Privacy Policy
1. Purpose
Southern Sky Tours Limited, trading as Pacific Cycle Tours ("Pacific Cycle Tours", "PCT", "we", "our" or "us"), is committed to protecting your privacy and handling your personal information responsibly.
Southern Sky Tours Limited complies with the New Zealand Privacy Act 2020 when collecting, using, storing and disclosing personal information.
This Privacy Policy explains:
what personal information we collect;
how we collect it;
why we collect it;
how we use and protect it;
who we may share it with; and
your rights to access and correct your information.
Nothing in this Privacy Policy limits your rights under the Privacy Act 2020. Further information about New Zealand privacy law is available from the Office of the Privacy Commissioner at www.privacy.org.nz [link].
2. Information We Collect
Depending on the tour or service you book, we may collect the following information.
Personal Information
Full name
Residential or postal address
Email address
Telephone number
Date of birth (where required)
Emergency contact details
Tour Information
Booking details
Accommodation preferences
Dietary requirements
Bicycle sizing and equipment requirements
Optional activity selections
Tour feedback
Payment information (payments are processed through secure third-party payment providers. Pacific Cycle Tours does not store full credit card details.)
Medical Information
To assist us in operating safe tours, we may ask you to provide information about medical conditions that could affect your participation or be relevant during an emergency. This may include:
Existing medical conditions
Allergies
Current medications
Mobility limitations
Relevant injuries
Other information you choose to provide that may assist our guides should an emergency occur.
Providing medical information is voluntary. However, if relevant information is withheld, our ability to respond appropriately in an emergency may be limited.
3. How We Collect Your Information
We generally collect personal information directly from you when you:
make an enquiry;
submit a booking;
complete guest registration forms;
complete medical or dietary questionnaires;
communicate with us by email, telephone or our website; and
subscribe to our newsletters or marketing communications.
We may also receive information from:
travel agents;
overseas tour operators;
booking platforms;
family members or travelling companions acting on your behalf; or
other authorised representatives.
Where practical, we will collect personal information directly from you.
4. Why We Collect Your Information
We collect personal information to:
verify your identity where necessary;
process and manage your booking;
arrange accommodation, transport and tour services;
correctly fit bicycles and equipment;
communicate with you before, during and after your tour;
respond to enquiries;
meet our legal obligations;
protect the health and safety of our guests;
assist emergency services where required;
improve our tours and customer service;
send marketing communications where you have agreed to receive them; and
undertake any other activity authorised by you or required by law.
Medical information is collected solely to assist our guides and emergency responders in providing appropriate assistance should an illness or emergency occur during your tour.
5. How We Use Your Information
Your personal information is used only for purposes directly related to operating Pacific Cycle Tours and providing the services you have requested. Medical information is accessed only by staff or guides who require it to safely operate your tour or respond to an emergency.
6. Sharing Your Information
We only disclose your personal information where necessary to deliver our services or where required or authorised by law. This may include:
accommodation providers;
transport operators;
activity providers;
bicycle suppliers;
trusted IT service providers;
booking and reservation systems;
cloud storage providers;
payment processing providers;
emergency services;
medical professionals;
insurance providers (where required);
government or regulatory authorities; and
any other person authorised by you or required by law.
Medical information is only disclosed where reasonably necessary to protect your health or safety. We share only the minimum information necessary for the purpose.
7. Overseas Storage and Processing
Some of the service providers we use may securely store or process personal information outside New Zealand. Where this occurs, Pacific Cycle Tours takes reasonable steps to ensure those providers protect your information in accordance with the New Zealand Privacy Act 2020 or equivalent privacy standards.
8. Storage and Security
We take reasonable steps to protect personal information from loss, unauthorised access, misuse, alteration or disclosure. Information may be stored:
electronically using secure cloud-based business systems;
on password-protected computers and mobile devices;
within secure booking and reservation systems; and
in limited paper records where operationally necessary.
Access to personal information is restricted to authorised personnel and guides who require the information to perform their duties or to safely operate a tour.
9. Privacy During Your Tour
To help us deliver your tour safely and efficiently, the guides assigned to your tour may have access to certain personal information, including:
your name and contact details;
emergency contact information;
accommodation and rooming information;
dietary requirements;
bicycle sizing and equipment information; and
relevant medical information that may assist in responding to an emergency.
This information is provided only to those staff or guides who require it to safely operate your tour. Where practical, guest information is stored in secure electronic systems with access restricted to authorised personnel. In some circumstances, guides may also carry printed or downloaded copies of guest information while travelling in areas where reliable internet access is unavailable. These copies are used solely for the operation of the tour and the safety of guests. Pacific Cycle Tours takes reasonable steps to ensure guest information remains secure during the tour. At the conclusion of each tour, temporary printed or downloaded copies containing personal or medical information are securely destroyed or permanently deleted when they are no longer required. Medical information is accessed only when necessary to protect the health or safety of a guest or to assist emergency services or medical professionals.
10. Retention of Information
We retain personal information only for as long as reasonably necessary to:
deliver our services;
comply with legal, accounting or taxation requirements;
resolve disputes; or
respond to enquiries.
Medical information is retained only for as long as necessary for the purposes for which it was collected and is securely deleted or destroyed when no longer required.
11. Marketing Communications
With your consent, we may send you information about future tours, promotions and special offers. You may unsubscribe from marketing communications at any time by:
clicking the unsubscribe link in our emails; or
contacting Pacific Cycle Tours directly.
We will not send marketing communications if you have asked us not to.
12. Website and Cookies
Our website may use cookies and similar technologies to:
improve website functionality;
understand visitor behaviour;
analyse website performance; and
improve the services we provide.
You may disable cookies through your web browser settings, although some website features may not function correctly.
13. Third-Party Websites
Our website may contain links to third-party websites. Pacific Cycle Tours is not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any third-party website you visit.
14. Your Rights
Subject to the Privacy Act 2020, you have the right to:
request access to the personal information we hold about you;
request correction of inaccurate or incomplete information;
withdraw consent for optional information where practical; and
ask questions about how your personal information is managed.
Before providing access to, or making corrections to, your personal information, we may ask you to verify your identity. Requests can be made using the contact details below.
15. Changes to this Privacy Policy
Pacific Cycle Tours may update this Privacy Policy from time to time to reflect changes in legislation, technology or our business practices. The latest version will always be available on our website.
16. Contact Us
If you have any questions about this Privacy Policy, or wish to access or correct your personal information, please contact:
Pacific Cycle Tours
Email: reservations@bike-nz.com
Phone: +64 27 776 2018
Postal Address: 7/72 Orbell Street, Sydenham 8011
Website: www.bike-nz.com
17. Consent
By booking a tour with Pacific Cycle Tours and providing your personal information, you acknowledge that you have read and understood this Privacy Policy. Where you provide medical information, you consent to Pacific Cycle Tours using that information to help safely operate your tour and, where reasonably necessary, sharing relevant information with emergency services or medical professionals to protect your health or safety.
By submitting your information, you also acknowledge that Pacific Cycle Tours may collect, use, store and disclose your personal information as described in this Privacy Policy.
