Privacy Policy

Information we collect

Depending on how you interact with us, we may collect:

• Newsletter details: your first name and email address.
• Event registration details: your name, contact details, attendance information, camping arrangements, transport preferences, safety acknowledgements and other information needed to organise the event.
• Vehicle information: a vehicle registration number when it is required for an event venue, campground booking or permit.
• Attribution information: details that help us understand which event, community or campaign led to a registration. These fields are not intended to contain attendee answers or other personal information.
• Website information: technical and interaction data processed by analytics or other website services when they are enabled.

An event form may ask for additional information when it is reasonably needed for that particular activity. The notice shown with the form will explain what is required and why.

How we use information

We use personal information to:

• manage newsletter subscriptions and send requested updates;
• administer event registrations, attendance and communications;
• plan camping, transport and other event logistics;
• support payment and booking steps where an event requires them;
• respond to questions, privacy requests and complaints; and
• understand and improve our website and community activities.

We do not treat submission of an event form as payment confirmation unless the event process clearly says that payment has been confirmed.

Services we use

We use service providers to operate parts of the website and our activities. Those providers may process information on our behalf:

• Tally: used for event and logistics forms. Tally states that form data is stored in Europe.
• Kit, formerly ConvertKit: used to process newsletter subscriptions and send newsletter communications. Kit states that it and its service providers process and store personal information in the United States and other countries.
• Sanity: used for public website and editorial content. Attendee personal information must not be stored in public Sanity content.
• Google Tag Manager: loaded only when configured and used to manage website measurement tags. The exact remote tags, cookies and retention periods depend on the active configuration.
• Adobe Typekit: used to deliver website fonts.

These services may therefore process information in Europe, the United States and other countries. Other website providers, including Google and Adobe, operate global infrastructure, so the exact location used for a technical request may vary. Providers may retain operational backups or deleted items according to their own service lifecycle and legal obligations.

When we share information

We may share only the information reasonably needed to deliver an activity with an event co-host, venue or campground, payment service provider, or another supplier involved in that event. For example, a campground may require attendee details or vehicle registrations for its booking and permit processes. The event form will identify the relevant purpose before you submit it.

We may also disclose information when required by law or when reasonably necessary to protect the safety, rights or property of attendees, Trailzen or others.

How long we keep information

We keep information only for as long as it is reasonably needed for the purpose described at collection, including administration, record-keeping and resolving questions.

For detailed event-registration information, our process is for an authorised Trailzen organiser to manually remove it from active Tally submissions and authorised working copies 90 days after the relevant event, unless a longer period is required by law or needed to resolve an active issue. This is a manual process unless a collection notice expressly states that verified automatic deletion is in place. Provider backups, recovery areas or trash may retain data for longer under the provider's own lifecycle.

We use newsletter information while you remain subscribed and may retain limited records needed to honour an unsubscribe request. You can unsubscribe using the link in a newsletter or contact us directly.

Security

We take reasonable steps to limit access to personal information to authorised people and services that need it. No method of online transmission or storage is completely secure, so we cannot guarantee absolute security.

Access, correction, deletion and complaints

You can ask what personal information we hold about you, request a correction or deletion, withdraw from optional communications, or raise a privacy complaint by emailing hello@trailzen.com. Please include enough information for us to identify the relevant record without sending unnecessary sensitive information.

We will respond within a reasonable time. We may need to confirm your identity before acting on a request, and some information may need to be retained where required by law or for an unresolved issue.

Updates to this policy

We may update this policy when our services or information-handling practices change. We will publish the revised policy here and update its effective date. If a change materially affects an active event, we will provide an appropriate notice where reasonably practicable.