Privacy policy
How BrightHeartWave Pty Ltd collects, uses and protects your information — written to be read, not just filed. Last reviewed September 2025.
What we collect
Only what a trip needs: your name, contact details, dates, preferences and anything you volunteer about diet, mobility or occasion.
From you directly
- Name, email, phone
- Travel dates & party size
- Dietary, mobility & medical notes you choose to share
- Passport details when permits require them
Automatically
- Basic analytics: pages read, time on site
- Device type & rough region
- Cookie preferences (details here)
We never ask for payment card numbers by email or form — deposits run through our invoiced payment partner.
How we use it
To plan, book and support your trip — and to keep you posted if you ask us to.
Running your trip
Quotes, bookings, permits, transfers and the satellite-desk support while you're away.
Trip communications
Confirmations, changes and weather reroutes. Opt-in marketing like the Dispatch is separate — and optional.
Safety & legal
Emergency contacts, insurance requirements and records the law asks us to keep.
Making the site better
Aggregate analytics — which destinations people read about — so we write more of what helps.
Who sees it
The short version: only people making your trip happen. We don't sell data. Ever.
- Our teamDesigners & guides on your booking
- Field partnersLodges, skippers & hosts — minimum needed
- ProcessorsPayment & booking systems, under contract
- AuthoritiesOnly when the law requires it
- AdvertisersNever. Your trips are not a product.
Health and dietary notes go only to the guide and cook who need them on the ground — nowhere else.
Kept short,
kept locked
Booking records live in an encrypted system hosted in Australia. We keep trip files for the seven years the tax office requires, then delete them.
- Encryption in transit and at rest
- Access limited to staff on your booking
- No card numbers stored on our systems
- Breach notification per the Notifiable Data Breaches scheme
- Enquiry, no booking12 months
- Trip file & invoices7 years (legal)
- Newsletter consentUntil you unsubscribe
- Site analytics26 months, aggregate
Your rights
Under the Australian Privacy Act you can see, correct or delete the personal info we hold. Most requests take days, not weeks.
Access
Ask for a copy of your file — free, within 30 days.
Correction
Something wrong? We'll fix it and confirm back to you.
Deletion
Ask us to delete what the law doesn't require us to keep.
The trips this paperwork protects
Privacy is dry to read and vital in practice — here's what it's quietly safeguarding.
If we've got it wrong
Email us first — a person reads it, owns it and replies within 30 days. If you're still unhappy, the Office of the Australian Information Commissioner (OAIC) handles complaints about privacy breaches.
Privacy contact
- Emailbrightheartwave@gmail.com
- Phone+61 3 9654 2178
- Post7 Geils Ct, Deakin ACT 2600
- ResponseWithin 30 days
Related reading: our terms of service and cookie policy cover bookings and site tracking respectively.