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Data Capture and Privacy Policy

Purpose

The Blue Carbon Hub collects personal information to support the delivery of its programs, events, and services. This information may be collected to facilitate travel arrangements, including flights, accommodation, transport, event registration, and other travel-related services.

 

We also collect personal information to distribute newsletters, updates, and other communications about our activities, as well as to administer and deliver the Early Career Ocean Professionals (ECOP) Program, including participant registration, communications, networking opportunities, and program-related activities. Personal information is collected and managed in accordance with applicable privacy legislation and is used only for the purposes for which it was collected, or as otherwise permitted by law.

Information Collected

Personal data is collected solely for travel coordination and logistical purposes, including:

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  • Booking transport, accommodation, and related services
     

  • Communicating travel itineraries and updates
     

  • Managing visas or travel authorisations (if applicable)
     

  • Meeting legal, insurance, or safety obligations

Use of Information

We may collect the following personal data:

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  • Full name and contact details (email, phone number, address)
     

  • Date of birth and gender (e.g. for ticketing and identification purposes)
     

  • Passport details (number, nationality, expiry date)
     

  • Travel preferences (dietary, seating, accessibility requirements)
     

  • Emergency contact information
     

  • Payment or invoicing details (where applicable)

Data Storage and Security

All personal information is stored securely and accessed only by authorised Blue Carbon Hub staff or approved service providers involved in travel coordination.


Data is stored electronically on password-protected systems compliant with applicable privacy regulations.

Data Sharing

Information may be shared only with:

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  • Travel agents, airlines, hotels, and ground transport providers
     

  • Partner organisations directly involved in the travel activity
     

  • Relevant authorities when legally required (e.g., immigration, safety compliance)

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Blue Carbon Hub will not sell or distribute personal data to third parties for marketing or unrelated purposes.

Data Retention

Personal information will be retained only for as long as necessary to fulfil the purposes for which it was collected, including the administration of travel arrangements, events, newsletters, the Early Career Ocean Professionals (ECOP) Program, and other Blue Carbon Hub activities, as well as to meet any legal, financial, or reporting obligations. Once this information is no longer required, it will be securely deleted, destroyed, or anonymised in accordance with applicable privacy and record-keeping requirements.

Traveller Consent

By submitting personal information to Blue Carbon Hub for travel purposes, travellers consent to the collection, use, and sharing of their data in accordance with this policy.

Contact

For questions or requests regarding personal data access, correction, or deletion, please contact: hello@bluecarbonhub.org 

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