Effective Date: 2 November 2026

​

Deep Blue Conservation ("we", "our" or "us") is committed to protecting your privacy and handling your personal information responsibly.

​

We are a marine conservation organisation based in Sodwana Bay, KwaZulu-Natal, South Africa. This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, make an enquiry, submit a booking request or participate in one of our programs.

​

We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA), and other applicable privacy laws.

​

1. Who We Are

​

For the purposes of POPIA, the responsible party that determines how and why your personal information is processed is:

​

Deep Blue Conservation
Physical or postal address: Deep Blue Conservation, Sodwana Bay Main Rd, Sodwana Bay, Qondwane, 3974
Email: info@deepblueconservation.org
Website: www.deepblueconservation.org

​

Our Information Officer is responsible for overseeing our privacy practices and handling requests relating to personal information.

​

Information Officer: Joanne Dilnot
Email: info@deepblueconservation.org

​

2. Information We Collect

​

Depending on your interaction with us and the program you join, we may collect the following categories of personal information:

​

Personal and contact information​

• Full name and preferred name.

• Date of birth.

• Nationality and country of residence.

• Email address and telephone number.

• Gender and accommodation preferences.

​​

Booking and participant information​

• Program and booking details.

• Emergency contact names and contact details.

• Dietary requirements and preferences.

• Food allergies and other relevant allergies.

• T-shirt size and other information needed to prepare for your stay.

​​

Health and medical information​

• Relevant health conditions, injuries or disabilities.

• Medication and relevant medical information.

• Information about allergies and any additional support you may need.

• Medical clearance or fitness-to-dive documentation where required.​​

Health information is collected only where relevant to diving, participation, safety, emergency care or providing appropriate support.

​

Diving and training information​

• Current diving qualifications and certifying organisation.

• Number of logged dives and recent diving experience.

• Copies of diving certification cards where provided.

• Information required to assess course eligibility and training progress.

​​

Travel and arrival information​

• Flight details and arrival or departure information.

• Participant photographs supplied to help our team identify you during airport collections.

• Other travel information needed to arrange transfers and prepare for your arrival.

​​

Payment and transaction information​

• Invoice and payment records.

• Payment amounts, transaction references and payment confirmations.​​

Payments are processed through third-party payment providers, currently Yoco. We do not request full card details through our participant forms. Card payment information is handled by the payment provider in accordance with its own security and privacy practices.

​

Website and technical information​

When you visit our website, certain technical information may be collected automatically, such as your IP address, browser type, device information, website activity and cookie information, depending on the features and settings in use.

 

You may also voluntarily provide information when contacting us, completing website forms or communicating with our team.

​

We generally collect information directly from you. Where necessary, we may also receive relevant information from payment providers, diving certification organisations or other service providers involved in your booking.

 

3. How We Use Your Information

​

We collect and use personal information only for specific and appropriate purposes connected to our operations.

 

These purposes include:

• Responding to enquiries and managing booking requests.

• Confirming program availability and processing bookings.

• Preparing invoices, processing payments and maintaining financial records.

• Communicating with you before, during and after your program.

• Arranging accommodation and appropriate shared room arrangements.

• Planning weekly groceries and taking dietary requirements into account.

• Organising airport collections, transfers and identifying participants on arrival.

• Preparing participant merchandise, such as Deep Blue T-shirts.

• Organising diving activities, training and marine research.

• Verifying diving qualifications and assessing course requirements.

• Understanding relevant medical conditions, allergies or support needs to help maintain participant safety.

• Contacting emergency contacts or appropriate medical professionals if necessary.

• Meeting applicable legal, insurance, safety and certification requirements.

• Improving our website and services.

• Sending program-related updates and important operational communications.

• Sending marketing communications where permitted by law and in accordance with your preferences.

 

We do not use personal information for purposes unrelated to the reason it was collected unless an additional lawful basis applies.

​

4. Lawful Basis for Processing

​

We process personal information where permitted under POPIA and other applicable laws.

​

Depending on the information and purpose, this may include:​

Contractual obligations: Processing necessary to respond to booking requests, provide our programs and fulfil our agreements with participants.​

Legal obligations: Processing necessary to comply with applicable legal, financial, tax, certification and other regulatory requirements.​

Consent: Where you have voluntarily given permission for a specific purpose, such as optional marketing communications or promotional photography.​

Legitimate interests: Where processing is necessary for our legitimate operational interests, such as managing our business, maintaining records, improving our services and protecting the safety of participants, provided that these interests do not override your rights.​

Vital interests: Where processing is necessary to protect someone's life, health or safety, particularly in an emergency.

Special Personal Information

​

Certain information we collect, particularly health and medical information, is classified as special personal information under POPIA.

​

We only process this information where an applicable legal authorisation permits us to do so. Where we rely on your consent, we will request it separately and clearly explain the purpose of processing.

​

You are not expected to provide a full medical history. We ask only for information relevant to your diving, participation, safety, emergency care or additional support needs.

​

5. Sharing Your Information

​

We do not sell your personal information or share it for unrelated commercial purposes.

​

We may share relevant information with trusted third parties where necessary to provide our services, fulfil our obligations or protect participant safety.

​

These may include:

• Accommodation and food suppliers: Relevant information needed to arrange your stay and accommodate dietary requirements.

• Dive operators and instructors: Information required to plan diving activities, assess qualifications and provide training.

• Diving certification agencies: Such as PADI, where necessary for course registration, training records and certification.

• Airport transfer providers: Relevant arrival information and participant photographs where needed to identify you during airport collections.

• Medical professionals and emergency services: Relevant information where required for medical assistance or an emergency.

• Payment providers: Such as Yoco, to process payments and confirm transactions.

• Government and regulatory authorities: Where disclosure is required or permitted by law.

• Other service providers: Where necessary to operate our website, manage communications or provide our services.

 

We aim to share only the information necessary for each specific purpose.

​

Where third parties process personal information on our behalf, we take reasonable steps to ensure that appropriate confidentiality and security obligations are in place.

​

6. International Transfers of Personal Information

​

Deep Blue Conservation is based in South Africa, but some of the service providers we use operate internationally.

 

For example, our website and online forms are hosted through Wix. Wix uses international data centres and service providers, and personal information may be stored or processed outside South Africa.

​

Depending on the services and providers involved, information may be transferred to or processed in other countries.

​

Where personal information is transferred outside South Africa, we will take steps to ensure that the transfer is permitted under Section 72 of POPIA. This may include ensuring that the recipient provides an adequate level of protection, that an appropriate agreement is in place, or that another applicable legal basis for the transfer exists.

​

7. Data Security

​

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access.

• Loss or theft.

• Misuse.

• Alteration.

• Unauthorised disclosure.

• Destruction.

 

Access to participant information is restricted to authorised individuals who need it for legitimate operational purposes.

 

We also take care when handling particularly sensitive information, such as medical details, emergency contacts and uploaded documents.

​

Where we become aware of a security compromise involving personal information, we will take appropriate steps to investigate, contain and address the incident, and notify affected individuals and the Information Regulator where required by POPIA.

​

Although we take reasonable steps to protect your information, no online system or electronic storage method can be guaranteed to be completely secure.

​

8. Data Retention

​

We retain personal information only for as long as necessary for the purpose for which it was collected, or where retention is required or permitted by law.

​

Different types of information may be retained for different periods, depending on their purpose.

​

For example:

• Booking, payment and financial records may be retained to meet legal, accounting and tax requirements.

• Diving certification and training records may be retained where required for course administration and certification purposes.

• Participant information may be retained for operational, safety and legitimate record-keeping purposes.

• Health and medical information is retained only for as long as necessary for the relevant safety, training or legal purpose.

• Participant photographs collected for airport identification are used for arrival arrangements and will be deleted when no longer needed for that purpose, subject to any legitimate need to retain them.

 

When personal information is no longer required, we will take reasonable steps to securely delete or de-identify it, unless we are legally required or permitted to retain it.

 

9. Cookies and Website Analytics

​

Our website uses cookies and similar technologies to support website functionality and improve the browsing experience.

 

Depending on our website settings and the applications we use, cookies may be used to:

• Ensure essential website functionality.

• Remember visitor preferences.

• Understand website traffic and visitor behaviour.

• Improve website performance.

• Support embedded content and other website features.

 

Some cookies are necessary for the website to function, while others may be used for analytics or additional functionality.

Where required, we will request your consent before using non-essential cookies. You can also manage cookies through your browser settings or any cookie preferences available on our website.

 

Disabling certain cookies may affect some website features.

​

10. Marketing Communications

​

We may occasionally send information about:

• Marine conservation programs and Divemaster internships.

• Research and conservation projects.

• News and updates from Deep Blue.

• Special offers, events and other relevant opportunities.

 

We will send marketing communications only where permitted by applicable law and in accordance with your communication preferences.

 

You can unsubscribe at any time by using the unsubscribe link included in our marketing emails or by contacting us directly.

 

Booking confirmations, invoices, payment reminders, pre-departure information and other necessary program-related communications are operational messages and are separate from optional marketing communications.

 

11. Photography and Media

 

Photographs and videos may be taken during Deep Blue activities for documentation, educational and conservation purposes.

 

We distinguish between photographs collected for operational purposes and photographs used for marketing.

 

Airport identification photographs

If you upload a photograph through your Participant Information Form, we use it to help our team and airport transfer driver recognise you during collection. This photograph is used for arrival arrangements and is not automatically used for marketing or promotional purposes.

 

Marketing and promotional photography

We may ask for your separate permission to use photographs or videos featuring you on our website, social media platforms and other promotional materials.

 

Agreeing to promotional photography is optional and is not a condition of joining our programs. You can decline or withdraw permission for future use by contacting us.

 

Where permission is withdrawn, we will take reasonable steps to stop using the relevant material in future promotional content, although we may not be able to recall materials that have already been printed or distributed.

 

12. Your Rights

​

Subject to applicable law, you have rights regarding the personal information we hold about you.

​

These include the right to:

• Request confirmation of whether we hold personal information about you.

• Request access to your personal information.

• Request correction or updating of inaccurate information.

• Request deletion or destruction of information where legally appropriate.

• Withdraw consent where processing is based on consent.

• Object to certain processing where permitted under POPIA.

• Object to the use of your personal information for direct marketing.

• Ask questions about how your information is collected, used and protected.

• Lodge a complaint with the South African Information Regulator if you believe your personal information has been handled unlawfully.

 

Some requests may be subject to legal, contractual or other lawful limitations.

 

To exercise these rights, please contact our Information Officer using the details provided below.

 

13. Third-Party Websites and Services

 

Our website may contain links to third-party websites, social media platforms or other external services.

 

When you visit these websites or use their services, their own privacy policies and terms apply. We are not responsible for the privacy practices or content of external websites.

 

We encourage you to review the privacy policies of third-party services before providing them with personal information.

 

14. Children's Privacy

​

Deep Blue Conservation's programs are intended for participants aged 18 and over.

 

We do not knowingly collect personal information from anyone under the age of 18 for participation in our programs.

 

If we become aware that we have collected personal information from someone under 18 without an applicable legal authorisation, we will take appropriate steps to address the situation and remove the information where legally appropriate.

 

15. Changes to This Privacy Policy

 

We may update this Privacy Policy from time to time to reflect changes in our business operations, services, technology or applicable legal requirements.

 

The latest version will be published on our website, with the effective date shown at the top of the page.

 

We encourage you to review this policy periodically.

 

16. Contact Us and Privacy Complaints

 

If you have any questions about this Privacy Policy, wish to access or correct your personal information, or have concerns about how your information is handled, please contact our Information Officer.

 

Deep Blue Conservation 
Sodwana Bay, KwaZulu-Natal, South Africa

Email: info@deepblueconservation.org
Website: www.deepblueconservation.org

Information Officer: Joanne Dilnot

​

If you believe that your personal information has been processed unlawfully, you may also lodge a complaint with the South African Information Regulator.

 

Information Regulator (South Africa)
Website: https://inforegulator.org.za/
Email: POPIAComplaints@inforegulator.org.za
Telephone: 010 023 5200
Toll-free: 0800 017 160

 

Thank you for trusting Deep Blue Conservation with your personal information. We take our responsibility to protect your privacy seriously.