Privacy Policy

1. Introduction

Venturaid ("we", "our", or "us") operates an online platform for discovering, organising, and participating in events, group trips, and community teams. We are committed to protecting your personal data in accordance with applicable data protection laws.

By accessing or using our platform, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use our services.

2. Data We Collect

2.1 Information You Provide Directly

• Account registration: name, email address, password
• Profile details: profile photo, phone number, date of birth, gender, city, country, biography
• Vehicle details: make, model, plate number, vehicle type (for car/bike events and trips)
• Emergency contacts: name, phone number, and relationship
• Event & trip registration: dietary requirements, medical notes or other fields requested by the organiser
• Payment information: payment proof uploads, transaction references (we do not store card numbers)
• Reviews and comments you submit about events or trips

2.2 Information Collected Automatically

• Log data: IP address, browser type, device information, pages visited, timestamps
• Cookies and similar tracking technologies (see Section 7)

2.3 Information From Third Parties

If you register or log in using a third-party service (e.g. Google), we receive basic profile information permitted by your privacy settings on that service.

3. How We Use Your Data

We use the information we collect to:

• Create and maintain your account
• Process event and trip registrations and send confirmation emails
• Generate QR check-in tickets
• Enable team membership management and organiser communications
• Process payment proof submissions and manage registration status
• Send platform notifications about your registrations, teams, and activity
• Improve platform features and user experience through analytics
• Detect and prevent fraud, abuse, or security incidents
• Comply with our legal obligations

We do not use your data for automated decision-making or profiling that produces significant legal effects on you.

4. Sharing Your Data

We do not sell, trade, or rent your personal information to third parties. We may share your data with:

• Event / trip organisers: Your name, contact details, and registration information are shared with the organiser of events or trips you register for, solely to facilitate the activity.
• Team admins: Team owners and admins can see the membership list including names and roles.
• Service providers: We use trusted third-party services for hosting, email delivery, and payment processing, under strict data processing agreements.
• Legal authorities: When required by law, court order, or to protect our legal rights.

All third parties are required to handle your data securely and only as we instruct them.

5. Data Retention

We retain your personal data for as long as your account is active, or as needed to provide our services. Specifically:

• Active account data is retained while your account exists
• Registration and payment records are retained for 7 years for legal and accounting purposes
• Upon account deletion, your personal data is anonymised or deleted within 30 days, except where retention is required by law

You may request deletion of your account and personal data at any time (see Your Rights below).

6. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

To exercise any of these rights, contact us at the address in Section 11. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

7. Cookies

We use cookies and similar technologies to operate the platform, remember your preferences, and analyse usage. For full details, please read our Cookie Policy.

Essential cookies (necessary for the platform to function, such as your login session) cannot be disabled. You can control non-essential cookies in your browser settings.

8. Security

We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure, including:

• Encrypted data transmission (HTTPS/TLS)
• Hashed password storage (bcrypt)
• Role-based access controls
• Regular security reviews

No method of transmission over the internet is 100% secure. In the event of a data breach that is likely to result in risk to your rights, we will notify you and relevant authorities as required by law.

9. Children's Privacy

Our platform is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal data, please contact us immediately and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you by email or a prominent notice on the platform. The "Last updated" date at the top of this page will always reflect the most recent version. Continued use of the platform after changes constitutes acceptance of the new policy.