Privacy Policy
Last updated 13 July 2026.
- Introduction
- Who we are
- Information we collect
- How We Use Your Information
- Who We Share Your Information With
- International Data Transfers
- Data Retention
- Your Rights
- Cookies
- Data Security
- Children’s Information
- Third Party Links
- Changes to This Policy
- Contact Us
This Privacy Policy explains how Ocean Swim Fiji (“we”, “us”, “our”), operated by Quantum Events Ltd, collects, uses, stores and protects personal information when you visit our website, register for an event, make a booking or otherwise interact with us.
By using our website or booking services you agree to the collection and use of information in accordance with this policy.
Quantum Events Ltd trading as Ocean Swim Fiji
Registered Office:
NS Plus More Limited, Unit 7a, 331 Rosedale Road, Albany, Auckland, 0632 , New Zealand
NZBN Registration Number: 9429049520965
Contact for privacy matters:
Scott Rice
scott@oceanswimfiji.com
We collect different categories of information depending on how you interact with us.
3.1 Enquiry and registration information
– Name
– Email address
– Phone number
– Date of birth
– Departure city/country
– Event and travel preferences
3.2 Booking and travel information
– Passport number, expiry date and country of issue
– Country of residence
– Room and accommodation preferences
– Flight details
– Extras and merchandise selections
3.3 Health and emergency information
– Dietary requirements
– Medical information relevant to your participation in the event
– Emergency contact name, phone number and relationship to you
– Travel insurance provider and policy number
3.4 Payment information
Payments are processed securely by Stripe. We do not store full card details on our servers. We retain records of transaction amounts, dates and Stripe transaction references for accounting and dispute purposes.
3.5 Waiver and consent records
If you sign a participant waiver, we record your signature, the date signed and, where applicable, a parent or guardian name for a child participant.
3.6 Website and technical information
– IP address and browser type
– Pages visited and time spent on our website
– Cookies and similar tracking technologies (see Section 9)
We use personal information to:
– Process bookings, deposits and payments
– Create and manage your participant account and booking dashboard
– Communicate with you about your booking, event logistics and updates
– Verify eligibility requirements, such as minimum age and passport validity
– Respond to medical or emergency situations during the event
– Maintain accurate records for accounting, insurance and legal compliance
– Send marketing communications where you have consented to receive them
– Improve our website and services
We share personal information with the following categories of third party service providers, solely for the purposes of operating our booking and event management system:
– Stripe – payment processing
– Drip – email marketing and customer communication
– Mailgun – transactional email delivery
– WP Engine – website hosting
– Airtable – internal booking and agent administration
We may also share information with:
– Travel agents and package partners involved in fulfilling your booking
– Accommodation providers, cruise operators and travel partners, where necessary to deliver your event package
– Professional advisors, insurers and regulators, where required by law
We do not sell personal information to third parties.
As our website and booking system rely on service providers based overseas, your personal information is transferred to and processed in countries other than your own, including the United States and Australia. These transfers are necessary for us to operate our booking, payment, hosting and communication systems.
– WP Engine (hosting) – our website is hosted on WP Engine’s Asia/Pacific region infrastructure.
– Stripe (payments) – processes payment data globally and relies on standard contractual clauses and other approved safeguards for cross-border transfers.
– Mailgun (transactional email) – our sending domain is configured on Mailgun’s US region.
– Drip (email marketing/CRM) – stores and processes data in the United States.
– Airtable (internal booking administration) – stores data in the United States by default.
Where personal information is transferred internationally, we rely on contractual protections, including standard contractual clauses, and the data protection commitments provided by our service providers.
We retain personal information only for as long as necessary to fulfil the purposes described in this policy, including any legal, accounting or reporting requirements.
– Booking and participant records – retained for the duration of the event plus [X] years for accounting and insurance purposes
– Passport and travel document details – deleted or securely archived within [X] months of event completion, unless required for an active dispute or legal claim
– Medical and dietary information – retained only for the duration of the event and a short period afterward, then securely deleted
– Payment records – retained in accordance with tax and accounting obligations, typically [X] years
– Marketing contact details – retained until you unsubscribe or withdraw consent
– Test and duplicate records – periodically identified and removed from our systems
Where we no longer need personal information, we securely delete or anonymise it.
Depending on your location, you may have the right to:
– Access the personal information we hold about you
– Correct inaccurate or incomplete information
– Request deletion of your information, subject to legal retention requirements
– Object to or restrict certain processing
– Withdraw consent to marketing communications at any time
– Request a copy of your information in a portable format
To exercise any of these rights, please contact us using the details in Section 2.
Our website uses cookies and similar technologies to operate correctly, remember your preferences, process bookings and understand how visitors use our site. The main cookies used are:
– WordPress account cookies (e.g. wordpress_logged_in_, wordpress_sec_, wp-settings-) – keep you logged in to the participant portal
– osf_conf – a cookie set during the deposit payment process to identify your booking on the confirmation page
– Gravity Forms session cookies – allow multi-page registration and deposit forms to retain your answers as you move between pages
– Stripe cookies (e.g. __stripe_mid, __stripe_sid) – used for fraud prevention during payment processing
– Meta Pixel – used for advertising and marketing analytics on our website
– Google Analytics (e.g. _ga, _ga_*, _gid) – used to understand website traffic and visitor behaviour
You can control or delete cookies through your browser settings. Blocking some cookies may affect the functionality of the booking portal, such as staying logged in or completing a multi-page form.
We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or destruction. These measures include access controls on our booking system, secure payment processing through Stripe, and restricted access to sensitive fields such as passport and medical information.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Some of our events accept participants under the age of 18. Where a child participates, a parent or guardian provides and manages the child’s information through their own participant portal account. We do not knowingly collect personal information directly from children without parental involvement.
Our website may contain links to third party websites, such as accommodation providers or travel partners. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last updated” date. We encourage you to review this policy periodically.
If you have questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:
Scott Rice
Registered Office: NS Plus More Limited, Unit 7a, 331 Rosedale Road, Albany, Auckland, 0632 , New Zealand
