Adventure Access Closed Roads Limited 

Purpose 

Adventure Access Closed Roads Limited ("Adventure Access", "we", "our", or "us") is committed to protecting the privacy and confidentiality of all individuals who submit reports, enquiries, complaints, evidence, or other information through our website, email, telephone, social media platforms, or other communication channels. 

This policy explains how we collect, use, store, and protect personal information. 

Our Commitment to Confidentiality 

Adventure Access recognises that individuals may wish to report concerns regarding restricted access to public roads, tracks, trails, reserves, waterways, public land, or other public access areas. 

We are committed to ensuring that: 

• Personal information provided by a person making a report remains confidential.

• The identity of a person making a report will not be disclosed to the public. 

• Personal information will not be published on our website, social media platforms, reports, newsletters, or other public communications. 

• Personal details of a reporter will not be disclosed during investigations, discussions, correspondence, or dealings with councils, government agencies, land managers, authorities, or other third parties unless required by law or expressly authorised by the individual. 

• Reports may be investigated and pursued without identifying the person who submitted the information. 

• Adventure Access will take all reasonable steps to protect the identity of individuals who provide information and will not knowingly reveal information that could reasonably identify a reporter without their consent, unless required by law

Information We Collect 

We may collect information including: 

• Name and contact details; Email address; 

• Telephone number; 

• Location details relating to the reported issue; 

• Photographs, videos, maps, GPS coordinates, or supporting documents;

• Details of the reported restriction, closure, obstruction, or access concern; and

• Any other information voluntarily provided by the individual. 

  Providing personal information is generally voluntary. Individuals may choose to submit information anonymously where appropriate. 

How We Use Information 

Information collected may be used to: 

• Assess and investigate reported access concerns;

• Verify facts and evidence; 

• Communicate with the person who submitted the report; 

• Liaise with relevant councils, government departments, land managers, authorities, or other 

• stakeholders regarding the reported issue;

• Advocate for lawful public access; 

• Maintain records relating to reports and investigations; and

• Improve our services and reporting processes. 

• Where possible, information shared with external parties will be de-identified and limited to the details necessary to investigate the reported issue. 

Disclosure of Information 

Adventure Access will not sell, trade, rent, publish, or otherwise disclose personal information to third parties except: 

• Where required or authorised by law; 

• Where necessary to protect the safety, rights, or property of individuals or the organisation;

• Where the individual has provided consent; or 

• Where disclosure is otherwise permitted under applicable privacy legislation. 

• When communicating with councils, government agencies, managing authorities, landholders, or other stakeholders, Adventure Access will not disclose the identity or personal details of a reporter unless legally required to do so or authorised by the reporter. 

Storage and Security 

We take reasonable steps to protect personal information from: 

• Unauthorised access;

• Misuse; 

• Loss; 

• Interference; 

• Modification; and

• Disclosure. 

Information is stored using secure systems and is only accessible by authorised personnel, volunteers, contractors, or representatives who require access to perform their duties. 

Anonymous Reports 

Adventure Access may accept anonymous reports where sufficient information is provided to assess the matter. However, anonymous reporting may limit our ability to investigate the issue fully or seek clarification where additional information is required. 

Access and Correction 

Individuals may request access to personal information held by Adventure Access and may request correction of inaccurate, incomplete, or outdated information. Requests should be made in writing using the contact details provided. 

Website Data 

Our website may collect limited technical information such as IP addresses, browser type, pages visited, and website usage statistics through cookies or analytics tools. This information is used solely to improve website functionality and user experience. 

Changes to This Policy 

Adventure Access may update this Privacy and Confidentiality Policy from time to time. Any updated version will be published on our website and will take effect immediately upon publication. 

Policy Approved By: Board of Directors 

Review Date: Annually