PRIVACY POLICY

1. INTRODUCTION

This document sets out the privacy policy of Mark Robert Lloyd ABN 40 806 912 198 trading as Alpha Trail Events (referred to in this privacy policy as ‘we’, ‘us’, or ‘our’).

The Privacy Act 1988 (Cth) (Privacy Act) requires entities bound by the Australian Privacy Principles to have a privacy policy. We take our privacy obligations seriously and we’ve created this privacy policy to explain how we store, maintain, use and disclose personal information.

We are committed to preventing serious invasions of privacy and ensuring the protection of your personal information, so you can contact us using the details below if you have any questions or concerns.

By providing personal information (including sensitive information) to us, you consent to our storage, maintenance, use and disclosing of personal information in accordance with this privacy policy.

We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

The personal information we collect may include the following:

  • your contact details, including name, telephone or mobile number, mailing address, street address or billing/shipping address, and/or your email address;
  • social media information;
  • your age, date of birth, age category or other information relevant to your eligibility or participation in an event, tour or experience;
  • registration, booking and attendance information, including the event, tour or experience you register for, ticket type, course or distance selection, booking details, attendance details, T-shirt size or merchandise preferences, and any other information relevant to your booking or participation;
  • payment, transaction and order information, including information about refunds, merchandise orders and purchases, noting that we do not store your full credit card details where these are processed by a third-party payment provider;
  • sensitive information (such as health information) as set out below;
  • information you provide when you contact us, submit an enquiry, complete a form, respond to a survey or promotion, subscribe to a mailing list, enter a competition, or otherwise communicate with us;
  • photographs, videos, images, audio recordings or other content captured or provided in connection with our events, tours, experiences, website, social media pages or marketing activities;
  • technical and usage information, including your device identity and type, I.P. address, geo-location information, browser type, page view statistics, website activity, advertising data, cookie data, analytics information and standard web log information;
  • information about third parties, including where you provide information about an emergency contact, another participant, a minor, a person for whom you make a booking, or another person whose information is relevant to your booking, order or participation; and
  • any other personal information provided by you to us, or otherwise required by us, in connection with our website, events, tours, experiences, merchandise, marketing, communications, legal obligations, or business operations.

3. PERSONAL INFORMATION FOR MINORS

For our events, participants under the age of 18 may participate where registration is completed by a parent or legal guardian and the participant is accompanied by a parent or legal guardian, unless we agree otherwise in writing.

Our guided tours and outdoor experiences are generally only available to participants aged 18 years and over, unless we agree otherwise in writing. Where we collect personal information about an individual under the age of 18, we will generally collect that information from, or with the consent of, the individual’s parent or legal guardian.

Where we collect personal information directly from an individual under the age of 18, we will take reasonable steps to assess whether the individual has capacity to consent, or otherwise seek consent from a parent or legal guardian where required or appropriate.

Parents or guardians may contact us at [email protected] to review, manage, or request deletion of their child’s personal information.

4. HOW PERSONAL INFORMATION IS COLLECTED

4.1 HOW WE COLLECT INFORMATION FROM YOU

We will collect your personal information in a lawful and fair way. We will only collect your personal information where you have consented to it, or otherwise in accordance with the law.

We may collect personal information where you:

  • contact us through our website, email, telephone, SMS, social media pages or other communication channels;
  • submit an enquiry, online form, booking form, registration form, waiver, consent form, survey, competition entry or promotion entry;
  • register for, book, attend or participate in an event, guided tour, outdoor experience or other service we provide;
  • create, access or use an account with us or with a third-party booking, registration or payment platform used in connection with our services;
  • interact with our website, social media pages, content, emails, advertising or marketing communications; and
  • otherwise provide personal information to us in connection with our website, events, tours, experiences, merchandise, marketing, communications or business operations.
4.2 HOW WE COLLECT INFORMATION FROM THIRD-PARTIES

Where possible, we collect your personal information directly from you. However, we may also collect personal information about you from third parties where this is reasonably necessary for our functions or activities, where you have consented, or where collection is otherwise permitted or required by law.

We may collect personal information about you from:

  • third-party booking, registration, ticketing or payment platforms, such as ACTIVE Network LLC, Stripe, or similar providers;
  • a person who makes a booking, registration or purchase on your behalf, including a parent, guardian, emergency contact or other authorised representative; and
  • any other third party you authorise to provide personal information to us, or where we are otherwise permitted or required by law to collect the information.
4.3 HOW YOU PROVIDE INFORMATION FOR SOMEONE ELSE

If you provide personal information to us about another person, you must only do so if you have that person’s consent or are otherwise authorised to provide that information to us. This may include where you provide information about an emergency contact, another participant, a person for whom you make a booking, or a person who will attend or participate in an event, tour or experience.

If you are providing personal and/or sensitive information on behalf of someone under the age of 18 (Minor), you must be that Minor’s parent or legal guardian and you must provide consent for the Minor’s personal and/or sensitive information to be collected, used and disclosed in accordance with this privacy policy.

4.4 HOW WE COLLECT INFORMATION FROM COOKIES

We may also collect personal information from you when you use or access our website or our social media pages. This may be done through use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your website usage. Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites. If you do not wish information to be stored as a cookie, you can disable cookies in your web browser.

We may use Google Analytics to collect and process data, including when you use third party websites or apps. To find out more see How Google uses data when you use our partners’ sites or apps.

5. USE OF YOUR PERSONAL INFORMATION

5.1 PRIMARY PURPOSES

We collect and use personal information for the following primary purposes:

  • to provide goods, services or information to you, including our events, guided tours, outdoor experiences and merchandise;
  • to process and manage bookings, registrations, ticket purchases, merchandise orders, payments, refunds, transfers and other transactions;
  • to communicate with you and manage your registration, order, participation, attendance, logistics, safety and emergency contact arrangements and other operational matters connected with our events, tours or experiences;
  • for record keeping, insurance, incident reporting, accounting, tax, audit and administrative purposes;
  • to provide information about you to our contractors, employees, event staff, consultants, agents or other third parties for the purpose of providing goods, services, events, tours or experiences to you;
  • to improve and optimise our service offering and customer experience;
  • to comply with our legal obligations, resolve disputes or enforce our agreements with you or third parties;
  • to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and
  • to consider an application for employment, engagement or volunteering with us, where you apply for a role with us
5.2 SECONDARY PURPOSES

We may also use your personal information for:

  • secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use;
  • direct marketing, promotions, surveys, competitions, remarketing, customer matching,
    custom audience creation, lookalike audience creation or similar advertising activities,
    where permitted by law;
  • such purposes where we reasonably believe that use of your personal information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;
  • any other purpose for which we receive consent from you; or
  • any other purpose which is permitted or required under applicable privacy laws.

6. HOW WE DISCLOSE YOUR PERSONAL INFORMATION

We respect your privacy, and we will take reasonable steps to keep your personal information confidential and protected. We may disclose your personal information to:

  • our employees, contractors, guides, event staff, volunteers, consultants, agents and other personnel who assist us to provide our goods, services, events, tours or experiences;
  • third-party booking, registration, ticketing, payment, website, email, marketing, analytics, advertising, cloud storage, IT and administration providers, including platforms such as ACTIVE Network LLC, Mailchimp, Meta, Google or similar providers;
  • third-party providers involved in delivering or supporting an event, tour or experience, including venue operators, accommodation and transport providers, activity providers, caterers, photographers, medical personnel and emergency services;
  • our professional advisors such as lawyers, accountants and auditors;
  • our related entities (if any); or
  • any third parties you have consented to us disclosing your personal information to.

This may include uploading customer or participant information, such as name and contact details,
to email marketing platforms or third–party advertising platforms for marketing, customer matching,
custom audience, lookalike audience or similar advertising activities, where permitted by law

We take care to work with such third parties who we believe maintain an acceptable standard of data security and require them not to use your personal information for any purpose except for those activities we have asked them to perform on our behalf.

We will not otherwise disclose your personal information unless:

  • you have consented to us disclosing your personal information for particular circumstances;
  • as needed in an emergency or in investigating suspected unlawful activity or serious misconduct;
  • we are required to disclose under a subpoena, court order or other mandatory reporting requirements;
  • we reasonably believe that disclosure of your information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;
  • it is reasonably necessary for the establishment, exercise or defence of a legal claim; or
  • it is otherwise authorised or required by law.

7. STORAGE OF YOUR PERSONAL INFORMATION

  • We store personal information using a combination of internal systems and third-party service providers. Some of our service providers may store, process or access personal information outside Australia, including booking platforms, payment processors, analytics providers, advertising platforms, social media platforms, cloud storage providers and other technology service providers.
  • For example, if you use a third-party booking or payment platform, interact with us through social media, or use our website, your personal information may be collected, stored, processed or accessed by those third-party providers in accordance with their own privacy policies and terms. Where practicable, we will take reasonable steps to work with service providers who maintain appropriate privacy and data security standards.

8. SENSITIVE INFORMATION

8.1 COLLECTION OF SENSITIVE INFORMATION
  • We may collect sensitive information about you where it is reasonably necessary for our events, guided tours, outdoor experiences or related services, where you consent to the collection, or where collection is otherwise permitted or required by law.
  • Sensitive information may be collected through our booking or registration forms, third-party booking or registration platforms, waivers, medical or health information forms, participant declarations, consent forms, communications with you, or other documents we reasonably require in connection with your participation.
  • For certain events, tours or experiences, we may ask you to complete a Medical Information Collection and Disclosure Consent Form, medical declaration, health information form, participant declaration, waiver or similar document. These documents are intended to help us collect relevant health, medical, dietary, emergency contact and safety information so that we can assess and manage participant safety and deliver the relevant event, tour or experience.
8.2 TYPES OF SENSITIVE INFORMATION WE COLLECT

The sensitive information we collect may include the following:

  • health information, including medical conditions, medications, allergies, injuries, physical limitations, fitness concerns, recent illness, pregnancy, mental health conditions, neurological conditions, respiratory conditions, heart conditions, blood pressure issues, fainting, diabetes, epilepsy, asthma or other information relevant to your health or safe participation;
  • dietary requirements, food allergies, medication allergies, environmental allergies or other information relevant to your safety, meals or participation;
  • ambulance cover, private health insurance information or related information you choose to provide;
  • information about your fitness, experience, equipment, medical suitability or ability to safely participate in an event, tour, outdoor activity or experience;
  • emergency contact information and any information reasonably required to contact your emergency contact or respond to an incident, illness, injury or emergency; and
  • any other sensitive information provided by you or a third party to us via our website, booking or registration platforms, forms, waivers, consent documents, communications or otherwise in connection with our events, tours, experiences or services.
8.3 HOW WE USE YOUR SENSITIVE INFORMATION

Your sensitive information will only be used for purposes reasonably connected with our events, guided tours, outdoor experiences or related services, including:

  • assessing whether you can safely participate in an event, tour or experience, including whether to accept your booking, allow you to attend or participate in particular activities, impose reasonable safety conditions on your participation, or refuse, suspend or end your participation for safety reasons;
  • managing participant safety, health risks, dietary requirements, allergies, injuries, fitness concerns and emergency contact arrangements;
  • providing or arranging first aid, medical assistance, ambulance services, emergency evacuation or emergency support;
  • contacting your emergency contact;
  • incident reporting, insurance, legal, risk management and record-keeping purposes;
  • complying with our legal obligations (including permit requirements or venue requirements), resolving disputes or enforcing our agreements with you;
  • sending you messages, reminders, notices, updates, security alerts, and other information requested by you; or
  • any other purpose which is permitted or required under applicable privacy laws.

We do not use your health information, medical information or emergency contact information for direct marketing.

8.4 HOW WE DISCLOSE YOUR SENSITIVE INFORMATION

Your sensitive information will only be disclosed to third parties where reasonably required for your participation, safety, emergency response, legal or operational purposes, including to:

  • our employees, contractors, guides, event staff, volunteers and support personnel;
  • medical personnel, ambulance officers, doctors, emergency services and responders;
  • third-party providers involved in delivering or supporting an event, tour or experience, including activity providers, caterers, transport providers, accommodation providers, campsite or venue operators, where relevant to your safety, dietary requirements or participation;
  • your emergency contact;
  • our professional advisors such as lawyers, accountants and auditors; and
  • any other person or organisation where disclosure is permitted or required under applicable privacy laws.
8.5 HOW YOU CAN WITHDRAW CONSENT

If you wish to withdraw your consent to our collection, use or disclosure of your sensitive information, please contact us using the contact details set out below. We will deal with all such requests within a reasonable timeframe.

Please note that if you withdraw your consent, or do not provide sensitive information we reasonably require for safety, medical, emergency response, insurance or operational purposes, we may be unable to accept your booking, allow you to attend, allow you to participate in particular activities, or safely provide the event, tour or experience to you.

9. MARKETING

We may at times send you marketing communications which will be done in accordance with the Spam Act 2003 (Cth) (Spam Act).

If we do, we may use email, SMS, social media, phone or mail to send you direct marketing communications.

Where consent is needed, we will ask you for your consent before sending you marketing communications, except where you:

  • have explicitly opted-in to receiving email marketing from us in the past; or
  • were given the option to opt-out of email marketing when you initially signed up for one of our platforms and you did not do so.

You can, at any time, opt out of receiving marketing materials from us by using the opt-out facility provided (e.g., an unsubscribe link on emails we send you) or by contacting us via the details provided at the end of this privacy policy. We will implement such a request as soon as possible, however, cannot guarantee that such a response will be immediate.

10. DE-IDENTIFIED INFORMATION

The information we collect may have analytical, educational, or commercial value to us. Where we have de-identified the information we have collected, we reserve the right to process and distribute such information.

11. SECURITY

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password protected, and we use a range of administrative and technical measures to protect these systems. However, we cannot guarantee the security of your personal information.

12. LINKS

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

13. REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION

If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

14. COMPLAINTS

If you wish to complain about how we handle your personal information held by us, please contact us using the details set out below including your name and contact details. We will investigate your complaint promptly and respond to you within a reasonable timeframe.

15. CONTACT US

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

Email: [email protected]

Our privacy policy was last updated on 4 June 2026.