Privacy Policy

The Trustee for the RCKC Family Trust trading as Rob Coad Adventures
ABN: 85 601 135 707
Email: rob@athleticahq.com.au

Effective Date: 9 August 2026
Last Updated: 9 August 2026

Rob Coad Adventures respects your privacy and is committed to handling your personal information responsibly and transparently.

This Privacy Policy explains how Rob Coad Adventures collects, uses, stores, discloses and protects personal information when you visit our website, make an enquiry, register for or participate in an Adventure, communicate with us, join a mailing list, or otherwise interact with us.

We aim to handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

1. Personal Information We Collect

Depending on how you interact with Rob Coad Adventures, we may collect information including:

your name
email address
telephone number
residential or postal address
date of birth or age where required for a particular Adventure
emergency contact details
accommodation and rooming preferences
passport or travel document information where required for international travel arrangements
travel insurance details where required
relevant medical, health, fitness or dietary information where necessary for participation or safety
information provided through registration and booking forms
payment and transaction information
information relating to your participation in an Adventure
photographs, video footage and other media recorded during our Adventures
communications between you and Rob Coad Adventures
information you provide when making an enquiry, complaint or request.

We only seek information that is reasonably necessary for the relevant purpose.

2. How We Collect Information

We may collect personal information when you:

complete a registration or booking form
purchase or enquire about an Adventure
communicate with us by email, telephone, social media, WhatsApp or other communication channels
subscribe to our marketing communications
visit or interact with our website
participate in an Adventure or event
voluntarily provide information to us.

We may also receive information from third parties where this is reasonably necessary to provide an Adventure or service to you.

3. Why We Collect and Use Personal Information

We may collect, use and disclose personal information for purposes including:

processing bookings and registrations
organising and delivering Adventures and events
communicating with participants before, during and after an Adventure
arranging accommodation, transportation, activities and other services
managing emergency situations and participant safety
communicating with emergency contacts where reasonably necessary
arranging travel and other services with relevant providers
processing payments and refunds
providing customer support
administering our business
maintaining records
responding to enquiries and complaints
improving our website, services and customer experience
sending marketing communications where you have provided appropriate consent or where otherwise permitted by law
complying with legal, regulatory, insurance or other obligations.

4. Health and Medical Information

Some Rob Coad Adventures involve physical activity, remote locations, trekking, hiking, travel or other activities where health and safety information may be relevant.

Where reasonably necessary, we may collect health, medical, fitness, dietary or other sensitive information provided by you for the purpose of assessing or managing participation, safety, emergency response or appropriate arrangements.

We will only use or disclose such information for purposes reasonably connected with the reason it was provided, or where otherwise permitted or required by law.

You are responsible for providing accurate and relevant information and notifying us of any significant change that may affect your participation.

5. Emergency Contacts

If you provide emergency contact information, you authorise Rob Coad Adventures to use that information where reasonably necessary in connection with your participation, including in an emergency or where we reasonably believe it is necessary to protect your health or safety.

6. Third Party Service Providers

Rob Coad Adventures may engage or work with third party businesses and service providers to deliver an Adventure.

These may include accommodation providers, transport operators, airlines, tour operators, activity providers, guides, booking platforms, payment providers, insurers, communication platforms and other contractors or suppliers.

Where reasonably necessary, we may provide relevant personal information to these providers so that the services you have booked can be arranged or delivered.

We do not sell your personal information.

7. International Travel and Overseas Disclosures

Some Rob Coad Adventures involve travel outside Australia.

Where necessary to arrange or provide an international Adventure, your personal information may be disclosed to service providers, accommodation providers, transport operators, tour operators, guides, activity providers or other organisations located outside Australia.

The countries to which information may be disclosed will depend on the particular Adventure and the service providers involved.

By participating in an international Adventure, you acknowledge that information reasonably necessary to arrange and provide that Adventure may need to be disclosed to relevant overseas providers.

8. Website, Cookies and Analytics

Our website may use cookies and similar technologies to provide website functionality, remember preferences, understand website usage and improve our services.

We may collect technical and usage information such as:

browser type
device information
approximate location information
pages visited
website interactions
referring websites
dates and times of website visits
other information collected through website analytics tools.

This information may be used in aggregated or de-identified form to understand website performance and improve the customer experience.

Third party services used by our website may collect information in accordance with their own privacy policies.

9. Online Payments

Where you make a payment to Rob Coad Adventures, payment information may be processed through third party payment providers.

Rob Coad Adventures does not generally store complete payment card details.

Payment providers may collect and process information in accordance with their own privacy policies and terms.

10. Email Marketing and Communications

Rob Coad Adventures may send marketing communications about Adventures, events, offers, news and other information that may be relevant to our customers.

We will send commercial electronic messages in accordance with applicable Australian spam laws.

Where consent is required, we will obtain appropriate consent before sending marketing communications.

You can unsubscribe from marketing communications at any time by using the unsubscribe facility provided in the message or by contacting us.

Unsubscribing from marketing communications will not prevent us from sending essential communications relating to a booking, transaction, payment, safety matter or other service you have requested.

11. WhatsApp and Participant Communication Groups

For some Adventures, Rob Coad Adventures may establish private communication groups using WhatsApp or another messaging platform.

These groups may be used for purposes such as:

sharing trip information
communicating meeting times and locations
providing itinerary updates
communicating important safety information
allowing participants to communicate with the organiser and other participants.

If you join a participant communication group, information you post or share within that group may be visible to other members of the group.

WhatsApp and other third party communication platforms operate under their own privacy policies and terms.

You should avoid posting sensitive personal information in group conversations unless it is necessary.

12. Photographs and Video

Rob Coad Adventures may photograph or record participants during Adventures for legitimate business and promotional purposes, including use on our website, YouTube, social media, advertising and other promotional channels.

Where appropriate, participants may be asked to provide consent through our registration process or participant waiver.

If you have concerns about the use of a particular photograph or recording of you, please contact us and we will consider your request.

13. Disclosure Required by Law

We may disclose personal information where reasonably necessary to:

comply with a legal obligation
respond to a lawful request from a government authority or law enforcement agency
protect the health or safety of an individual
investigate suspected fraud, unlawful activity or misuse of our services
protect our legal rights or interests.

14. Storage and Security

Rob Coad Adventures takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Personal information may be stored electronically using systems operated by Rob Coad Adventures and third party service providers.

No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security of information.

15. How Long We Keep Information

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business and transaction records, resolving disputes, complying with legal obligations and protecting our legitimate interests.

When information is no longer required, we will take reasonable steps to securely delete or de-identify it where appropriate.

16. Access to and Correction of Personal Information

You may contact us to request access to personal information we hold about you or to request that inaccurate or outdated information be corrected.

We may need to verify your identity before providing access or making changes.

In some circumstances, access may be refused where permitted by law.

17. Privacy Complaints

If you believe Rob Coad Adventures has mishandled your personal information, please contact us first so that we can investigate and attempt to resolve your concern.

Privacy complaints should be sent to:

Rob Coad Adventures
Email: rob@athleticahq.com.au

We will review your complaint and respond within a reasonable period.

If you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner (OAIC).

18. Changes to this Privacy Policy

Rob Coad Adventures may update this Privacy Policy from time to time to reflect changes to our business, services, technology or legal obligations.

The current version will be published on this page, together with the effective date and date of the most recent update.

19. Contact Us

If you have any questions about this Privacy Policy or how Rob Coad Adventures handles personal information, please contact:

The Trustee for the RCKC Family Trust trading as Rob Coad Adventures
ABN: 85 601 135 707
Email: rob@athleticahq.com.au