1. About this policy

The Ninja Run ("we", "us", "our") is a Hamilton-based events business running inflatable obstacle course events across New Zealand. We respect your privacy and handle personal information in line with the Privacy Act 2020 and its Information Privacy Principles.

This policy explains what personal information we collect through our website theninjarun.co.nz, our events and our other channels, how we use it, who we share it with, and your rights. By using our website or attending our events, you acknowledge this policy.

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2. Personal information we collect

We only collect information we need for a lawful purpose connected with our business. This may include:

• Contact details – name, email address, phone number (if you choose to give it) and region.
• Booking details – event, session, ticket type, number of participants, and participant names and ages where needed for safety and age requirements.
• Enquiry and chat content – anything you tell us through our contact form, chatbot, email or social media messages, including group, school, sponsorship, volunteer or media enquiries.
• Event information – check-in records, wristband or wave details, leaderboard results (such as name and course time), and photos or video taken at events.
• Health and safety information – incident or injury details if something happens at an event.
• Marketing preferences – whether you have subscribed to our newsletter or other updates.
• Technical and usage information – IP address, device and browser type, pages visited, referring site, and actions taken on our website, collected through cookies and similar technologies (see section 5).

We do not collect or store full payment card details. Payments are processed by our booking and payment providers.

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3. How we collect it

We collect personal information directly from you wherever possible, including when you:

• complete a form on our website, such as our contact or newsletter form (these forms are powered by GoHighLevel);
• chat with the chatbot on our website (also powered by GoHighLevel);
• buy tickets through our online booking system;
• email us or message us on Facebook, Instagram or TikTok;
• attend an event, register as a volunteer, or take part in our school partner programme; and
• browse our website (automatically, through cookies and the Meta Pixel).

Information about other people. Sometimes we receive information about you from someone else – for example, a parent or guardian booking for a child, a group organiser, a school, or a business booking for its staff. If you give us information about another person, please make sure they know you are sharing it and that they can read this policy. Where we collect information about you from someone else, we will take reasonable steps to let you know, as required by the Privacy Act.

Chatbot. Our chatbot may use automated responses. Please don't share sensitive information (such as health or payment details) in the chat. Chat transcripts are stored so our team can follow up on your enquiry.

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4. How we use your information

We use personal information to:

• process bookings, send tickets and confirmations, and check you in;
• respond to enquiries made through our form, chatbot, email or social media;
• run safe events, including managing age and supervision requirements and responding to incidents;
• communicate about event changes, weather delays or cancellations;
• publish leaderboard results and share event photos and video;
• manage group, school, volunteer, sponsor and charity partnerships;
• send newsletters and promotions where you have agreed to receive them;
• measure and improve our website, events and advertising, including showing relevant ads on Facebook and Instagram; and
• meet our legal, insurance and accounting obligations.

We won't use your information for a purpose unrelated to why we collected it unless you agree or the Privacy Act allows it.

Photos and video. We may photograph or film events and use the footage on our website, social media and promotional material. If you'd prefer not to appear, let a staff member know on the day or email us and we'll do our best to remove identifiable images of you or your child.

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5. Cookies, the Meta Pixel and tracking

Our website uses cookies and similar technologies. Cookies are small files stored on your device that help a website work and tell us how it is used.

Meta Pixel. We use the Meta Pixel, a tool provided by Meta Platforms, Inc. (owner of Facebook and Instagram). It records actions you take on our website – such as pages viewed, forms submitted or tickets purchased – and shares that information with Meta. We use it to:

• measure how well our ads work;
• show our ads to people who have visited our website (retargeting); and
• reach new people who are similar to our visitors.

Meta may link this information to your Facebook or Instagram account and use it under its own Privacy Policy. Where the Pixel uses advanced matching, contact details you enter (such as your email) may be hashed before being sent to Meta.

GoHighLevel. Our forms and chatbot may set cookies or tracking scripts to record your session, link your enquiry to your contact record and attribute it to the ad or page that brought you to us.

Your choices. You can:

• block or delete cookies in your browser settings (some site features may not work properly);
• control the ads you see in your Facebook ad preferences and turn off ads based on activity from other websites; and
• use your device's privacy settings or browser extensions to limit tracking.

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6. Service providers we use

We use trusted third parties to run our website and business. They only receive the information they need to provide their service.

Provider

What they do for us

Where data may be stored

GoHighLevel (HighLevel Inc.)

Website forms, chatbot, customer records, email and SMS communications

United States

Meta Platforms (Facebook, Instagram)

Meta Pixel, advertising, social media messaging

United States and other countries

Roller

Online ticketing, bookings and payment processing

Australia, United States and other countries

Webflow

Website hosting

United States

We may also use providers for email, accounting, cloud storage and IT support. We take reasonable steps to make sure providers protect your information.

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7. Sharing and overseas transfers

We do not sell or rent your personal information. We only share it:

• with the service providers listed in section 6;
• with event partners, venues or schools where needed to deliver an event or programme you are part of;
• with emergency services, medical staff or our insurers if there is an incident;
• with our professional advisers (such as accountants and lawyers); or
• where required or allowed by law, or with your consent.

Overseas storage. Some providers store information outside New Zealand, mainly in the United States and Australia. When we send personal information overseas, we take reasonable steps to make sure it is protected in a way comparable to the Privacy Act, as required by Information Privacy Principle 12 – for example, by using reputable providers bound by contractual privacy and security commitments.

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8. Marketing and opting out

We only send marketing emails or text messages if you have agreed to receive them (for example, by subscribing to our newsletter or ticking a box when booking), in line with the Unsolicited Electronic Messages Act 2007.

Every marketing message includes an easy way to unsubscribe. You can also opt out at any time by emailing [email protected]. We will still send essential messages about bookings you have made, such as tickets and event changes.

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9. Storage, security and retention

We take reasonable steps to protect personal information from loss, misuse and unauthorised access, use, change or disclosure. These include password-protected systems, limiting access to staff who need it, and using providers with recognised security standards. No online system is completely secure, so we cannot guarantee the security of information sent to us over the internet.

We keep personal information only as long as we need it for the purposes in this policy, or as required by law (for example, financial records are kept for seven years under New Zealand tax law, and incident records may be kept longer for insurance purposes). After that, we securely delete or anonymise it.

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10. Children

Many of our participants are children. We usually collect children's information from a parent, guardian, school or group organiser rather than from the child directly, and only what we need to run a safe event (such as name and age).

Our website and marketing are aimed at adults. We do not knowingly collect personal information online from children under 16 without the involvement of a parent or guardian. If you believe a child has given us information without this, please contact us and we will delete it.

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11. Accessing and correcting your information

Under the Privacy Act 2020, you have the right to ask for access to the personal information we hold about you, and to ask us to correct it if it is wrong.

To make a request, email [email protected]. We may need to confirm your identity first. We will respond as soon as reasonably practicable and no later than 20 working days after receiving your request. We do not charge for access or correction requests.

If we decide not to correct your information, you can ask us to attach a statement of the correction you requested. You can also ask us to delete information we no longer need.

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12. Privacy breaches

If a privacy breach occurs that has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and affected people as soon as practicable, as required by the Privacy Act 2020.

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13. Complaints

If you have a concern about how we have handled your personal information, please contact us first at [email protected] and we will try to resolve it.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz or by calling 0800 803 909.

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14. Changes and contact us

We may update this policy from time to time, for example when we change the tools we use or the law changes. The latest version will always be on our website, with the date it was last updated at the top.

If you have any questions about this policy or your personal information, please contact our Privacy Officer:

The Ninja Run Hamilton, New Zealand Email: [email protected] Contact form: theninjarun.co.nz/contact

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