewBook Pty Ltd or its parent company. All references to NewBook Cloud in this policy describe purely technical interoperation between our modules and the NewBook Cloud application programming interface as exposed to authorised customers of NewBook Pty Ltd.
We only collect personal information that is reasonably necessary for one or more of our functions or activities, as required by APP 3. The categories we may collect are:
We do not knowingly collect sensitive information within the meaning of section 6 of the Privacy Act 1988 (Cth). We do not solicit or collect government-related identifiers such as tax file numbers, Medicare numbers or driver licence numbers for our own account holders. Guest data flowing through a customer's modules may include such categories, in which case CloudBookMod acts as a service provider to the customer under a separate Data Processing Agreement.
We collect personal information directly from you whenever you place an order in our shop, sign in to the Client Area, activate or configure a module, contact our support team or subscribe to service notices. We collect technical and cookie information automatically from your browser through server logs and first-party analytics. Where you connect a module to a customer's NewBook Cloud account, we collect the applicable API credentials directly from you at the moment of activation. We do not purchase personal information from data brokers and we do not collect personal information from third-party sources without your knowledge.
The purposes for which we handle personal information, and the lawful basis under the Australian Privacy Principles that supports each purpose, are summarised in the table below.
| Purpose | Categories of personal information | Basis under the APPs |
|---|---|---|
| Supplying modules and operating the Client Area | Identity, account, usage logs, API credentials | APP 3 — reasonably necessary for our functions |
| Invoicing and collection of subscription and one-off fees | Billing information | APP 3 and APP 6 — primary purpose of collection |
| Statutory record keeping for taxation and corporate law | Billing information | APP 6.2(b) — use or disclosure required by law |
| Fraud detection and security monitoring | Session logs, technical information | APP 6.2(a) — related secondary purpose reasonably expected |
| Service emails (order confirmations, invoices, incident notices, security alerts) | Contact information | APP 3 — primary purpose of collection |
| Direct marketing (product announcements, changelog digests) | Contact information | APP 7 — opt-in consent, opt-out on every message |
| Aggregated product analytics | Pseudonymised usage data | APP 6.2(a) — related secondary purpose reasonably expected |
We notify you of the matters set out in APP 5 at or before the time we collect your personal information through this policy, through the order confirmation email and through contextual notices in the Client Area.
We disclose personal information strictly on a need-to-know basis to the following categories of recipients:
We do not sell personal information. We do not disclose personal information to advertising networks. We do not carry out automated decision-making that produces legal or similarly significant effects concerning any individual.
We host production data on Amazon Web Services in the Asia Pacific (Sydney) region, which is located in Australia. Certain of our sub-processors, however, are companies incorporated overseas or operate infrastructure outside Australia. Before disclosing personal information to any overseas recipient, we take reasonable steps under APP 8.1 to ensure that the overseas recipient does not breach the Australian Privacy Principles in relation to the information. Those steps include entering into written contracts that bind the recipient to standards substantially similar to the APPs, obtaining independent security certifications where available, and restricting the categories of information disclosed to what is strictly necessary.
You acknowledge that where you consent to a disclosure to an overseas recipient after being informed that APP 8.1 will no longer apply to the recipient, section 16C of the Privacy Act may operate accordingly. In all other cases we remain accountable for acts and practices of overseas recipients that would breach the APPs.
We take reasonable steps under APP 11 to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. Our controls include:
| Category | Retention period | Reason for the period |
|---|---|---|
| Active customer account information | For the duration of your subscription plus three (3) years after the last activity | Ongoing service, defence of legal claims |
| Tax invoices and accounting records | Seven (7) years from the end of the financial year | Section 262A Income Tax Assessment Act 1936 (Cth) |
| Client Area session logs | Twelve (12) months | Security and fraud investigation |
| Module usage logs (debug detail) | Ninety (90) days | Product diagnostics |
| Module usage logs (aggregated) | Twenty-four (24) months | Product analytics |
| NewBook Cloud API keys | Deleted within thirty (30) days of subscription termination | Contractual purpose exhausted |
| Direct marketing consent record | Duration of consent plus three (3) years | Proof of consent under APP 7 |
| Support correspondence | Three (3) years from the last exchange | Customer service continuity |
Where personal information is no longer required for any of the purposes for which it was collected, or for a related secondary purpose, and we are not required by an Australian law or court order to retain it, we take reasonable steps to destroy the information or to ensure that it is de-identified, as required by APP 11.2.
You have, at any time and free of charge, the following rights in relation to the personal information we hold about you:
To exercise any of these rights, please send a written request to support@cloudbookmod.org from the email address on file for your account, or by post to our registered office. We may ask you to provide additional information reasonably necessary to confirm your identity before acting on the request.
If you believe that we have breached the Australian Privacy Principles, or that we have not handled your personal information in accordance with this policy, you may lodge a complaint with us by writing to support@cloudbookmod.org with the subject line "Privacy Complaint" or by mailing our director at 156 Collins Street, Level 12, Melbourne VIC 3000, Australia. Our director will acknowledge your complaint within seven (7) business days and provide a substantive response within thirty (30) days of receipt. We will treat your complaint confidentially and will keep you informed of the progress of our investigation.
If you are not satisfied with our response, or you do not wish to complain to us first, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC), which is the regulator of the Privacy Act 1988 (Cth). The OAIC's contact details are:
Office of the Australian Information Commissioner
GPO Box 5218, Sydney NSW 2001
Telephone: 1300 363 992
Website: oaic.gov.au
Where you have consented to receive commercial electronic messages from us, we send them in accordance with the Spam Act 2003 (Cth). Each message identifies CloudBookModMod Pty Ltd as the sender, includes our postal address in Melbourne and contains a functional unsubscribe facility that we honour within five (5) business days at the latest. You may also revoke your consent at any time by emailing support@cloudbookmod.org. Withdrawing your consent to direct marketing does not affect the delivery of transactional and service messages that we are required to send in connection with your account.
Our website uses only the cookies strictly necessary to operate the shop and Client Area and, where you have consented, functional and analytics cookies. A complete description of every cookie we set, its purpose and its retention is available in the Cookie Policy, which forms part of this policy.
This Privacy Policy may be updated from time to time to reflect changes in the law, in our processing operations or in our security posture. The current version and its effective date are always accessible at cloudbookmod.org/privacy. Material changes are notified by email to the address associated with your account at least thirty (30) days before they enter into force.
CloudBookModMod Pty Ltd
156 Collins Street, Level 12, Melbourne VIC 3000, Australia
Director: Sarah Mitchell
Telephone: +61 3 9642 7853
Email: support@cloudbookmod.org
ABN: 82 743 951 268 — ACN: 743 951 268
Regulator: Office of the Australian Information Commissioner (OAIC), oaic.gov.au
Effective from 11 August 2026. Next scheduled review: 11 February 2027.