Privacy & Confidentiality Policy
Privacy and Confidentiality Policy
Last updated: October 2026
Bikestyle Tours respects the privacy and confidentiality of our guests, prospective guests, staff, partners and website users.
We collect and use personal information to provide cycling tours, travel services and related experiences, communicate with our guests and operate our business effectively.
We are committed to handling personal information responsibly and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where they apply to our business. Bikestyle Tours is currently progressing its application for accreditation under the Australian Travel Accreditation Scheme (ATAS), administered by the Australian Travel Industry Association (ATIA).
1. Our Commitment to Privacy and Confidentiality
We recognise that guests provide us with personal and, in some cases, sensitive information so that we can safely and effectively organise and deliver their travel arrangements.
We have a general duty to protect the confidentiality of information you provide to us. We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
We will only use or disclose personal information for the purpose for which it was collected, for a related purpose that you would reasonably expect, with your consent, or where otherwise permitted or required by law. For sensitive information, a reasonably expected secondary purpose must be directly related to the purpose for which the information was collected, unless you consent or another legal exception applies.
Guest information is only shared with our staff, guides, contractors, travel partners and suppliers where reasonably necessary for them to perform their role or provide services associated with a guest's booking or tour.
2. Information We May Collect
Depending on your interaction with Bikestyle Tours, we may collect personal information including:
- Name, address, telephone number and email address
- Date of birth and identification information
- Booking and payment information
- Passport details where required for travel arrangements
- Flight and other travel information
- Accommodation and rooming requirements
- Emergency contact information
- Cycling experience and fitness information, bike measurements, clothing sizes and bike hire requirements
- Dietary requirements, food allergies and accessibility requirements
- Relevant medical or health information that you choose to provide and that is reasonably required to assist with the safe delivery of your tour
- Travel insurance information
- Previous travel and loyalty program information
- Communications and correspondence with Bikestyle Tours
- Photographs and video captured during our tours, subject to applicable consent and permissions
- Information about your use of our website and online services
We aim to collect only information that is reasonably necessary for our business activities and the delivery of our services.
Where we collect sensitive information, including relevant health information, we will obtain consent where required and limit its use and disclosure to appropriate purposes. Where consent is required, accepting this policy does not by itself replace the need for informed consent to the particular collection, use or disclosure.
3. How We Collect Personal Information
We may collect personal information directly from you when you make an enquiry, pre-book or book a tour, complete a booking or guest information form, communicate with our team, subscribe to our communications, participate in a Bikestyle Tours experience or use our website.
We may also receive information from another person making a booking on your behalf, a travel agent, a member of your travelling party, an authorised representative or a travel supplier.
Where reasonably practicable, we will make you aware when personal information has been collected from another source.
4. How We Use Your Information
We may use personal information to:
- Respond to enquiries and manage bookings
- Organise and deliver cycling tours and travel services
- Arrange accommodation, transport, activities, bike hire and other tour services
- Manage rooming arrangements and individual guest requirements
- Communicate important pre-tour and on-tour information
- Assist with guest safety, dietary, accessibility or relevant medical requirements
- Respond to emergencies or incidents
- Process payments and administer accounts
- Maintain appropriate records relating to previous travel with Bikestyle Tours
- Improve our tours, services, systems and website
- Meet legal, regulatory, insurance and accreditation requirements
- Communicate news, tour information and offers where permitted
Bikestyle Tours does not sell guest personal information.
5. Sharing Information with Travel Suppliers
Delivering cycling tours and international travel arrangements requires us to work with other organisations and service providers.
We may disclose information that is reasonably necessary to accommodation providers, transport providers, airlines, bike hire providers, local tour operators, activity providers, restaurants, guides, contractors and other suppliers involved in providing your travel arrangements.
We seek to limit the information provided to what the recipient reasonably requires to perform their role or provide the relevant service.
For example, an accommodation provider may require a guest's name and rooming requirements, while a bike hire provider may require a guest's name, height and bike measurements.
We will share sensitive information with suppliers only to the extent reasonably necessary for the relevant service or purpose and where the disclosure is permitted by applicable law, including obtaining your consent where required. Operational convenience alone does not authorise disclosure of sensitive information.
6. Overseas Disclosure of Personal Information
Bikestyle Tours operates cycling tours in Australia and internationally. As a result, personal information may need to be disclosed to travel suppliers and service providers located outside Australia.
These recipients may include accommodation providers, local transport companies, tour operators, guides, bike hire providers, activity providers and other travel suppliers in the countries associated with your tour or travel arrangements.
Where Australian privacy law applies to an overseas disclosure, we will take reasonable steps required by the Australian Privacy Principles in relation to that disclosure, subject to applicable exceptions.
The countries in which information may be disclosed will depend on the destination, itinerary and services associated with each guest's booking.
7. Staff, Guides and Contractors
Bikestyle Tours staff, guides and contractors may have access to guest information where it is reasonably necessary for them to perform their duties.
They are expected to maintain the confidentiality of guest information and must not use or disclose guest information for unrelated personal or business purposes.
Information concerning medical conditions, dietary requirements, emergency contacts or other sensitive matters should only be accessed or shared by personnel who reasonably require the information to assist the guest or safely deliver the tour.
8. Emergency Situations
Where reasonably necessary to protect the health or safety of a guest or another person, personal information may be provided to emergency services, medical professionals, insurers, assistance providers, Bikestyle Tours personnel or other appropriate parties as permitted by applicable privacy law.
9. Service Providers and Technology
We use third-party technology and service providers to operate our business. These may include booking systems, customer relationship management systems, accounting systems, email platforms, cloud storage providers, website providers, analytics services and payment processors.
These providers may process or store personal information on our behalf. We take reasonable steps appropriate to the circumstances to protect information handled through the systems and service providers we use.
10. Payment Information
Payments may be processed by banks, payment gateways or other payment service providers.
Bikestyle Tours does not intentionally retain complete credit card details unless necessary and permitted through an appropriately secured payment process.
11. Website Information, Analytics and Cookies
When you visit our website, certain technical information may be collected automatically, including your Internet Protocol (IP) address, browser type, device information, pages visited, the time and date of your visit and other website usage information.
We may use cookies and analytics services, including services provided by third parties such as Google Analytics, to understand website usage, improve our website and support relevant marketing activities.
You may configure your browser to refuse or manage cookies, although some website functionality may be affected.
12. Marketing Communications
Where permitted, we may use personal information to communicate information about Bikestyle Tours, upcoming tours, cycling experiences and related services.
Operational communications relating to an enquiry, booking or tour are separate from general marketing communications and may be necessary for us to provide the services you have requested.
Marketing communications sent electronically will provide an appropriate way to unsubscribe. You may ask us at any time to stop sending you marketing communications.
We do not use sensitive information for direct marketing unless the required consent has been obtained.
13. Security of Personal Information
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
These measures may include appropriate access controls, password protection, secure systems, HTTPS website connections, restricted access to guest information and reasonable administrative and operational safeguards.
Access to personal information is intended to be limited to people who reasonably require it to perform their duties.
No method of electronic transmission or storage can be guaranteed to be completely secure. However, we take reasonable steps appropriate to the nature and sensitivity of the information we hold.
14. Retention and Destruction of Personal Information
We retain personal information for as long as reasonably required to provide our services, administer our business and satisfy legal, accounting, insurance, accreditation and record-keeping obligations.
Where personal information is no longer required and we are not legally required to retain it, we will take reasonable steps to securely destroy or de-identify it.
Sensitive information should not be retained longer than reasonably necessary for the purpose for which it was collected or another permitted purpose.
15. Accessing and Correcting Your Personal Information
You may request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Please contact us using the details in section 20 and describe the information you wish to access or correct. We will respond within a reasonable period and in accordance with any applicable legal requirements.
We may need to verify your identity before providing access or making changes.
In some circumstances we may be permitted by law to refuse an access or correction request. Where required, we will provide written reasons and explain how you can complain about our decision.
16. Data Breaches
If we become aware of unauthorised access, disclosure or loss of personal information, we will assess the incident and take reasonable steps to contain and address it.
Where required under applicable privacy legislation, including the Notifiable Data Breaches scheme, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC).
17. Privacy Complaints
If you have a concern about how Bikestyle Tours has collected, used, stored or disclosed your personal information, please contact us using the details in section 20. Please describe your concern and any outcome you are seeking so that we can investigate.
We handle privacy complaints free of charge in accordance with our Complaints Handling Policy and Procedures. We will acknowledge your complaint within 5 days and aim to investigate and provide an outcome within 21 days. If more time is needed, we will explain the delay and advise when we reasonably expect to provide an outcome.
If you are not satisfied with our response, you may be entitled to complain to the Office of the Australian Information Commissioner (OAIC) or another relevant regulator. The OAIC generally expects you to first complain to us in writing and allow a reasonable time for a response, usually 30 days. Its complaint-handling requirements and jurisdiction apply.
18. ATIA Accreditation and Customer Confidentiality
Bikestyle Tours is currently progressing its ATIA accreditation application. We are committed to implementing the privacy and confidentiality standards set out in the ATAS Code of Conduct as part of that process. We do not represent that accreditation has already been granted.
The ATAS Code of Conduct recognises obligations under applicable privacy legislation as well as a general duty of confidentiality towards customers, subject to circumstances including where disclosure is required by law or the customer has expressly or impliedly consented to the disclosure.
We incorporate these principles into the way we collect, access, use, store and share guest information throughout the enquiry, booking and travel process.
19. Changes to this Privacy Policy
We may update this Privacy and Confidentiality Policy from time to time to reflect changes to our business practices, technology, legal requirements or industry standards.
The current version will be published on the Bikestyle Tours website with its most recent update date.
Where appropriate, we may also communicate material changes directly to affected guests or customers.
20. Contact Us
If you have questions about this Privacy and Confidentiality Policy, would like to access or correct your personal information, wish to make a privacy complaint or have another privacy-related request, please contact Bikestyle Tours.
Bikestyle Tours is operated by GILL VELO OP CO PTY LTD trading as Bikestyle Tours (ABN: 71 627 386 038). You can contact us by email at tours@bikestyletours.com, by phone on +61 407 579 404, or by post at 32 Lakelands Drive, Merrimac QLD 4226, Australia. You can also use the Bikestyle Tours Contact page.
