Privacy Policy

Privacy Policy for ActiveXplore Travel LTD
Effective Date: 19/10/2024
Last Updated: 28/03/2025

1. Introduction

ActiveXplore Travel LTD ("we," "our," or "us") is committed to protecting the privacy and security of your personal data. This privacy policy outlines how we collect, use, and safeguard your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and other applicable data protection laws.

By using our services, visiting our website, or interacting with us, you agree to the collection and use of information in accordance with this policy.

If you have any questions or concerns regarding this privacy policy or how we handle your data, you can contact us at:

Email: info@activexplore.co.uk
Phone: +44 7557 532098
Address: 12 Arundel Road, Eastbourne, BN21 2EL
Data Protection Officer: Toby Simmons

2. The Data We Collect

We collect and process personal data necessary to deliver our services effectively. This may include, but is not limited to:

Clients and Retreat Hosts: We collect names, contact details (including email, phone number, and address), payment information, and any relevant health or dietary requirements needed for retreat activities.

Website Visitors: When you visit our website, we automatically collect certain information such as your IP address, cookies, location data, and browsing behaviour.

Marketing Data: If you opt in to receive marketing communications, we collect data related to your preferences, social media interactions, and engagement with our content.

3. Legal Basis for Processing

We process your personal data in accordance with the following legal bases:

Contractual necessity: We process personal data to fulfill our contractual obligations, such as managing retreat bookings, handling payments, and providing customer support.

Legal obligations: We may be required to retain certain data for legal, tax, and regulatory compliance purposes.

Legitimate interests: We process data to enhance our services, prevent fraud, and improve website functionality, provided these activities do not override your rights.

Consent: For marketing communications, promotional activities, and the use of customer photos, we will only process your data with your explicit consent, which you can withdraw at any time.

4. How We Collect Your Data

We collect personal data through various methods, including:

Direct interactions: Data you provide when you book a retreat, contact us, or complete website forms.

Automated technologies: When you visit our website, we collect technical data such as IP addresses and browsing patterns through cookies and similar tracking technologies.

Third parties: We may receive data from third-party sources, such as social media platforms or affiliate partners, if you interact with our content on those platforms.

5. How We Use Your Data

We use your personal data to provide and improve our services, including but not limited to:

Managing and facilitating retreat bookings, including processing payments and handling customer support inquiries.

Sending marketing communications, such as newsletters, special offers, and retargeting ads, based on your consent.

Improving our website’s functionality and user experience through analytics and performance tracking.

Complying with legal obligations, including tax and regulatory requirements.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

6. Data Sharing and Disclosure

We may share your personal data with trusted third parties to provide our services efficiently and in compliance with applicable laws. This includes:

Payment processors: We share payment information with PPS, Stripe, and PayPal to facilitate secure transactions.

Accommodation providers: We disclose necessary guest information to retreat venues to coordinate your stay.

Marketing platforms: We use third-party marketing services to send newsletters and promotional content, but we do not disclose specific platform names in this policy.

Analytics providers: We use analytical tools to monitor website performance and improve user experience.

Legal compliance: We may disclose your information to government authorities or regulatory bodies when required by law.

We require all third parties to respect the security of your data and process it in accordance with applicable data protection regulations.

7. International Data Transfers

As part of our operations, we may transfer your personal data outside the UK and the European Economic Area (EEA), including to Australia or the United States, where some of our service providers are located.

Whenever we transfer your data internationally, we ensure that appropriate safeguards are in place. This includes the use of Standard Contractual Clauses (SCCs) or other approved transfer mechanisms to protect your personal data in line with UK and EU data protection laws.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for legal, accounting, or reporting requirements.

Customer booking data is retained for six years to comply with legal and tax regulations.

Marketing data is retained until you unsubscribe or request its deletion.

Website analytics data is retained for 12 to 24 months.

After the retention period, your data will be securely deleted or anonymized.

9. Your Rights

Under UK and EU GDPR, you have the following rights regarding your personal data:

Access: You can request a copy of the personal data we hold about you.

Rectification: You can request corrections to inaccurate or incomplete data.

Erasure: You can request the deletion of your personal data, subject to legal obligations.

Portability: You can request the transfer of your data to another service provider.

Objection: You can object to the processing of your personal data for legitimate interests.

Withdrawal of consent: You can withdraw your consent to marketing communications at any time by clicking the "unsubscribe" link in our emails or by contacting us directly.

To exercise your rights, please contact us at info@activexplore.co.uk.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and collect information about how you use our website.

The types of cookies we use include:

Essential cookies: Required for website functionality.

Functional cookies: Improve the performance and personalization of our services.

Analytics cookies: Collect anonymized data to measure and improve website performance.

Marketing cookies: Used for retargeting and displaying relevant advertisements.

For more details on how we use cookies, please review our Cookie Policy.

11. Marketing Communications

If you have provided consent, we may use your personal data to send you marketing communications. This includes email newsletters and targeted online advertising.

You have the right to opt out of marketing communications at any time by clicking the "unsubscribe" link in our emails or contacting us directly.

12. Complaints and Contact

If you have any concerns about how we handle your personal data, you can contact us at:
Email: info@activexplore.co.uk
Phone: +44 7557 532098

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not adequately protected your personal data.

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Phone: +44 303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF