Privacy policy

This policy explains what personal information West Oz Outdoor Therapy Pty Ltd (WOOT), ABN 55 699 864 821, collects, why we need it, who can see it, where it's kept, and how you can see, correct or delete it. We handle your information in line with the Australian Privacy Principles.

What we collect

• When you book: your name, email and phone number, the session, date and group size, any note you add, and whether your deposit and balance have been paid.
• From each climber's form: name, date of birth, address and phone; an emergency contact and how they're related to you; your climbing and outdoor experience, any gear you have and your goals for the session; and anything about your health that could affect you on the day.
• When you sign the waiver: your signature, the waiver version you signed, the date and time, and your IP address and device type, so there's a reliable record of what you agreed to.
• When you contact us: your name, contact details and message.

Payments are bank transfers, so we never see or store card details. When you pay, our bank shows us the name and reference on your transfer. If we need to refund you, we'll ask for the account to pay it into.

Why we collect it

• To plan and run your session safely, including knowing who to call in an emergency.
• To confirm your booking, send reminders, the meeting point and payment details, and let you know about weather changes.
• To keep a record of each climber's signed waiver, as our insurance requires [Evan to confirm with insurer].
• To answer your questions.

Your health information

Health information is sensitive, so we treat it with extra care. You choose what to share, and we only use it to keep you safe on the day.

• Only Evan can see your health answers, in WOOT's private admin area [Evan to confirm whether WOOT's website administrator also has access].
• They're never included in emails, calendar entries, waiver PDFs or website logs.
• The person who made your booking can see whether you've completed your form, but never your answers.

Photos

We only share photos of you publicly, for example on our website or Instagram, if you've said that's OK [Evan to confirm how photo permission is asked].

Who we share it with

We don't sell or rent your information. We use a few trusted services to run WOOT, and they only get what they need:

• Cloudflare hosts our website and stores booking records and signed waivers. It also checks that forms are sent by people, not bots, and gives us visitor numbers without cookies.
• Our email service [Evan to confirm: Resend] sends booking emails. Health answers are never in them.
• Google Calendar holds Evan's diary: your session, date, group size and the booker's name, never health answers.
• Our bank processes the transfers you make.

We'll also share information if the law requires it, or with emergency services if someone needs urgent help. If there's an incident, we may need to share relevant details with our insurer [Evan to confirm].

Where it's stored

We ask Cloudflare to keep our booking database in the Oceania region, as close to Australia as possible. Some of the services above may store or process information overseas, including in the United States [Evan to confirm the full list].

How long we keep it

We keep signed waivers and the participant details in them for [period to be confirmed], because we may need them if a claim is made. We keep other booking information for [period to be confirmed], then delete it.

Seeing, correcting or deleting your information

Email hello@wootadventures.com.au to ask for a copy of what we hold about you, to correct it, or to ask us to delete it. We'll reply as soon as we can, and within 30 days. We may need to keep a signed waiver even if you ask us to delete it, and we'll tell you if that's the case.

Cookies and analytics

We don't use advertising or tracking cookies. We count visits with Cloudflare Web Analytics, which doesn't use cookies. Our forms use Cloudflare Turnstile to block spam, which checks some details about your browser.

Questions and complaints

If you have a question or a concern about how we've handled your information, contact us first at hello@wootadventures.com.au or 0411 877 739 and we'll try to put it right. If you're not happy with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au (opens in a new tab) or on 1300 363 992.

Changes to this policy

We may update this policy from time to time. The latest version is always on this page.