Privacy Policy

This privacy policy explains how Vibrantforcedyn ("we", "our", "us") collects, uses, stores and shares the personal information of visitors to vibrantforcedyn.world and participants in our active recreation programs. We comply with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth) and apply equivalent care to information collected from visitors located outside Australia.

1. Information we collect

We collect only the personal information we need to run our programs, communicate with you, and meet our legal obligations. The categories of information we may collect include:

• Identity details such as your name, date of birth (where relevant for participation), and emergency contact.
• Contact details such as your email address, postal address and phone number.
• Booking details such as program dates, dietary notes, access needs and any voluntary fitness information you choose to share.
• Payment information processed by our payment provider; we do not store full card numbers on our own systems.
• Technical information collected automatically when you visit our website, including IP address, browser type, referring page and approximate location at country or region level.
• Any other information you voluntarily share with us through enquiries, surveys or post-trip feedback.

2. How we use your information

We use the personal information you share with us for the following purposes:

• To confirm bookings, prepare trip briefings, and coordinate logistics for your chosen program.
• To contact you about a booking, including changes to weather plans, meeting points or guides.
• To improve the safety of our programs by understanding the experience levels and access needs of participants.
• To respond to enquiries and follow up on feedback.
• To send occasional studio updates if you explicitly opt in to receive them.
• To meet our legal, accounting, insurance and regulatory obligations in Australia.
• To prevent fraud, secure our systems, and resolve disputes.

3. Legal basis for processing

We rely on a number of lawful bases for processing personal information, depending on the activity. These include the performance of a contract for the programs you book with us, your explicit consent for marketing and certain optional features, compliance with legal duties (such as record keeping under Australian tax and consumer law), and our legitimate interests in operating, securing and improving our services in a way that is proportionate and does not override your rights.

4. Sharing your information

We do not sell personal information. We share limited information only when necessary and only with parties bound by appropriate confidentiality:

• Guides and staff who are facilitating your program, on a strict need-to-know basis.
• Trusted service providers such as our payment processor, email platform, hosting provider and analytics provider, all of which act only on our documented instructions.
• Insurers, regulators or other authorities where we are required by law or have a strong legal basis to do so.
• Professional advisers such as lawyers and accountants when reasonably necessary.

Where our service providers process information outside Australia, we take reasonable steps to ensure they handle the information in line with the Australian Privacy Principles or an equivalent standard.

5. How long we keep information

We retain personal information only for as long as we need it for the purpose it was collected, and for any additional period required by law. Booking and safety records are typically retained for seven years to meet insurance and tax obligations. Enquiry records that do not lead to a booking are retained for a shorter period and reviewed at least annually.

6. Storing and securing information

We use a combination of administrative, technical and physical safeguards to protect personal information. These include encrypted transport for our website (HTTPS), strong access controls on our internal tools, regular review of staff access, and supplier due diligence. No system is perfectly secure; if you become aware of a vulnerability or potential breach, please contact us so we can investigate quickly.

7. Your rights

Subject to applicable law, you have the right to:

• Ask for a copy of the personal information we hold about you.
• Request correction of information that is inaccurate or out of date.
• Withdraw consent at any time where we rely on consent (such as marketing emails).
• Ask us to delete information we no longer need to hold.
• Object to or limit certain types of processing, including direct marketing.
• Make a complaint to a supervisory authority such as the Office of the Australian Information Commissioner.

To exercise any of these rights, please reach us through the contact details on the contact page. We aim to respond to verified requests within thirty days.

8. Cookies and analytics

Our website uses a small number of cookies and similar technologies to remember your preferences and to understand how visitors use the site. You can read the details in our cookies policy and adjust your browser settings at any time.

9. Children

Our programs are designed for adults. We do not knowingly collect personal information from children under sixteen through this website. If you believe we may hold information about a child without parental consent, please let us know and we will remove it.

10. Updates to this policy

We may update this policy from time to time to reflect changes in the way we work or in applicable law. The "last updated" date at the top of the page will always show when the current version came into effect. Where the changes are significant, we will publish a short summary on our home page or send a notice to participants of any active bookings.

11. Contact

If you have any questions about this policy or about how we handle your personal information, please write to us at the studio address on the contact page or use the contact form. We are happy to talk it through and we will take any concern seriously.