PRIVACY POLICY:
OFF THE EATEN TRACK

Last updated: 1 September 2025

Our Commitment to Your Privacy

Off The Eaten Track (ABN: 24 686 107 166) ("we", "us", "our" or "Off The Eaten Track") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when you use our website, book our tours, or otherwise interact with our services.

Contact Information

Off The Eaten Track
Email: info@offtheeatentrack.co
Website: www.offtheeatentrack.co

What Personal Information We Collect

We may collect the following types of personal information from you:

Booking and Travel Information

• Full name and contact details (phone, email, postal address)

• Date of birth and age

• Passport details and nationality

• Emergency contact information

• Dietary requirements, allergies, and health information

• Travel preferences and special requests

• Payment and credit card information

Communication and Marketing

• Communication preferences

• Feedback and survey responses

• Social media interactions

• Website usage data and cookies

Health and Safety Information

• Medical conditions that may affect your ability to participate in tours

• Mobility requirements

• Travel insurance details

• COVID-19 and other vaccination status (where required by law or destination requirements)

How We Collect Your Information

We collect personal information in various ways:

• Directly from you when you complete booking forms, contact us, or participate in surveys

• Through our website via contact forms, newsletter subscriptions, and cookies

• From third parties such as travel agents, booking platforms, or emergency contacts

• During tours through photos, videos, and feedback collection

How We Use Your Personal Information

We use your personal information for the following purposes:

Tour Services

• Processing and managing your tour bookings

• Arranging accommodation, transport, meals, and activities

• Ensuring your safety and wellbeing during tours

• Providing customer support and assistance

• Managing dietary requirements and accessibility needs

Legal and Safety Requirements

• Complying with government requirements and regulations

• Sharing information with airlines, hotels, and local tour operators

• Emergency contact and medical assistance

• Insurance claims processing

Business Operations

• Marketing our services (with your consent)

• Improving our tour offerings and customer experience

• Website analytics and performance monitoring

• Financial management and record keeping

Communication

• Sending booking confirmations and travel information

• Providing pre-travel briefings and destination guides

• Sharing important updates about your tour

• Marketing communications (where you have consented)

Disclosure of Personal Information

We may disclose your personal information to:

Service Providers and Partners

• Accommodation providers (hotels, ryokans, guesthouses)

• Transportation companies (airlines, railways, bus companies, local transport)

• Local tour operators and guides in Japan and China

• Restaurants and food experience providers

• Activity providers (cooking classes, cultural experiences, farms, breweries)

• Travel insurance companies

Legal and Emergency Situations

• Government authorities (immigration, customs, health departments)

• Emergency services and medical providers

• Travel agents acting on your behalf

• Legal advisors and courts where required by law

Business Partners

• Payment processors for secure transaction processing

• Technology providers for website and booking system functionality

• Marketing platforms (with your consent)

International Data Transfers

As we operate tours in Japan and China, your personal information may be transferred to and processed in these countries. We ensure appropriate safeguards are in place when transferring your information overseas, including:

• Sharing only necessary information for your tour arrangements

• Working with reputable local partners who maintain appropriate privacy standards

• Informing you when overseas disclosure is necessary

Please note that privacy laws in Japan and China may differ from Australian privacy laws, and we cannot guarantee the same level of protection once your information is transferred overseas.

Data Security

We implement appropriate technical and organisational measures to protect your personal information from:

• Unauthorised access, use, or disclosure

• Accidental loss or destruction

• Misuse or alteration

Our Security Measures Include:

• Secure encrypted data transmission (SSL certificates)

• Restricted access to personal information on a need-to-know basis

• Regular security assessments and updates

• Secure payment processing systems

• Staff training on privacy and data protection

However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security of your information.

Data Retention

We retain your personal information for as long as necessary to:

• Provide our services and support

• Comply with legal obligations (typically 7 years for financial records)

• Resolve disputes and enforce our agreements

• Maintain safety and emergency contact information

Once information is no longer required, we securely delete or de-identify it in accordance with our data retention policy.

Your Rights and Choices

Under Australian privacy law, you have the following rights:

Access and Correction

• Access: Request a copy of the personal information we hold about you

• Correction: Request correction of inaccurate or outdated information

• Completion: Request completion of incomplete information

Marketing Communications

• Unsubscribe from marketing emails using the unsubscribe link

• Opt-out by contacting our Privacy Officer

• Update your communication preferences at any time

Complaints Process

If you believe we have mishandled your personal information, you can:

1. Contact us at info@offtheeatentrack.co

2. We will investigate your complaint within 30 business days

3. We will provide a written response outlining our findings and any corrective action

4. If unsatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or phone 1300 363 992

Cookies and Website Analytics

Our website uses cookies and similar technologies to:

• Improve website functionality and user experience

• Analyse website traffic and usage patterns

• Provide personalised content and recommendations

• Enable social media integration

Types of Cookies We Use:

• Essential cookies: Required for website functionality

• Analytics cookies: Help us understand how visitors use our website

• Marketing cookies: Used to deliver relevant advertising (with your consent)

You can manage your cookie preferences through your browser settings, though this may affect website functionality.

Third-Party Links

Our website may contain links to third-party websites, social media platforms, and booking systems. This Privacy Policy does not apply to these external sites. We encourage you to read the privacy policies of any third-party websites you visit.

Photography and Media

During our tours, we may take photographs and videos that include tour participants. These may be used for:

• Marketing and promotional materials

• Website and social media content

• Travel documentation

Your consent: By participating in our tours, you consent to the use of your image in our marketing materials. If you prefer not to be photographed or have your image used, please inform your tour guide.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will:

• Post the updated policy on our website

• Notify you of significant changes via email

• Include the date of last update at the top of this policy

Your continued use of our services after any changes constitutes acceptance of the updated policy.

Children's Privacy

Our tours are designed for adults and typically require participants to be 18 years or older. We do not knowingly collect personal information from children under 18 without parental consent. If you believe we have collected information from a child under 18, please contact us immediately.

Additional Information

Travel Insurance

We strongly recommend comprehensive travel insurance that covers medical expenses, trip cancellation, and personal liability. Your insurance details may be required for tour participation.

Health and Safety Requirements

Some tours may require specific health declarations or vaccinations. This information is collected solely for safety purposes and is shared only with relevant service providers and authorities as required.

Group Bookings

For group bookings, the lead traveller is responsible for ensuring all group members are aware of and consent to this Privacy Policy.