Privacy Policy for Stide Tours Ltd

1. Introduction

Stide Tours Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, share, and retain your personal data when you:

Visit and interact with our website (www.stridetours.co.uk)
Book or enquire about our running tours
Subscribe to our marketing communications

By using our services or providing us with your information, you agree to the terms of this policy.

2. Data We Collect

A. Personal Data You Provide

We collect the following information directly from you when you book or enquire about a tour:

Contact details: name, email address, postal address, telephone number
Booking information: date of birth, emergency contact, nationality, and travel details
Payment details: card or direct-debit information (processed securely via a third-party payment gateway)
Health & fitness information: medical conditions, allergies, relevant medication, and a basic fitness declaration for event participation
Preferences & add-ons: room type, dietary requirements, and optional extras (e.g., race entry, accommodation upgrades, or excursions)

B. Data We Collect Automatically

When you visit our website, we may automatically collect:

Website usage: IP address, browser type, device identifiers, pages visited, time spent on each page
Cookies and similar technologies: session cookies, persistent cookies, and analytics cookies (see Section 13 below)

C. Data Shared with Third Parties

In order to deliver your tour, we may share limited personal data with:

Local suppliers & partners: hotels, race organisers, transport providers
Public authorities: if required for immigration, border control, or safety purposes

3. How We Use Your Data

We process your personal data for the following purposes:

To manage and confirm your booking
To provide pre-departure information and customer support
To process payments and issue invoices
To communicate important updates or changes to your booking
To ensure health, safety, and fitness requirements are met during tours
To improve our website and services
To send you marketing communications (if you have opted in)

4. Marketing Communications

We may send newsletters, offers, and updates about future running tours and events if you have opted in.

You can unsubscribe at any time by clicking the “unsubscribe” link in our emails or by contacting info@stridetours.co.uk.

We will never share your email address with third parties for their own marketing purposes.

5. Data Sharing

We share your personal data only as necessary to deliver our services, including with:

Service providers & suppliers: accommodation providers, race organisers, and transport companies
Payment processors: secure third-party payment gateways
Government or regulatory bodies: where legally required (e.g. safety or visa information)
Legal advisers or fraud prevention agencies: when required to defend our legal rights or prevent abuse

We do not sell, rent, or trade your personal data to any third parties for marketing.

6. International Transfers

Some of our suppliers (such as race organisers or accommodation providers) may be located outside the UK.

Where your personal data is transferred internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses, to protect your data.

7. Data Retention

Booking records & financial data: retained for up to 6 years to meet UK tax and accounting regulations.
Marketing data: retained until you unsubscribe or request deletion.
Health & fitness information: retained for the duration of your tour plus 3 years for safety and audit purposes.

After these retention periods, we securely delete or anonymise your data.

8. Your Rights

Under the UK GDPR and the Data Protection Act 2018, you have the right to:

Access the personal data we hold about you
Correct any inaccuracies in your data
Request deletion (“right to be forgotten”) where we have no legal reason to retain it
Restrict or object to processing
Request transfer (“data portability”) of your data to another provider
Withdraw consent to marketing at any time

To exercise these rights, contact our Data Protection Officer at:

📧 info@stridetours.co.uk

9. Security

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction.

Our website uses SSL encryption to ensure secure transmission of your data.

10. Children’s Privacy

Our services are designed for adults aged 18 and over. We do not knowingly collect personal data from anyone under 18.

If we become aware that such data has been collected, we will delete it promptly.

11. Complaints

If you have concerns about how we handle your personal data, please contact us at dpo@stridetours.co.uk.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated “Last Updated” date.

Continued use of our services after changes are posted signifies your acceptance of the updated terms.

13. Cookie Policy

We use cookies on the Stide Tours website to help improve your browsing experience and understand how visitors interact with our site.

Cookies are small data files stored on your device — nothing harmful, but they help us:

Analyse how our site is used (what’s popular, what’s not)
Show relevant ads (for example, if you’ve visited our tours but haven’t booked yet)
Improve our layout and content over time

Types of Cookies We Use:

Essential cookies: Required for core site functionality (e.g., page loading, navigation).
Performance cookies: Used for analytics to see how users interact with our site.
Advertising cookies: From platforms like Meta (Facebook/Instagram) or Google, to show relevant ads.

When you first visit our site, you’ll see a cookie banner allowing you to accept or reject non-essential cookies.

You can change your preferences anytime by clearing or adjusting cookies in your browser settings.

14. Contact Us

For any questions or requests related to this Privacy Policy, please contact:

Thank you for trusting Stide Tours with your journey.

We value your privacy and are dedicated to protecting your personal data.