1. Data controller

Trading name · The Dive Shop Old Providence
Responsable · Alejandro Archbold Archbold
Colombian tax identification number (NIT) · 79.758.295
Dirección · Bahía de Manzanillo, Sector Casa Baja, Providencia, Colombia
Correo para asuntos de privacidad · info@thediveshopoldprovidence.com
Telephone · +57 315 616 9495 y +57 300 679 1131

This policy explains how we process the personal data of people who visit our website, inquire about our services, make a booking or payment, participate in a diving activity, or submit a request or complaint. We process personal data in accordance with Colombian Law 1581 of 2012 and its implementing regulations.

2. Data we collect and how we use it

Data	Purposes
Identification, contact and billing details. Name, email address, telephone number and, where applicable, identification document type and number and billing details.	Respond to inquiries, identify the purchaser or participant, manage bookings, send service communications and issue invoices.
Activity participation details. Date of birth, service, activity dates, certification level and number, issuing agency and date of the last dive, where applicable.	Verify age, certification and other participation requirements, organize activities and manage available spaces.
Bookings, payments and acceptance of terms. Booking reference, order, amount, deposit, outstanding balance, payment reference and status, and the version of the terms accepted and date of acceptance.	Confirm bookings and payments, reconcile transactions, process refunds and keep a record of the agreement.
Communications and complaints. Messages, details of the request, case reference number, date received and status.	Respond, follow up and keep a record of how the request was handled. To check the status online, you must enter the case reference number and the email address provided when submitting the request.

Depending on the service, we may receive this data directly from you, from the person responsible for a shared booking, or from providers involved in delivering the service. If you book for others, share this policy with them and provide only the data you are authorized to share.

We may send confirmations, preparation instructions and notices about your activity. After your experience, we may invite you to leave a Google review. Posting a review is voluntary and subject to Google’s terms. If we send marketing communications, we will request the applicable authorization separately.

3. Health data, minors and images

Health data

Medical questionnaires and certificates of fitness to dive contain sensitive personal data. When we request this information, we will explain what we are asking for, how we will use it and that answering questions about sensitive data is optional. We will request your explicit authorization unless a legal exception applies. If the activity requires proof of medical fitness, we will tell you which documents to provide and how to submit them.

The Dive Shop Old Providence receives the medical questionnaires and fitness certificates applicable to each activity. We use them to verify participation requirements and take appropriate safety measures. We keep them when necessary to handle incidents, complaints or legal matters, including documenting the forms and liability releases signed by participants. Access is limited to authorized people who need the information for those purposes.

For diving courses and introductory diving experiences, PADI also stores the medical questionnaires and fitness certificates handled through its platform.

Personal data of minors

We process the data necessary to arrange a minor’s participation, respecting their best interests and rights. We will seek authorization from their legal representative and give the minor an opportunity to express their views, taking into account their age, maturity and ability to understand how their data will be used.

Complimentary photos and permission to publish

When participants ask us and activity conditions permit, we may take complimentary photographs to share with them.

Before publishing photos or videos in which you are identifiable on The Dive Shop Old Providence website or official social media accounts, we will ask for your prior, express and informed authorization separately. We will explain that the purpose is to showcase our activities and promote the dive center. Permission to publish is voluntary. You can participate and request complimentary photos even if you prefer to keep them for personal use.

If several people are identifiable in an image, we will ask each person for permission before publishing it. If someone prefers to keep their image private, we may use a different photo or edit the image so that the person can no longer be identified.

Publication of images of minors

Before publishing an image in which a minor is identifiable, we will seek the minor’s agreement, taking into account their age, maturity and ability to understand, and authorization from their parents, guardian or other legal representative, as applicable. We will respect the minor’s decision and best interests.

You can withdraw your authorization or ask us to remove an image from the channels we manage by emailing info@thediveshopoldprovidence.com. If possible, include a link or description to help us identify the image.

4. Service providers, activity coordination and international processing

Depending on the activity and booking channel, we may share the data needed with providers of web hosting, email, order management and invoicing services. We may also use Bold to process payments, WhatsApp for communications, PADI for registration, training and related forms, SignNow for applicable forms and signatures, and DAN when arranging dive coverage.

To coordinate activities, we sync Google Calendar el each participant’s name, the service they are booked for and the scheduled dates.

Some providers may process data outside Colombia. Where there is an international transmission or transfer of personal data, we will apply the relevant Colombian rules according to the recipient’s role and the purpose of processing. If you access an external service, you can also consult its own privacy policy. We may provide information to competent authorities when legally required or authorized to do so.

5. Cookies and website technologies

Our website uses cookies and similar technologies for functions such as maintaining your session and managing the shopping cart and checkout. If we use optional cookies for analytics, advertising or other purposes, we will explain what they do and provide the applicable controls.

6. Security and retention

Booking and complaint records are kept in The Dive Shop Old Providence databases. Invoicing information is kept in the invoicing systems we use. Medical questionnaires and fitness certificates are kept for the purposes described in section 3.

We use administrative and technical measures to restrict access and protect data against loss, misuse and unauthorized access. We retain each category of data for as long as needed to fulfil its purpose, meet legal, accounting or contractual obligations, handle complaints and defend rights. At the end of the applicable retention period, we will delete or anonymize the data as appropriate.

7. Your rights and how to exercise them

You can find out what personal data we hold about you, access it free of charge, and ask us to update or correct it. You can also request proof of your authorization where applicable and ask how we have used your data. You may request deletion of your data or withdraw your authorization where applicable. If a legal or contractual obligation requires us to retain certain information, we will explain how that affects your request.

The data controller handles these requests at info@thediveshopoldprovidence.com. Include your name, a way to contact you and a description of your inquiry or request. If you are acting on someone else’s behalf, provide evidence of your authority to represent them. We may ask for the information strictly necessary to verify your identity.

Inquiries about your data. We will respond within 10 business days of receipt. If we need more time, we will let you know before the deadline, explain the reason and provide the expected response date. The maximum extension is 5 business days..
Complaints about your data. We will respond within 15 business days counted from the day after receipt. If we need more time, we will let you know before the deadline, explain the reason and provide the expected response date. The maximum extension is 8 business days. If your complaint is incomplete, we will ask you to provide the missing information in accordance with the law.

Once you have completed the inquiry or complaint process with us, you may file a complaint with Colombia’s Superintendence of Industry and Commerce (Superintendencia de Industria y Comercio)..

8. Changes to this policy

We will publish the current version of this policy and its effective date on this page. We will communicate significant changes through an appropriate channel. If a change in the purpose of processing requires new authorization, we will request it before using your data for that purpose.