Your information

Privacy Policy

Last updated: 5 November 2026

This policy explains how Convoy to Canberra handles personal information through this website and registrations for convoy and community updates. The convoy is a community initiative, separate from Mosman Council.

What we collect

When you register, we collect your name, email address, optional postcode and whether you are interested in joining the convoy or receiving updates for now. We also record your registration time, the update wording shown when you register, and a reference used to manage or withdraw that registration.

Your name and email are needed to register and receive updates. You can leave the postcode blank or browse the website without registering. Please do not submit health information, identification documents or payment details through the form.

If you provide your group’s travel plans, we collect your full name and contact phone number, the coach seats you need from Mosman, the number of cars and the people in those cars, including drivers. For coach passengers, we collect each passenger’s full name and a phone number where they can be reached. A shared number may be used where both passengers can be reached through it; a child may use a parent or guardian’s number. Please have each passenger’s agreement before sharing their details.

We record whether the travel form is complete, changes or withdrawal, your acknowledgement of the peaceful, non-partisan guidance, reminder status and whether coach fare or payment follow-up is needed. Providing travel details is an expression of interest. It does not reserve or pay for a coach seat.

If you volunteer, we also record your volunteering choice, when you confirmed it and the wording shown. This is separate from your travel preference.

If you use the chat, Brevo processes your messages, any contact details you choose to provide and technical information needed to operate the chat. Organisers use this information to respond to your enquiry. Sending a chat message does not subscribe you to our email updates. Please do not send sensitive personal information through chat.

How we use your information

Convoy to Canberra organisers and authorised helpers use your details to record your interest, organise community activities, share news and information, and respond to your enquiries. Registering does not commit you to attending the convoy or any other event.

When you register, you sign up for emails about the Convoy to Canberra and community news, including HMAS Penguin, the Angophora forest, the future of public land, local events and other community issues. You can unsubscribe at any time.

Group and passenger details are used to plan transport, avoid counting a group twice, contact people about coach arrangements and send relevant fare, booking, payment and practical travel information. Adding a passenger does not subscribe them to newsletters. Passengers who want community updates can sign up separately.

If you have registered an intention to travel but have not completed your group’s travel details, we may remind your group contact after 2 days and after 5 days, with a maximum of two reminders. These stop when you complete the details, withdraw, unsubscribe or the event begins. Updates-only contacts do not receive these travel-completion reminders.

If you choose to help, we add your existing contact to our Brevo volunteer list so organisers can contact you about volunteering. You can stop volunteering through your private link without stopping convoy and community updates.

Who can access your details

Registrations are not published on the website. Information is available only to Convoy to Canberra organisers and authorised helpers who need it for the purposes above, and service providers supporting the website, storage or communications. We do not sell registration details or share them with advertisers.

The website’s private organiser register is currently restricted to the signed-in site-owner account. It shows group contacts, travel quantities and coach passenger details. Organisers may download private contact and passenger lists for transport arrangements and share them only with authorised helpers who need them. These downloaded files must be kept secure and removed when no longer needed. Passenger names and phone numbers are not displayed publicly.

Daily organiser email reports contain group, coach, car and passenger totals only. They do not include passenger names, phone numbers or email addresses.

Information may also be disclosed where required by law.

Storage and security

The website is hosted through ChatGPT Sites. Website registrations, group travel responses and coach passenger names and phone numbers are saved in its hosted Cloudflare D1 database. Cloudflare encrypts D1 data in storage and during transfer; the website also restricts access to private records. Read Cloudflare’s D1 security information.

We use Brevo to manage email subscriptions and send registration confirmations, travel communications and community updates. We share the group contact’s name, email, participation choice, any volunteer-list membership and consent record with Brevo for those purposes. Listing someone as a coach passenger does not add them to our newsletter lists. Read Brevo’s privacy policy.

Hosting and communications providers may store or process information outside Australia. The exact storage country for this website’s database has not been independently verified; we do not guarantee that your information is stored only in Australia.

Use the private link sent to your email before adding or updating your group’s travel details. We limit repeat confirmation emails to protect inboxes from unwanted requests. Anyone with a private travel link can view and change that group’s travel details, including passenger contact details. Anyone with an emailed registration-management link can change preferences or withdraw the registration. Keep both links private.

How long we keep information

We keep registration information while it is needed to organise community activities, provide the updates you requested or address related enquiries. Information that is no longer needed will be deleted or de-identified, unless retention is required by law. You can withdraw your registration sooner using the steps below.

We keep group and passenger travel details only while needed for transport planning, travel communications and related follow-up. They will be deleted or de-identified when no longer needed. You may also ask us to delete passenger details or correct a group’s response.

Withdraw, access or correct your information

Use the private travel link in your email to check or update your group’s travel details. If you can’t find it, request a private travel link using the email address you signed up with. Updating a response replaces the previous travel quantities. If your group is no longer travelling, use the withdrawal option to remove it from travel totals, remove its passenger names and phone numbers and stop travel-completion reminders. A minimal record of the withdrawal remains. Your newsletter preference is managed separately.

If your plans change after withdrawing, you can use your private travel link to add fresh details while your convoy participation registration remains active. Your group is only included in travel totals after you save the new response. Deleted passenger details are not restored.

Use the secure registration-management link in your latest confirmation email to manage preferences or withdraw your registration. If you have lost that email or an older link no longer works, register again with the same email address to request a new link. This does not change your existing preferences.

Withdrawing your registration through the website also deletes its group travel record and passenger contact details. The private registration link also unsubscribes your email address from our Brevo updates when connected. We may retain a minimal suppression record in Brevo to respect your unsubscribe request, and non-identifying travel count changes for reporting. You can also use the unsubscribe link in our update emails. Service-provider backups may retain copies temporarily.

To request access, correct your details, withdraw without your private link or raise a privacy concern, email hello@convoytocanberra.com.au or send the Convoy to Canberra organiser a private message through Facebook or Instagram. We may ask for enough information to verify that the registration belongs to you before making a change.

We will review privacy concerns and respond using the contact channel you provide. You can also find information about privacy enquiries and complaints through the Office of the Australian Information Commissioner.

Cookies, hosting and external links

We do not use advertising trackers or embedded social-media feeds. We use simple aggregate counts of page views, how far down a page visitors reach, which key section headings become visible, form starts and completed registrations. Counts are grouped by day, page, mobile or larger screen size, and broad sharing source (such as email or Facebook). A scroll or section milestone is counted once per page visit; counts do not identify individual people or prove that content was read. These counters use no analytics cookies or persistent visitor identifiers and do not store names, email addresses, IP addresses, full referral addresses or private registration links. Hosting and sign-in services operate separately and handle their service data under their own policies, including the OpenAI Privacy Policy for ChatGPT Sites access.

If you follow a link to Facebook, Instagram or another website, that service’s privacy policy applies to your activity there.

Changes to this policy

We will update this page when our information-handling practices change and show the revised date above.