Privacy Notice: Reef Buddy
Last updated: 1st September, 2026

1. Who we are

reefbuddy.org is the shared website of two independent marine conservation organisations:

• Reef Buddy Philippines [Inc], Sierra Resort, Lipayo, Dauin, Negros Oriental 6217, Philippines, which runs our volunteer programmes in Dauin.

• Caribbean Reef Buddy Inc, [registered address], Carriacou, Grenada, which runs our volunteer programmes in Carriacou.

Each organisation is responsible, as the controller, for the personal data of people who enquire about or join its own programmes. If you contact us through reefbuddy.org, your details go to the organisation running the programme you're interested in. If you enquire about both, both will receive them.

The website is operated by [Reef Buddy Philippines / Caribbean Reef Buddy / both]. Information collected automatically when you browse it is covered by section 2.

Contacts:

• Philippines: info@reefbuddyphilippines.org, Racquel Ward, Data Protection Officer

• Caribbean: info@caribbeanreefbuddy.org, Kevin Pernick, Data Protection Officer

2. What we collect

• When you visit the website: our hosting provider, Hostinger, logs technical information such as your IP address and browser type for security purposes. We use google analytics cookies to help us improve our site.

• When you enquire: your name, email address, phone or WhatsApp number, country of residence, the programme and dates you're interested in, and anything you choose to tell us.

• When you apply: in addition to the above, your date of birth, nationality, diving certification level and experience, a CV (for leadership and Divemaster programmes), an emergency contact, and travel details. [If collected: passport details, for accommodation registration and insurance.]

• Health information: a dive medical questionnaire, and any dietary requirements or allergies. We collect this only with your explicit consent, and use it only to keep you safe in the water and on site.

• Payments: payments are processed by [payment provider]. We do not see or store your full card details. We keep a record of what you paid and when.

• During your programme: your name may be recorded as a surveyor on reef monitoring data submitted to Reef Check. With your consent, we may take photos and video of you for our websites, social media and YouTube channels.

3. Why we use it

PurposeBasisReply to your enquiryYou asked us toAssess your application and run your programmeNeeded to fulfil our agreement with youUse health information for dive safetyYour explicit consentShare details with medical services or your emergency contact in an emergencyTo protect your life or healthMeet tax, accounting and local registration obligationsLegal obligationSend newsletters, if you opt inYour consent, which you can withdraw at any timeUse photos or video of youYour consent, which you can withdraw at any time

We never sell your personal information.

4. How we contact you

We contact you by email, phone or WhatsApp about your enquiry or booking. WhatsApp is operated by Meta and subject to its own privacy policy. If you would rather we did not use WhatsApp, tell us and we will use email instead.

5. Who we share it with

We share only what each party needs.

• Our partner dive centres, which provide your dive training and diving:

  • The Dive Hub Inc in Dauin

  • [partner dive centre] in Carriacou

  Each shares the necessary details with the certifying training agency to issue your certifications.

• Your accommodation provider.

• Reef Check, as part of survey data submissions.

• Our service providers: Hostinger (website), [Google Workspace] (email), WhatsApp (messaging), [payment provider] and [CRM, if used]. They process data on our instructions.

• Volunteer booking platforms, if you applied through one. Examples are Go Overseas, GoAbroad, Volunteer World and WorkingAbroad. Each has its own privacy policy.

• Between the two Reef Buddy organisations, only if you enquire about or ask to be referred to the other programme.

• Medical services, insurers or authorities, where needed in an emergency or where the law requires it.

6. International transfers

Some of our service providers store data outside the Philippines and Grenada, including in the United States and the European Union. We use providers that apply recognised safeguards to protect it.

7. How long we keep it

• Enquiries that don't lead to a booking: deleted after [2 years].

• Volunteer and payment records: kept for [6 years], for accounting and tax purposes.

• Medical questionnaires: securely destroyed [12 months] after your programme ends, unless an incident means we need to keep them longer.

• Photos and video: used until you withdraw consent. Content already published may remain online.

8. Security

We limit access to your information to team members who need it. We use password-protected systems and keep paper forms in secure storage. No system is completely secure, but we take reasonable steps to protect your data.

9. Your rights

Whichever programme you join, you can ask us to:

• tell you what data we hold about you

• give you a copy of it

• correct it

• delete or block it

• stop using it for a particular purpose

You can also withdraw any consent you have given. Contact the relevant organisation in section 1, and we will respond within [30] days.

• Reef Buddy Philippines complies with the Philippine Data Privacy Act of 2012. You can complain to the National Privacy Commission (privacy.gov.ph).

• Caribbean Reef Buddy follows the principles of Grenada's Data Protection Act 2023. [Once the Act is in force: you can complain to Grenada's Information Commission.]

• If you live in the UK or EU, you have equivalent rights under UK and EU data protection law. You can complain to the Information Commissioner's Office (UK) or your national data protection authority.

10. Volunteers under 18

Applicants under 18 need the consent of a parent or guardian, who must also sign the application and medical forms. See our Child Protection Policy.

11. Changes

We will post any changes on this page and update the date at the top.