This notice explains how the student organisers use information for the Cambridge Executive MBA South Africa Trek 2027 website and My ExecuTrek participant portal.
The public website
The public website describes the planned journey and provides contact details for the student organisers. My ExecuTrek is a separate private participant area. Neither website takes bookings or card payments.
Contact by email
If you contact the student organisers by email, the information you include will be received and used to respond to your enquiry and to manage relevant Trek communications.
Do not send sensitive information through the public site
Please do not use this public website or ordinary email to send passport details, insurance information, medical information, payment details or other sensitive personal information. If information of this kind is required, the student organisers will provide an appropriate process.
My ExecuTrek
Access is limited to approved travellers and authorised student organisers. We use your name, email address and account details to manage access and share flight, room and booking details and relevant documents. Sign-in uses your email and password. Email verification is used to set or reset your password.
Authorised organisers can see participant information and documents. Shared files are available to approved travellers. Personal files are available only to the named traveller and authorised organisers. Travellers cannot view one another’s personal files through the portal.
Personal details
We use your contact email, mobile number, nationality, dietary requirements and emergency contact name and number to organise the trip, arrange suitable meals and contact someone in an emergency. These details are visible only to the traveller and authorised organisers. Travellers can edit every field in Personal details. Include only dietary or allergy information needed for meal arrangements. Changing your contact email does not change your sign-in email.
Service providers
The public website is hosted on ChatGPT Sites. My ExecuTrek uses Cloudflare for hosting, Supabase for accounts, its database and private file storage, and Resend for account emails. These services process information needed to provide their functions, including technical connection and delivery records.
What to upload
You can upload passport copies and travel insurance through the private My ExecuTrek Documents page to support trip arrangements and documentation checks. Upload only what is needed. Do not upload medical records or payment details. Personal files are available only to the named traveller and authorised organisers. Contact the organisers to correct, replace or delete a file.
How long we keep information
Routine traveller profiles and documents will be deleted within 30 days after the trip ends. For the trip ending on 21 March 2027, the deadline is 20 April 2027. If the trip dates change, the deadline will move accordingly.
Specific records still needed for unresolved refunds, accounting or another justified requirement may be kept separately for longer. Access will be restricted, and those records will be reviewed and deleted when they are no longer needed. Service providers may retain limited technical logs or backup copies according to their own retention processes.
Your information
You can contact the organisers to ask about your information, correct it or request deletion. Removing portal access does not recall files that someone has already downloaded.
Privacy questions
Questions about privacy can be sent to laurentiusvdw@gmail.com. Please keep sensitive personal information out of the initial email.
Changes to this notice
This notice may be updated as the website and participant arrangements develop. The latest version will remain available on this page.