top of page

PRIVACY POLICY

Anglian Trail Adventures Privacy Policy

​

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • How to complain

 

Contact details

Email: angliantrailadventures@gmail.com

​

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details

  • Addresses

  • Date of birth

  • Purchase or account history

  • Payment details (including card or bank information for transfers and direct debits)

  • Health information (including dietary requirements, allergies and health conditions)

  • Health and safety information

  • Account information

  • Information relating to loyalty programmes

  • Website user information (including user journeys and cookie tracking)

  • Photographs or video recordings

  • Information relating to compliments or complaints

​

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details

  • Addresses

  • Payment details (including card or bank information for transfers and direct debits)

  • Purchase history

  • Account information, including registration details

  • Information used for security purposes

  • Marketing preferences

​

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Location data

  • Recorded images, such as photos or videos

  • Purchase or viewing history

  • Website and app user journey information

​

We collect or use the following information to comply with legal requirements:

  • Name

  • Contact information

  • Identification documents

  • Any other personal information required to comply with legal obligations

  • Health and safety information

​

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Payment details

  • Account information

  • Purchase or service history

  • Information relating to health and safety

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

​

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

​​

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

​

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

​​

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

​​

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

​​

Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

​​

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

Where we get personal information from

  • Directly from you

 

How long we keep information

 

This schedule outlines how long Anglian Trail Adventures retains personal data collected in the course of providing tour guiding services. It reflects our commitment to data minimisation and lawful processing under the UK GDPR and the Data Protection Act 2018.

 

Key Principles

We only retain personal data for as long as necessary to fulfil the purpose it was collected for.

We regularly review the data we hold and securely delete or anonymise information that is no longer needed.

Retention periods are based on legal obligations, industry best practices, and operational requirements.

 

Client Information

​

Client Data

Data Category: Client contact details
Purpose: Service delivery and communication
Retention Period: 6 years from last service
Justification: Aligns with HMRC record-keeping requirements

Data Category: Emergency contacts
Purpose: Safety and contingency planning
Retention Period: 6 years from last service
Justification: Retained for emergency use

Data Category: Customer health notes
Purpose: Risk management and service tailoring
Retention Period: 6 years from last service
Justification: Necessary for safe handling and care

​

Financial & Transactional Records

Data Category: Invoices and payment records
Purpose: Accounting and tax compliance
Retention Period: 6 years
Justification: Required by HMRC

Data Category: Bank transfer confirmations
Purpose: Audit trail and dispute resolution
Retention Period: 6 years
Justification: Financial and legal transparency

Data Category: Expense receipts
Purpose: Business accounting
Retention Period: 6 years
Justification: HMRC requirement

​

Communications & Consent

Data Category: Email and message history
Purpose: Service coordination
Retention Period: 2 years from last contact
Justification: Operational and service management

Data Category: Consent records
Purpose: Legal communication
Retention Period: Until withdrawn + 2 years
Justification: ICO guidance

​

Employee Records

Data Category: Payroll and tax records
Purpose: HMRC compliance
Retention Period: 6 years
Justification: Required by UK tax law

Data Category: DBS checks
Purpose: Safeguarding
Retention Period: 6 years after termination
Justification: ICO guidance and safeguarding requirements

 

Data Disposal

Data is securely deleted using appropriate digital and physical methods.

Paper records are shredded; digital records are permanently deleted or anonymised.

Disposal is logged where appropriate for audit purposes.

 

Legal Basis & Review

This schedule is reviewed annually or when there are changes in legislation, business operations, or data processing activities. It supports our obligations under:

UK GDPR (Article 5: Data minimisation and storage limitation)

Data Protection Act 2018

HMRC recordkeeping requirements

Limitation Act 1980 (for potential legal claims)

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

​

Others We Share Personal Information With

We only share personal data where it is necessary for the operation of our business, to meet legal obligations, or where you have given consent. This may include:

  • Our bank and payment service providers
    For the purpose of processing payments, refunds, and maintaining financial records. These organisations act as independent controllers or processors and handle data in accordance with their own privacy policies and GDPR obligations.

  • Our website hosting and IT service providers
    Who host and maintain our website and related systems. These providers process personal data on our behalf as data processors and are required to implement appropriate technical and organisational measures to protect your data.

  • Professional and legal advisers
    Including accountants and insurers, where necessary for compliance, advice, or the establishment or defence of legal claims.

  • Regulatory or law enforcement bodies
    Where we are legally required to disclose information.

  • Publicly, where you have chosen to share information
    Such as on our website, social media platforms, or other marketing and information media, where you have provided consent or actively engaged with public-facing content.

​​

We ensure that any third parties we share data with are compliant with UK GDPR and that appropriate data processing agreements are in place where required.

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

​

Last updated 28/12/2025

​

​

bottom of page