Privacy Policy
Last updated: September 12, 2025
About Our Privacy Policy
Encounter Walking Holidays Ltd is committed to protecting and respecting your privacy. This privacy policy conforms to the General Data Protection Regulation (GDPR) and explains how we collect, use, and protect your personal information.
Summary of Key Points
We collect personal information to provide walking holiday services and improve your experience
Location data is collected through our mobile app for route tracking and navigation purposes
Your data is shared only with essential service providers needed to deliver your walking holiday
You have full control over your data and can exercise your rights at any time
We implement strong security measures to protect your information
Personal Data We Collect
Basic Information
Your name, age, address, mobile number and email address
Details of anyone walking with you
Details of any medical conditions that may affect your ability to walk
Any dietary requirements
Bank and credit card information for payments and refunds
Location Data
When you use our mobile application, we collect:
GPS location data during your walking activities
Route information and waypoints
Timestamps of location data points
Distance and elevation data derived from your location
Technical Information
Cookie information from your computer/device (with your consent)
Device information and app usage data
IP address and browser information
How We Collect Your Personal Data
Via our website contact forms
By email correspondence
By telephone conversations
Through our mobile application (including location services)
During the booking and payment process
From cookies and similar technologies (with your consent)
How We Use Your Personal Data
Service Delivery
To contact you when providing quotes and booking confirmations
To advise you of the suitability of certain walks
To create and manage your bookings
To process payments and handle refunds
Location Data Usage
Route Tracking: Monitor your progress along designated walking routes
Navigation Assistance: Provide turn-by-turn directions and waypoint guidance
Safety Monitoring: Ensure you remain on safe, designated paths
Emergency Services: Locate you in case of emergency situations
Service Improvement: Analyse popular routes and optimize walking experiences
Marketing and Communication
To notify you of new walks and special offers
To send service updates and important information
To improve our services based on your feedback
Legal Basis for Processing
We process your personal data based on:
Contract Performance: To fulfill our walking holiday services
Legitimate Interest: To improve our services and ensure your safety
Consent: For marketing communications and location data collection
Legal Obligation: To comply with accounting and safety regulations
Data Sharing
We share your personal data only with:
Essential Service Providers
Intuit QuickBooks: Our accounting software provider
Worldpay: Our credit card payment processor
Accommodation providers: Hotels, B&Bs, and other lodging partners
Transport providers: Luggage transfer and taxi companies
Emergency services: In case of safety incidents (location data only)
Location Data Sharing
Location data is never shared with third parties except:
Emergency services when required for your safety
Route optimization partners (anonymized data only)
International Data Transfers
Some of your information may be processed by third parties outside the European Economic Area, including:
Intuit QuickBooks (United States)
Worldpay payment processing (Various locations)
We ensure appropriate safeguards are in place for all international transfers, including adequacy decisions and standard contractual clauses.
Location Data Controls
Your Control Options
Device Settings: Enable/disable location access through your device settings
App Permissions: Grant or revoke location permissions within the app
Selective Sharing: Choose which location features to enable
Data Deletion: Request deletion of your location history at any time
Location Data Accuracy
Location data accuracy depends on GPS signal strength and device capabilities
Indoor locations may be less accurate
You can report location inaccuracies through the app
Data Security
We implement comprehensive security measures including:
Encryption of personal data in transit and at rest
Regular security assessments and updates
Access controls limiting who can view your data
Secure payment processing systems
Location data is encrypted and stored securely on protected servers
Data Retention
General Personal Data
Booking and payment information: Retained for 6 years (legal and accounting requirements)
Contact details and walk history: Retained for 3 years after your last holiday
Marketing preferences: Until you unsubscribe or object
Location Data
Active tracking data: Retained during your walking holiday period
Historical route data: Retained for 12 months for service improvement
Emergency location logs: Retained for 2 years for safety analysis
Anonymized location analytics: May be retained indefinitely for route optimization
Your Legal Rights
Under GDPR, you have the right to:
Access: Request copies of your personal data
Rectification: Correct inaccurate personal data
Erasure: Request deletion of your personal data
Portability: Receive your data in a structured format
Object: Object to certain types of processing
Restrict: Limit how we use your data
Withdraw consent: For location data and marketing communications
Exercising Location Data Rights
Turn off location tracking in your device settings
Delete location history through the app
Request a copy of your location data
Object to location-based features
Cookies and Similar Technologies
We use cookies to:
Remember your preferences and settings
Analyse website usage and improve functionality
Provide personalized content and recommendations
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
Changes to This Policy
This privacy policy may be updated periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or through our website.
Contact Information
Data Protection Queries
Office Supervisor
Encounter Walking Holidays Ltd
12 Cott Road, Lostwithiel, Cornwall PL22 0ET
Email: info@encounterwalkingholidays.com
Phone: [Insert phone number]
Complaints
If we cannot resolve your complaint, you may contact:
Information Commissioner's Office
Phone: 0303 123 1113
Email: via https://ico.org.uk/global/contact-us/email/
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Company Registration: Encounter Walking Holidays Ltd
Policy Version: 2.0
Effective Date: September 12, 2025
