Pure Trails Adventure Ltd is committed to protecting the privacy of our clients, enquirers and website visitors. This policy explains what personal data we collect, why we collect it, how we use it, who we share it with, and what your rights are.
We are a data controller registered under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you have any questions about this policy or how we handle your data, please contact us at explore@pure-trails.com.
Pure Trails Adventure Ltd is a UK-registered adventure travel company offering guided trail running holidays worldwide. We are the data controller for personal data collected through our website, booking process, and communications. Our registered address is Unit 4.6 Paintworks, Arnos Vale, Bristol, BS4 3EH. Our designated contact for data protection matters is Charles Knights, reachable at explore@pure-trails.com.
We collect personal data that is necessary to deliver our services, process bookings and communicate with you. This includes:
Identity and contact data: name, email address, telephone number, postal address, date of birth.
Booking and travel data: passport details, travel history with us, booking history, enquiries and quotes, trip preferences, and departure details.
Health and dietary data: dietary requirements, food allergies, medical conditions, reduced mobility needs, or other health information relevant to safe participation in your trip. This is special category data under UK GDPR and is processed with your explicit consent or where necessary to protect your vital interests.
Payment data: payment card details processed securely through our payment gateway. We do not store full card details once a transaction is complete.
Communications data: records of your correspondence with us including emails, enquiry form submissions, WhatsApp messages and telephone call notes.
Marketing preferences: your preferences for receiving marketing communications from us.
Website usage data: IP address, browser type, pages visited and time spent on our website. This is collected automatically via cookies. Please see our Cookies policy for further details.
Social media interactions: information shared when you interact with our social media pages on Instagram, Facebook, LinkedIn or other platforms.
Recruitment data: if you apply to work with Pure Trails, we collect the personal information you submit as part of that application process.
Under UK GDPR, we must identify a lawful basis for processing your personal data. The table below sets out the purposes for which we process your data and the legal basis for each.
| Purpose | Lawful basis |
|---|---|
| Processing your booking and delivering trip services | Performance of a contract (Article 6(1)(b) UK GDPR) |
| Processing health, dietary and medical information | Explicit consent (Article 9(2)(a)) and/or substantial public interest — protection of vital interests (Article 9(2)(c)) |
| Sending marketing emails to existing customers | Legitimate interests (Article 6(1)(f)) — soft opt-in under PECR for existing customers, with opt-out on every communication |
| Sending marketing emails to new subscribers | Consent (Article 6(1)(a)) — explicit opt-in required |
| Responding to enquiries and providing quotes | Pre-contractual steps at your request (Article 6(1)(b)) |
| Sharing data with trip suppliers (hotels, guides, airlines) | Performance of a contract (Article 6(1)(b)) |
| Legal and accounting obligations | Legal obligation (Article 6(1)(c)) |
| Improving our services and website | Legitimate interests (Article 6(1)(f)) |
| Recruitment and job applications | Legitimate interests (Article 6(1)(f)) — processing an application |
We will never sell your personal data or share it with third parties for their own marketing purposes. We share your data only where necessary to deliver your trip or comply with legal obligations.
Trip suppliers: hotels, guesthouses, tea houses and other accommodation providers; local guides and trekking agencies; transport companies; airlines and domestic carriers; permit and conservation fee bodies. These suppliers receive only the data necessary to deliver your trip.
Marketing platform: we use Klaviyo as our email marketing platform. Your name and email address are stored within Klaviyo and used to send booking-related communications and, where you have consented or opted in, marketing emails. Klaviyo processes data in accordance with UK GDPR. You can unsubscribe at any time via the link in any email.
Payment processors: payment data is processed securely through our payment gateway. We do not store full card details.
Website analytics: we use analytics tools (including those embedded in Squarespace) to understand how visitors use our website. This data is anonymised and aggregated where possible.
Legal and regulatory authorities: we may share data with public authorities, law enforcement, or regulatory bodies where required by law.
Professional advisors: accountants, legal advisors and insurers, where necessary for the conduct of our business.
All suppliers and contractors who process data on our behalf are required to handle it in accordance with UK GDPR and our data processing standards.
In order to deliver your trip, we will need to share your personal data with suppliers in the countries you are travelling to — including countries outside the United Kingdom. We take appropriate steps to ensure that international transfers of personal data comply with UK GDPR requirements.
Where we transfer data to countries that have been assessed by the UK Information Commissioner's Office (ICO) as providing adequate protection, we rely on those adequacy decisions. Where no adequacy decision exists, we use appropriate safeguards such as standard contractual clauses. For further information on international transfers and the countries involved, please contact us at explore@pure-trails.com.
By making a booking or requesting a quote from us, you acknowledge that your data will be shared with suppliers in the countries you wish to travel to, as necessary to fulfil your arrangements.
We send marketing communications — including trip news, new destinations, offers and inspiration — by email. Your choices are always respected.
Existing customers: if you have booked with us previously, we may contact you by email about future trips and services that may interest you. This is permitted under the Privacy and Electronic Communications Regulations (PECR) soft opt-in rules. You can unsubscribe at any time via the link in any email.
New subscribers: if you sign up to our newsletter via the website, we will only contact you with your explicit consent. You can withdraw consent and unsubscribe at any time.
Frequency: we limit marketing emails to a maximum of four per month, in addition to non-marketing communications relating to your booking or enquiry.
Telephone marketing: we will only contact you by telephone for marketing purposes if you have explicitly told us you are happy for us to do so.
We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and to comply with our legal, regulatory and accounting obligations.
Booking and trip data: retained for seven years from the date of your last booking, in line with HMRC requirements and our legal obligations.
Enquiry data (no booking made): retained for two years from the date of your last enquiry, after which it is securely deleted.
Marketing data: retained until you unsubscribe or request deletion, after which we retain only a suppression record to ensure we do not contact you again.
Health and medical data: retained for the duration of your booking relationship and deleted securely after seven years, unless you request earlier deletion.
Recruitment data: retained for six months following the conclusion of the recruitment process, then securely deleted unless you have been appointed.
When we dispose of your data it will always be done securely.
The security of your data is a priority. We use encryption for the transfer of data, and our systems and networks are regularly monitored and reviewed to ensure they remain secure and up to date. Payment data is processed through a secure payment gateway and full card details are not retained once a transaction is complete.
No method of data transmission over the internet is completely secure, and while we take every reasonable precaution, we cannot guarantee the absolute security of data transmitted to us electronically. Once received, we will use our best efforts to protect it within our systems.
Under UK GDPR you have the following rights in relation to your personal data. You can exercise any of these rights by contacting us at explore@pure-trails.com. We will respond within one calendar month.
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You can control cookies through your browser settings at any time. Please note that disabling certain cookies may affect the functionality of the website. A full Cookies Policy is available on request.
Our website contains links to third party websites including booking platforms, social media channels and partner organisations. These sites are not covered by this Privacy Policy and we are not responsible for their data practices. We recommend you review the privacy policy of any third party site you visit.
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The most current version will always be published on this page, with the date it was last reviewed shown below. We recommend checking this page periodically. Where changes are significant, we will notify you directly where we are able to do so.
If you have any questions about this Privacy Policy, would like to exercise any of your data rights, or wish to make a Subject Access Request, please contact us:
Email: explore@pure-trails.com
Post: Pure Trails Adventure Ltd, Unit 4.6 Paintworks, Arnos Vale, Bristol, BS4 3EH
Data Protection contact: Charles Knights
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection, at ico.org.uk or by calling 0303 123 1113.