Privacy Policy

Privacy Policy

Outdoorly Adventures Ltd ("Outdoorly", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we keep it and your rights in relation to your information.

This policy applies when you: ● visit or use the Outdoorly website; ● make an enquiry; ● make a booking; ● participate in an Outdoorly event or trip; or ● contact us by email or other communication methods.

Please also see our [Terms & Conditions] and separate [Cookie Policy].

1. Personal Information We Collect

The information we collect depends on how you interact with Outdoorly.

We may collect: ● your name; ● email address; ● telephone number; ● booking and event details; ● booking history; ● payment-related information; ● emergency contact details, where provided; ● email newsletter subscription information; ● communications you have with Outdoorly; ● internal notes created by Outdoorly administrators for legitimate booking or customer-service purposes; and ● if you create or hold a registered account, your account and profile information, such as your name, email address and phone number where supplied.

We aim to collect only information that is reasonably necessary for the relevant purpose.

Outdoorly does not collect or store participants' passport information.

Outdoorly does not routinely collect health or medical information through its booking system.

2. Website Technical Information

When you use our website, certain technical information may be collected automatically by the website or its underlying services.

Depending on the website configuration, this may include: ● IP address; ● browser type; ● device type; ● operating system; ● pages visited; ● date and time of visits; and ● basic technical information required to operate and secure the website.

We use this information where necessary to operate, maintain and secure our website and services.

3. Bookings

Bookings made through the Outdoorly website are processed through our own booking system.

When you make a booking, we may process information such as your name, contact details, event information, booking details and payment status.

4. Payment Information

Payments made through the Outdoorly website are processed securely by Stripe.

Outdoorly does not collect or store your full payment card number or card security code.

Stripe processes payment information in accordance with its own terms and privacy policy.

Outdoorly may receive limited payment-related information necessary to confirm and manage your booking, such as payment status and transaction or payment references.

We do not have access to your full payment card details.

5. Emergency Contact Information

Where you provide emergency contact details as part of a booking or event arrangement, we may use those details where reasonably necessary in connection with an emergency involving you during an Outdoorly event or trip.

You should ensure that any emergency contact information you provide is accurate and that the person concerned is aware that you have provided their details to Outdoorly.

6. How We Use Your Personal Information

We may use your personal information to: ● process and manage bookings; ● process and confirm payments; ● communicate with you about your booking; ● provide event and trip information; ● send meeting point, itinerary and other important event information; ● organise services included in your booking where applicable; ● manage participant numbers; ● contact your emergency contact where reasonably necessary; ● respond to enquiries and customer service requests; ● deal with complaints; ● administer permitted booking changes or transfers; ● maintain business and financial records; ● comply with legal and regulatory obligations; ● prevent fraud or misuse of our services; ● improve our website and services; and ● protect the rights, safety and property of Outdoorly, our participants and others.

7. Our Lawful Bases for Using Your Information

Under UK data protection law, we must have a lawful basis for processing your personal information.

Depending on the circumstances, we may rely on one or more of the following:

Contract

We may process your information where it is necessary to enter into or perform a contract with you, including processing bookings and providing the services you have booked.

Legal Obligation

We may process your information where necessary to comply with a legal or regulatory obligation.

Legitimate Interests

We may process information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

This may include administering our business, responding to enquiries, maintaining records, preventing fraud, improving our services and managing operational matters.

Consent

Where required, we may rely on your consent for particular uses of your information.

Where we rely on consent, you can withdraw your consent at any time. Withdrawal of consent will not affect processing that took place before consent was withdrawn.

8. Newsletter & Marketing Communications

If you choose to subscribe to our newsletter, we will collect your email address to send you information about our newest adventures, special offers, Outdoorly news and other relevant updates.

Our newsletter is delivered using Brevo, an email marketing service provider. Your email address and relevant subscription information may be processed by Brevo on our behalf for the purpose of managing your subscription and sending our newsletter.

You can unsubscribe from our newsletter at any time by clicking the unsubscribe link included in our emails or by contacting us at info@outdoorly.co.uk.

Unsubscribing from marketing communications will not affect important communications relating to an existing booking or event.

9. Photography & Video

Photography and video may be taken during Outdoorly activities for promotional, social media and marketing purposes.

Where appropriate, photographs or videos containing participants may be used on our website, social media channels or other promotional materials.

If you do not wish to appear in identifiable promotional photography or video, please inform the event organiser.

Where specific consent is required by law, Outdoorly will obtain that consent in the appropriate manner.

If you have concerns about an image or video in which you appear, please contact us at info@outdoorly.co.uk.

10. Who We Share Your Information With

We do not sell your personal information.

We may share personal information where reasonably necessary with trusted third parties and service providers that help us operate Outdoorly and deliver your booking.

Payment Providers

Stripe processes payments made through our website.

Newsletter & Email Service Provider

We use Brevo to manage newsletter subscriptions and send marketing communications. Where you subscribe to our newsletter, your email address and relevant subscription information may be processed by Brevo on our behalf.

Transactional Communications

We use trusted email and technology service providers to send transactional communications, such as booking confirmations and responses to contact-form enquiries. These providers process personal information only as necessary to provide those services on our behalf.

Event & Trip Suppliers

Where necessary to deliver a service included in your booking, we may share relevant information with suppliers directly involved in delivering that service.

We aim to share only the information reasonably necessary for the relevant purpose.

Emergency Services

Where reasonably necessary to protect someone's health or safety, we may share relevant contact or booking information with emergency services or other appropriate persons.

Professional & Legal Services

We may share information with professional advisers, accountants, legal advisers, insurers or other professional service providers where reasonably necessary.

Legal & Regulatory Authorities

We may disclose personal information where required by law, court order, regulatory requirement or where necessary to protect our legal rights.

11. International Transfers of Personal Information

Some third-party services we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by applicable data protection law.

Third-party providers, including payment and email service providers, may have their own international data-processing arrangements.

12. How Long We Keep Your Information

We do not keep personal information for longer than reasonably necessary for the purposes for which it was collected.

Our general retention periods are: ● Booking and customer records: normally 6 years after the end of the financial year in which the booking took place, where required for accounting, contractual, legal or business purposes. ● Payment and transaction records: normally 6 years. ● Invoices, receipts and accounting records: normally 6 years, where required for applicable financial and tax record-keeping purposes. ● General enquiries and correspondence: normally 2 years after our last meaningful contact, unless the information is required for another legitimate purpose. ● Event attendance records: normally 2 years after the relevant event. ● Emergency contact information: normally deleted after the relevant event or trip, unless required for an ongoing booking, incident, complaint, insurance matter or legal purpose. ● Complaint and dispute records: normally 6 years after the matter has been resolved, where required to establish, exercise or defend legal claims. ● Marketing information: retained until you unsubscribe or withdraw your consent, subject to periodic review. ● Photographs and videos: retained for as long as reasonably necessary for the promotional or business purpose for which they are being used, subject to applicable rights and objections.

Internal customer notes created for legitimate booking or customer-service purposes are treated as part of our booking and customer records and are retained under the same arrangements. Access to these notes is restricted to authorised administrators.

Where a different retention period is required by law, or where information needs to be retained to establish, exercise or defend a legal claim, we may retain it for longer.

We regularly review the personal information we hold and will securely delete or anonymise information when it is no longer required.

13. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people who need it for legitimate business, operational or safety purposes.

We also expect relevant third-party service providers to maintain appropriate security measures for information they process on our behalf.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

14. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have rights in relation to your personal information, including the right to: ● request access to the personal information we hold about you; ● ask us to correct inaccurate or incomplete information; ● ask us to delete your personal information; ● ask us to restrict how we use your information; ● object to certain processing; ● object to direct marketing; ● request the transfer of certain information to you or another organisation; ● withdraw consent where we rely on consent as our lawful basis; and ● exercise other rights available under applicable data protection law.

These rights are not absolute and may be subject to legal conditions or exemptions.

For example, we may need to retain certain information to comply with a legal obligation or establish, exercise or defend legal claims.

15. How to Exercise Your Rights

If you would like to exercise any of your data protection rights, please contact us:

info@outdoorly.co.uk

Please provide enough information for us to identify you and understand your request.

We may need to verify your identity before providing personal information or making certain changes.

We will respond to valid requests within the time period required by applicable data protection law.

16. Cookies

Our website uses essential cookies and similar technologies required for the website and its functionality to operate properly.

With your consent, we also use Google Analytics 4 to understand how our website is used. Google Ireland Limited and Google LLC act as our analytics processor and may process this information outside the UK, in which case appropriate safeguards such as UK International Data Transfer Agreement provisions or Standard Contractual Clauses apply. Analytics cookies (for example _ga and _ga_*) are only set after you accept analytics on our cookie banner, and you can change or withdraw your choice at any time using the "Cookie settings" link in the website footer. We do not use advertising, marketing, remarketing or personalisation cookies, and analytics data is not used for advertising or personalisation.

For more information about the cookies we use and how they are used, please see our separate [Cookie Policy].

17. Third-Party Websites & Services

Our website may contain links to third-party websites or services.

These third parties have their own privacy policies and terms.

Outdoorly is not responsible for the privacy practices of third-party websites or services.

We recommend reviewing the relevant privacy policy before providing personal information to a third party.

18. Automated Decision-Making & Profiling

Outdoorly does not currently make decisions about participants based solely on automated processing or profiling that produce legal or similarly significant effects.

If this changes, we will update this Privacy Policy and provide any information required by applicable data protection law.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services, technology, legal requirements or how we process personal information.

The latest version will be published on our website with the relevant "Last updated" date.

Where appropriate, we may notify you of significant changes.

We recommend checking this page periodically for the latest version.

20. Complaints

If you have concerns about how Outdoorly uses your personal information, please contact us first so that we have an opportunity to address your concerns.

21. Contact Us

If you have any questions about this Privacy Policy or how we process your personal information, please contact us at:

info@outdoorly.co.uk

Outdoorly Adventures Ltd, trading as Outdoorly, a company registered in England and Wales with company number 16387287.