Freespirit Adventure Tours | Effective 9 August 2026

This policy explains how Freespirit Adventure Tours collects and uses personal information in connection with its website, enquiries, bookings and guided motorcycle tours.

1. Who we are

Freespirit Adventure Tours is the controller of the personal information described in this policy. This means that we decide why and how that information is used.

Controller: Freespirit Adventure Tours, 49 Dudley Street, Bedford, England, MK40 3TA. Privacy enquiries: Info@FreespiritAdventure.com.

2. Information we collect

• Identity and contact details, such as name, address, email address, telephone number, date of birth and nationality.
• Enquiry and booking information, including chosen tour, dates, communications, preferences and travelling companions.
• Rider information, including driving-licence details, riding experience, motorcycle preferences, clothing or equipment sizes and other information needed to assess and arrange participation.
• Travel information, such as passport, visa, flight, arrival, accommodation and insurance details where required for the tour.
• Emergency-contact details supplied by a rider.
• Health, medical, dietary, accessibility or allergy information that is relevant to rider safety or tour arrangements. Health information is special-category personal data and receives additional protection.
• Payment and accounting records relating to deposits, balances, refunds and the Motorcycle Security Deposit. Payments are made separately by bank transfer; our website does not process or store card details.
• Technical information, such as IP address, browser, device, security logs, pages visited and cookie choices, where collected by our website or hosting services.
• Photographs, video, feedback or testimonials where a rider provides them or agrees to their use.

Please obtain the emergency contact’s permission before giving us their details and direct them to this policy where practicable.

3. How we collect information

We collect information directly from you when you contact us, submit a website or WPForms form, register for a rider area, book a tour, make a bank transfer, complete rider documentation or communicate with us. We may also receive information from a person making a group booking, a travel companion, local tour partners, payment records or service providers supporting the website and tour.

4. Why we use information and our lawful bases

Enquiries, bookings and tour delivery

We use identity, contact, booking, rider, travel and payment information to respond to enquiries, take steps requested before a booking, administer the contract, organise the itinerary and support services, collect and return bank-transfer deposits, and communicate essential tour information. Our lawful basis is that this is necessary to take steps at your request before entering into a contract or to perform our contract with you.

Legal, financial and safety administration

We retain accounting records and use information where necessary to comply with tax, accounting, consumer-protection, insurance or other legal obligations. We may also use records to prevent fraud, maintain website and business security, manage complaints and establish, exercise or defend legal claims. The lawful bases are legal obligation and our legitimate interests in safely and properly operating and protecting the business and its customers.

Health and other special-category information

Where we ask for health or medical information in advance, we use it only where relevant to assess reasonable tour arrangements, rider safety and emergency planning. We rely on your explicit consent for this planned processing. You may withdraw that consent, but if the information is necessary for safety we may be unable to accept or continue your booking. In a genuine emergency, information may also be used or disclosed where necessary to protect vital interests or for the establishment, exercise or defence of legal claims, as permitted by law.

Marketing and photographs

We will send electronic marketing or publish identifiable promotional photographs, video or testimonials only where we have an appropriate legal basis, normally consent. Consent may be withdrawn at any time. Withdrawal does not affect use that was lawful before withdrawal or printed material already produced.

5. When providing information is necessary

Some information is needed to answer an enquiry, enter into or perform a booking, meet legal requirements or operate a tour safely. If required information is not provided, we may be unable to respond fully, confirm a booking, arrange services or permit participation. Optional fields and optional marketing consent will be identified where appropriate.

6. Who we share information with

We share only what is reasonably necessary with appropriate recipients, which may include:

• Tour leaders, guides, motorcycle providers, accommodation providers, transport operators and other suppliers involved in the booked tour.
• Border, visa, permit or other authorities where information is required by law or to provide a requested service.
• Medical, rescue, emergency, insurance or assistance providers when needed for safety or an incident.
• Professional advisers, insurers, accountants, banks and payment institutions.
• Website hosting, email, form, IT-security and administrative service providers acting on our behalf.
• Police, regulators, courts or other bodies where disclosure is required by law or necessary to protect legal rights.

We do not sell personal information.

7. International use and transfers

Our tours operate outside the United Kingdom, including destinations such as India, Nepal and Tibet/China. To arrange and operate a tour, relevant information may need to be sent to local partners, accommodation providers, transport operators, authorities or emergency services in the destination country. Those countries may not provide the same level of data-protection protection as the UK.

Where UK data-protection law requires a transfer safeguard, we will use an available lawful mechanism. Where a transfer is necessary to perform your contract or make arrangements at your request, or where you have explicitly consented to a proposed transfer after being informed of the possible risks, a permitted exception may apply. We limit the information transferred to what is reasonably necessary.

8. How long we keep information

We keep personal information only for as long as needed for the purpose for which it was collected, including legal, accounting, insurance and claims requirements. As a working retention schedule:

• Unsuccessful or unconfirmed enquiries: normally up to 12 months after the last meaningful contact.
• Booking, contractual, payment and accounting records: normally six years after the end of the relevant financial year or completion of the contract, unless a longer period is required for an active claim or legal obligation.
• Health and emergency information: normally deleted or securely anonymised within 90 days after the tour, unless needed for an incident, complaint, insurance matter or legal claim.
• Website security logs and routine technical records: according to the reasonable security and backup periods applied by our hosting and IT providers.
• Marketing records: until consent is withdrawn or you object, with a minimal suppression record retained where needed to respect that choice.

9. Security

We use reasonable organisational and technical safeguards appropriate to the nature of the information. Access is limited to people and providers who need it for an authorised purpose. No internet or email system is completely secure, so please avoid sending unnecessary medical, passport or financial information by ordinary email.

10. Cookies and website analytics

The website may use essential cookies needed for security, forms, login functions and site operation. Non-essential analytics, advertising or embedded-media cookies should be used only after the required choice or consent has been obtained. Your browser and any cookie controls provided on the site can be used to manage cookies. More detailed information should be included in a cookie notice if non-essential cookies are enabled.

11. Your data-protection rights

Depending on the circumstances and lawful basis, you may have rights to:

• ask for access to your personal information and a copy of it;
• ask us to correct inaccurate or incomplete information;
• ask for deletion or restriction of use in certain circumstances;
• object to processing based on legitimate interests and object at any time to direct marketing;
• receive certain information in a portable format or ask for it to be transferred;
• withdraw consent at any time where processing relies on consent; and
• complain to the Information Commissioner’s Office (ICO), the UK supervisory authority.

These rights are not all absolute. We may need to verify your identity and may retain information where the law permits or requires it. To exercise a right, email Info@FreespiritAdventure.com. You can contact the ICO through www.ico.org.uk or by telephone on 0303 123 1113.

12. Automated decisions and children

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects. Our tours are intended for adults unless a particular tour expressly states otherwise; we do not knowingly collect children’s information through the website without appropriate involvement of a parent or guardian.

13. Changes to this policy

We may update this policy when our website, services or legal obligations change. The effective date at the top shows when this version took effect. Material changes will be brought to the attention of affected customers where appropriate.

Contact us

Freespirit Adventure Tours

49 Dudley Street, Bedford, England, MK40 3TA

Email: Info@FreespiritAdventure.com