Privacy Policy

Last updated: April 2026

1. What is PAXWOW?

PAXWOW is a participant registration tool for group travel. It helps travel agencies collect sign-up information from participants for corporate trips, team-building events, and incentive travel.

2. Who is responsible for your data?

The travel agency that created the trip is the data controller - they decide what data to collect and why. PAXWOW acts as a data processor on behalf of the agency, providing the technical platform to collect and store your information.

If you have questions about how your data is used, contact the travel agency that sent you the sign-up link. For questions about the PAXWOW platform itself, contact us at privacy@paxwow.co.

3. What data do we collect?

When you register for a trip, we may collect:

  • Identity: First name, middle name, last name
  • Contact: Email address, phone number
  • Health-related: Dietary requirements, allergies, mobility/accessibility needs
  • Emergency contact: Name and phone number of your emergency contact
  • Travel preferences: Rooming preference, departure city
  • Custom answers: Responses to any additional questions set by the organizer

The organizer chooses which fields are active for each trip. You will only see fields relevant to your specific trip.

Special category data: Dietary information may reveal religious beliefs (e.g. halal, kosher). Under GDPR Article 9, we process this data based on your explicit consent given via the consent checkbox on the registration form.

4. Why do we collect this data?

Your data is collected solely to organize the trip you are registering for. This includes:

  • Confirming your participation
  • Arranging accommodation and rooming
  • Catering to dietary and accessibility needs
  • Booking travel from your departure city
  • Having emergency contact information available during the trip

5. Who can see your data?

  • The travel agency (organizer) that created the trip
  • The client administrator(e.g. your company's HR manager) if the organizer has granted them access
  • PAXWOW platform administrators for technical support purposes only

Your data is never sold, shared with advertisers, or used for marketing purposes.

6. How long is your data kept?

Participant data is automatically deleted 90 days after the trip end date (or a different period configured by the agency). After this period, your personal data is permanently removed from our systems.

The agency may export your data to their own systems before the retention period expires. PAXWOW is not responsible for data held outside our platform.

7. Your rights

Under GDPR, you have the right to:

  • Access - View all data we hold about you (via your edit link)
  • Rectification - Correct any inaccurate data (via your edit link)
  • Erasure - Delete your registration and all associated data at any time (via the delete link in your confirmation email)
  • Withdraw consent - You may withdraw your consent at any time by deleting your registration
  • Data portability - Request a copy of your data in a machine-readable format
  • Lodge a complaint - Contact your local data protection authority if you believe your rights have been violated

8. Cookies

PAXWOW uses only essential cookies required for the platform to function (authentication session cookies for organizers and client admins). We do not use tracking cookies, analytics cookies, or third-party advertising cookies. Participants filling in forms do not receive any cookies.

9. Data security

All data is transmitted over HTTPS. Data is stored in Supabase (PostgreSQL) with row-level security ensuring that users can only access data they are authorized to see. Backups are performed daily.

10. Emergency contacts

If you provide an emergency contact, you confirm that you have informed that person that their name and phone number will be stored by PAXWOW for the duration of the trip and the retention period, solely for emergency purposes.

11. Changes to this policy

We may update this privacy policy from time to time. Material changes will be communicated via the platform. The date at the top of this page indicates the last update.