Plain-language promise
We use guest information to provide safe, organized, and enjoyable experiences.
When you contact Clear Wave TCI or book with us, we need certain details to serve you properly. For example, we may need your name, phone number, email address, group size, activity choice, preferred date, payment status, and any notes you share with us.
We use that information to confirm your booking, send directions, manage check-in, prepare equipment, communicate weather updates, process payments, answer questions, and keep the activity safe for guests and crew.
Guest-friendly summary: We ask for the information needed to plan and run your experience. We do not sell your information. We also do not ask for sensitive details unless they are needed for safety, booking, payment, legal, or operational reasons.
Turks & Caicos standpoint
How this policy fits our Turks & Caicos business.
Clear Wave TCI operates in Providenciales, Turks and Caicos Islands. We handle guest information with care and in line with local business duties, common-sense privacy expectations, contractual obligations, payment obligations, guest safety needs, and applicable Turks and Caicos laws.
Turks and Caicos has privacy protections under its Constitution, including respect for private and family life, home, and correspondence. In practice, that means we should treat guest information responsibly and only use it for proper business, safety, legal, and service reasons.
This policy is written for guests, so it avoids heavy legal wording. However, it still explains the important parts of how we collect, use, store, and share information.
Information we collect
What information we may collect from guests.
We collect different types of information depending on how you interact with us. For example, booking a tour requires more information than simply reading our website.
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Contact details: Your name, phone number, WhatsApp number, email address, and preferred contact method.
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Booking details: Activity type, date, time, number of guests, age category, private or public option, special requests, and check-in notes.
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Payment and booking status: Payment confirmation, deposit status, refund status, invoice details, booking platform records, and transaction references. We do not store full card numbers.
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Safety and waiver details: Signed waivers, guest acknowledgements, emergency notes, incident reports, boarding notes, and safety-related communications.
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Messages: Emails, website form messages, SMS, WhatsApp, phone notes, review replies, and social media messages.
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Website information: Pages viewed, browser type, approximate location, device type, IP address, cookies, analytics, and similar technical data.
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Photos and videos: Images or videos from tours, photoshoots, guest-submitted content, reviews, marketing consent, or incident/safety records.
How we use information
Why Clear Wave TCI uses guest information.
We use guest information for practical reasons connected to your inquiry, booking, safety, payment, and experience with us.
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To answer questions and help you choose the right activity.
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To confirm bookings, send reminders, provide directions, and communicate changes.
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To manage check-in, group size, equipment, guide assignments, timing, and safety.
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To process payments, refunds, invoices, chargeback responses, and booking disputes.
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To keep records of waivers, policies accepted, safety instructions, and incident reports.
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To improve our website, guest communication, tour operations, and customer service.
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To respond to reviews, complaints, legal claims, insurance matters, fraud concerns, or official requests.
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To send marketing updates only where allowed or when you have asked to hear from us. You can opt out.
Payments, bookings & platforms
How bookings and payment information are handled.
Clear Wave TCI may use third-party booking, payment, messaging, review, analytics, hosting, and website tools to operate the business. These tools help guests book online, pay securely, receive confirmations, contact us, and leave reviews.
Payment card details are processed by secure payment providers or booking platforms. We may receive payment status, transaction ID, booking ID, refund status, and basic billing details, but we do not store your full card number on our website.
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Booking tools: Peek and other booking systems may process reservations and confirmations.
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Payment tools: Payment processors may handle cards, refunds, and transaction security.
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Messaging tools: WhatsApp, SMS, email, and phone services may be used to communicate with guests.
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Review tools: Google, Tripadvisor, Trustindex, and similar tools may display or collect guest reviews.
Website tools, cookies & analytics
How our website may use cookies and tracking tools.
Our website may use cookies, pixels, analytics, embedded maps, booking widgets, review widgets, and similar tools. These help the site load properly, show booking options, display reviews, understand visitor behavior, improve pages, and support advertising or marketing.
You can control cookies through your browser settings. However, some features may not work properly if cookies are blocked.
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Google Maps may help guests find our location.
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Google and Tripadvisor review tools may show guest feedback.
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Booking widgets may help guests reserve activities online.
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Analytics tools may help us understand which pages guests visit most.
Photos, videos, reviews & social media
How we handle guest photos, reviews, and shared content.
Some Clear Wave experiences are photo-friendly. Guests may take their own photos, book a photo package, leave a review, tag us on social media, or share content with us.
When you give us permission, tag Clear Wave TCI, send us content, leave a public review, or agree to marketing use, we may share or display photos, videos, comments, reviews, or testimonials on our website, social media, ads, emails, or booking pages.
We may also keep photos, videos, or written records when needed for safety, incident reports, insurance, payment disputes, complaints, legal matters, or investigations.
Guest choice: If you do not want your image used for marketing, tell us before or during your activity. If you later want a public image removed from our own channels, contact us and we will review the request.
Sharing information
Who we may share guest information with.
We do not sell guest information. However, we may share information when needed to operate the business, provide services, protect safety, comply with legal duties, or resolve a problem.
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Booking and payment providers that help process reservations, payments, refunds, and confirmations.
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Guides, captains, crew, and staff who need guest details to run the activity safely.
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Messaging, email, website, hosting, analytics, review, and map providers that help operate our website and guest communication.
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Insurance providers, legal advisors, accountants, banks, or payment processors when needed for claims, refunds, disputes, fraud prevention, accounting, or compliance.
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Authorities or appropriate third parties when required or permitted by law, or when reasonably needed for safety, fraud, investigation, or property protection.
Authorities, investigations & legal requests
When information may be shared for legal or safety reasons.
Clear Wave TCI may share booking records, communications, waivers, incident details, payment status, guest information, photos, video, or other relevant information with local authorities, law enforcement, government agencies, legal advisors, insurers, payment providers, corporate representatives, or other appropriate parties.
We may do this when required or permitted by law, when responding to a valid request, or when reasonably necessary to cooperate with an investigation, prevent fraud, protect guests or crew, enforce our rights, respond to a chargeback, resolve a dispute, or protect property.
This section is included so guests understand that privacy is important, but safety, lawful requests, fraud prevention, investigations, and protection of people and property may require Clear Wave TCI to share relevant information.
Storage, retention & security
How long we keep information and how we protect it.
We keep guest information for as long as reasonably needed for bookings, customer service, legal duties, accounting, safety records, waivers, disputes, insurance, fraud prevention, and business records.
When information is no longer needed, we may delete it, archive it, or anonymize it. We use reasonable safeguards to protect guest information, but no website, phone, email, or online platform can guarantee perfect security.
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Booking and payment records may be kept for accounting, tax, refund, and dispute reasons.
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Waivers and safety records may be kept for legal, insurance, or incident-response reasons.
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Messages may be kept so we can respond properly to guest questions, complaints, reviews, or claims.
Children and family bookings
How we handle information for children and families.
Many Clear Wave activities are family-friendly. When a child joins an activity, a parent or legal guardian may provide booking details, waiver details, age category, and safety information.
We do not knowingly collect information directly from young children for marketing purposes. If a parent or guardian believes a child’s information was provided to us incorrectly, they can contact us.
Guest choices
Your choices and privacy requests.
You can contact us to ask about your information, correct details, update contact preferences, ask to stop marketing messages, or request that certain information be deleted when we no longer need it for business, legal, safety, or recordkeeping reasons.
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Ask us to correct your booking contact details.
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Ask us to stop sending marketing messages.
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Ask about photos or videos used on Clear Wave channels.
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Ask us to review a privacy concern or data request.
Some records cannot be deleted immediately if we need them for bookings, payments, refunds, chargebacks, waivers, safety, legal claims, accounting, fraud prevention, or lawful investigations.
Third-party links
When you leave our website.
Our website may link to booking pages, Google Maps, Google Reviews, Tripadvisor, WhatsApp, Instagram, Facebook, TikTok, YouTube, Turks Ventures, and other third-party websites or tools.
Those third-party services have their own privacy policies and terms. Once you click away from our website or use a third-party tool, that service may collect and process information under its own rules.
Policy updates
We may update this Privacy Policy.
We may update this Privacy Policy as our website, booking tools, services, legal obligations, or business operations change. The newest version will be posted on this page with an updated date.
