Ninja Tours - Privacy Policy

Last updated: September 2026

1. Introduction

This Privacy Policy explains how Ninja Tours (“we”, “us”, “our”) collects, uses, stores, and discloses personal and sensitive information in connection with our website and the travel services we provide. Ninja Tours is operated solely by Vu Han Nguyen as a sole trader. By using our website or purchasing our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described below.

2. Information We Collect

• 2.1 Personal Information: We may collect personal information including: name, address, contact details, email address, phone number, passport details, travel preferences, itinerary information, payment details, and emergency contact details.

• 2.2 Sensitive Information: We may collect sensitive information where reasonably necessary to provide our services, including medical conditions, dietary requirements, and accessibility needs. We only collect sensitive information with your explicit consent.

• 2.3 Information Provided About Others: If you provide information about another traveller, including children, you confirm that you have informed them of this Privacy Policy and obtained their consent.

3. How We Collect Information

• 3.1 Direct Collection: We may collect information when you visit or interact with our website or social media; contact us by phone, email, or online enquiry; make a booking or request a quote; make a payment; subscribe to marketing communications; or participate in promotions or competitions.

• 3.2 Information Provided by Travel Agents (B2B): Ninja Tours frequently receives personal and sensitive information from other travel agents who act on behalf of their customers. This may include passport details, contact information, medical notes, and travel preferences for adults and children. We rely on these agents to ensure their customers have been informed and have provided appropriate consent.

• 3.3 Third Party and Legal Requirements: We may also receive information from travel suppliers, booking platforms, publicly available sources, or where required by law.

4. How We Use Information

We use personal and sensitive information to: arrange and manage travel bookings; communicate with you or your travel agent; provide customer support; process payments; personalise travel experiences; send marketing communications (you may opt out at any time); and comply with legal obligations. Sensitive information is used only for the purpose for which it was provided.

5. Disclosure of Information

We may disclose information to trusted contractors and service providers; airlines, hotels, ground operators, and travel suppliers; payment processors and fraud checking services; professional advisers; and government or regulatory authorities where required by law.

• 5.1 Overseas Disclosure: To fulfil your international travel arrangements, we must disclose personal and sensitive information to overseas recipients, primarily located in Japan, as well as to secure cloud service providers whose servers may be located overseas. By providing your information, you acknowledge that overseas recipients may not be subject to the Australian Privacy Act 1988 (Cth), and that Ninja Tours is not liable for how these third-party overseas suppliers handle your data once transferred to fulfil your contract [Office of the Australian Information Commissioner].

6. Automated Decision Making

Ninja Tours does not use automated decision-making systems that make decisions which significantly affect individuals. All travel planning, booking decisions, and customer service interactions are carried out manually.

7. Children’s Privacy

Ninja Tours does not knowingly collect personal information directly from individuals under 18 years of age. However, we may receive children’s information when provided by a parent, legal guardian, or travel agent acting on their behalf. We handle children’s information with the same level of care and confidentiality as adult information. If we become aware that children’s information has been provided without appropriate consent, we will delete it promptly.

8. Data Security and Retention

We take reasonable steps to protect personal and sensitive information from misuse, interference, loss, unauthorised access, modification, or disclosure. Information may be stored physically or electronically.

• 8.1 Data Retention: We only retain your personal and sensitive information for as long as necessary to fulfill the purposes for which it was collected, including fulfilling your travel bookings, satisfying any legal, accounting, or reporting requirements, and resolving disputes. High-risk sensitive information, such as passport images or copies, will be securely destroyed or permanently de-identified within a reasonable timeframe after your travel is completed, unless required otherwise by law.

9. Notifiable Data Breaches

If a data breach occurs that is likely to result in serious harm, we will promptly assess the breach, notify affected individuals, and notify the Office of the Australian Information Commissioner (OAIC). This is done in accordance with the Notifiable Data Breaches Scheme.

10. Access, Correction, and Deletion

You may request access to, correction of, or the deletion of the personal information we hold about you by contacting us at info@ninjatours.com.au. We may require proof of identity before processing your request.

Requesting access, correction, or deletion is completely free. We do not charge any fee for lodging a request; however, we reserve the right to charge a reasonable administrative fee to cover our direct, out-of-pocket costs (such as photocopying or postage) in compiling and delivering extensive physical records. We will not delete information that we are legally required to retain for tax, financial auditing, or regulatory purposes. If we refuse access, correction, or deletion, we will provide written reasons as required by the Privacy Act [Office of the Australian Information Commissioner].

11. Complaints

If you have concerns about how we handle your personal information, please contact us at info@ninjatours.com.au. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

12. Cookies and Analytics

We use cookies and Google Analytics to improve website performance and understand user behaviour. You may disable cookies in your browser settings, but some website features may not function correctly.

13. External Links

Our website may contain links to external sites. We are not responsible for the privacy practices or content of those websites.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will be published on our website.