Privacy Policy | Van Isle Treks

Last Updated: October 29, 2026

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Van Isle Treks respects the privacy of its website visitors, customers and participants. This Privacy Policy explains how personal information is collected, used, stored, protected and disclosed in connection with our website, bookings and outdoor activities.

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1. INFORMATION WE COLLECT

Van Isle Treks may collect personal information necessary to provide its services.

This may include:

• Full name and contact information.
• Email address and telephone number.
• Booking details and activity selections.
• Payment and transaction information.
• Emergency contact information.
• Medical conditions, allergies or physical limitations voluntarily disclosed by participants.
• Communications submitted through website forms or email.
• Website usage information, cookies and technical data.

Payment transactions are processed through third-party payment providers. Van Isle Treks does not independently store complete payment card details.

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2. HOW INFORMATION IS USED

Personal information is collected and used for legitimate business and administrative purposes.

These purposes may include:

• Processing and confirming bookings.
• Communicating activity details and updates.
• Responding to customer inquiries.
• Coordinating scheduled activities.
• Managing participant requirements.
• Contacting emergency services when necessary.
• Processing refunds and payment transactions.
• Maintaining appropriate business records.
• Improving website functionality and customer services.
• Sending promotional communications where consent has been provided or otherwise permitted by law.

Personal information is not sold to advertisers or other businesses.

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3. MEDICAL INFORMATION AND PARTICIPANT DISCLOSURES

Participants may voluntarily provide information concerning medical conditions, allergies, injuries, medications or physical limitations relevant to their participation.

This information is collected for appropriate activity administration and emergency coordination.

Medical information is treated as sensitive personal information.

Access is restricted to authorized individuals who reasonably require the information for legitimate operational purposes.

Relevant information may be disclosed to emergency responders or medical personnel when reasonably necessary to respond to an emergency.

Van Isle Treks does not provide medical diagnosis, medical certification or professional assessments of participants' physical fitness.

Participants remain responsible for determining their personal medical fitness and ability to participate.

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4. PAYMENT PROCESSING AND THIRD-PARTY SERVICES

Van Isle Treks may use third-party service providers to operate its website, manage bookings, process payments and support administrative functions.

These providers may include:

• Website hosting and booking platforms.
• Payment processing services.
• Email and communication services.
• Website analytics providers.
• Other authorized business technology providers.

Personal information may be processed or stored by these providers, including outside British Columbia or Canada, subject to applicable privacy requirements.

Van Isle Treks limits disclosures to information reasonably necessary for the intended services.

Third-party providers operate under their own applicable privacy and security practices.

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5. DATA SECURITY

Van Isle Treks uses reasonable administrative, technical and organizational measures appropriate to the sensitivity of the information collected.

These measures are intended to reduce the risk of unauthorized access, disclosure, alteration, loss or misuse.

Access to personal information is limited to authorized individuals and service providers with a legitimate business requirement.

Although reasonable safeguards are maintained, no internet transmission, electronic storage system or digital platform can guarantee absolute security.

 

6. INFORMATION RETENTION AND DELETION

Personal information is retained only for as long as reasonably necessary for the purposes for which it was collected, including legitimate business, administrative and legal requirements.

Information used to make a decision directly affecting an individual will be retained for at least one year following that decision, as required by British Columbia privacy legislation.

Medical disclosures and other sensitive information will not be retained longer than reasonably necessary for their original purpose or legitimate legal and business requirements.

When information is no longer required, Van Isle Treks will take reasonable steps to securely delete, destroy or anonymize it.

 

7. COOKIES AND WEBSITE ANALYTICS

The Van Isle Treks website may use cookies and similar technologies to support website functionality, booking services, analytics and user experience.

These technologies may collect information such as:

• Browser type and device information.
• Internet Protocol (IP) address.
• Website pages visited.
• General website activity and performance information.

Visitors may manage or disable cookies through their browser settings or available website privacy controls.

Disabling certain cookies may affect website functionality.

 

8. PRIVACY RIGHTS AND INFORMATION REQUESTS

Individuals may contact Van Isle Treks to request access to personal information held about them or to request corrections to inaccurate information.

Requests may include:

• Access to personal information.
• Correction of inaccurate records.
• Information about collection, use or disclosure.
• Withdrawal of consent where applicable.
• Deletion of information no longer required for legitimate purposes.
• Questions or complaints regarding privacy practices.

Requests will be reviewed and addressed in accordance with applicable privacy legislation.

Withdrawal of consent may affect the availability of services where certain information is reasonably necessary to administer a booking or activity.

 

9. INFORMATION DISCLOSURE

Van Isle Treks does not sell personal information.

Personal information may be disclosed when reasonably necessary for:

• Booking and payment administration.
• Authorized website and technology services.
• Emergency medical assistance.
• Legal or regulatory requirements.
• Other purposes authorized by the individual or permitted by applicable law.

Information will not knowingly be disclosed for unrelated purposes without appropriate authorization or another lawful basis.

 

10. PRIVACY OFFICER AND CONTACT INFORMATION

Van Isle Treks designates its business owner or authorized representative as the Privacy Officer responsible for privacy-related inquiries and requests.

Privacy concerns, information requests or complaints may be submitted using the contact information below.

Van Isle Treks
Attention: Privacy Officer
Comox Valley, Vancouver Island, British Columbia, Canada
VanIsleTreks@gmail.com
www.vanisletreks.com

 

11. POLICY UPDATES

Van Isle Treks reserves the right to update this Privacy Policy to reflect changes in business operations, website services, information practices or applicable legislation.

Updated versions will be published on the Van Isle Treks website with the revised effective date.

 

12. ACKNOWLEDGMENT

By using the Van Isle Treks website, submitting personal information or completing a booking, visitors and participants acknowledge that this Privacy Policy has been made available for their review.

Where consent is required for the collection, use or disclosure of personal information, Van Isle Treks will obtain consent in accordance with applicable privacy legislation.