Vixen Racing Limited — Privacy Policy (New Zealand)
Effective date: 6 November 2025
Contact (Privacy Officer): info@vixenracing.co.nz

This policy explains how Vixen Racing Limited (“Vixen Racing”, “we”, “us”) collects, uses, discloses, stores, and protects personal information under the Privacy Act 2020. It covers our website (WordPress/WooCommerce), bookings, crew onboarding, and customer support.

1) What we collect

• Identity & contact: name, email, phone, address, date of birth, nationality.
• Crew & experience: sailing history, qualifications, preferences.
• Emergency/next-of-kin: name, relationship, contact details.
• Medical/fitness (optional but recommended for safety): conditions, allergies, medications, dietary notes, swimming capability.
• Transactions: orders, bookings, billing/shipping, refunds.
• Payments: processed by Stripe; we do not store full card numbers or CVC.
• Communications & preferences: enquiries, support messages, marketing opt-ins.
• Device & cookies: IP address, browser/device, pages viewed, cookie identifiers.

We usually collect information directly from you. If we need information from others (e.g., to verify qualifications), we’ll do so lawfully and fairly.

2) How we use it (purpose)

• Provide services: take bookings, allocate crew positions, process orders and payments, issue confirmations and receipts, provide support.
• Safety & operations: manage onboard safety, maintain emergency contact lists, meet event/race entry requirements.
• Legal/compliance: tax, insurance, maritime/regulatory obligations, fraud prevention.
• Improve & secure: monitor site performance, maintain and secure systems.
• Marketing (opt-in): news and updates; you can unsubscribe anytime.

We collect only what’s necessary and relevant and take reasonable steps to keep it accurate and up to date.

3) Disclosing your information

We may share personal information with:

• Service providers: hosting, email/SMS, IT support, analytics, WooCommerce plugins.
• Payments: Stripe (may process overseas).
• Event partners/authorities: race organisers, yacht clubs, maritime/rescue authorities if needed for entries, safety or compliance.
• Medical/insurers: where urgent care or claims handling is required.
• Professional advisers/regulators: auditors, insurers, legal advisers, Police/OPC when required by law.

We do not sell personal information.

4) Overseas disclosures (IPP12)

Some providers (e.g., Stripe, cloud services, analytics) operate outside New Zealand. We take reasonable steps to ensure comparable safeguards (or use contractual protections) before disclosing information offshore, or we obtain your express authorisation where required.

5) Security (IPP5)

We protect information with reasonable safeguards, including HTTPS/TLS, reputable hosting, role-based access, staff confidentiality, and incident response. If a notifiable privacy breach occurs, we will assess and notify affected individuals and the Office of the Privacy Commissioner where required.

6) Retention (IPP9)

We keep information only as long as needed for the purposes above or as required by law, then securely delete or de-identify it. Typical periods:

• Transactions/tax: up to 7 years.
• Crew & safety records (incl. next-of-kin/medical notes): for your period of involvement plus a reasonable period (up to 7 years) or longer if an incident/claim is active.
• Marketing: until you unsubscribe or we remove inactive contacts.

7) Your choices & rights (IPP6–7)

• Access & correction: You can request access to, and correction of, your personal information. We may ask for ID.
• Marketing: You can unsubscribe via any email footer or by contacting us.  Contact: info@vixenracing.co.nz (use subject “Privacy Request”).

8) Cookies & tracking

Our site uses cookies to operate the cart/checkout (necessary), remember preferences (functional), understand performance (analytics), and—if enabled—support advertising/retargeting. You can control cookies in your browser and via our cookie banner. Blocking necessary cookies may affect checkout.

9) Children & guardians

Our services are designed for adults. For applicants under 18, a parent/guardian must consent and be the primary contact. We will delete children’s data collected without appropriate consent.

10) Unique identifiers (IPP13)

We may assign internal IDs (e.g., booking/crew numbers) only where necessary for our operations.

11) Links & third parties

Third-party sites (e.g., race organisers, Stripe) have their own privacy practices. Check their policies when using those services.

12) Changes to this policy

We may update this policy. The current version and effective date appear at the top.

13) Questions or complaints

Email info@vixenracing.co.nz. If you’re not satisfied, you can complain to the Office of the Privacy Commissioner (New Zealand).