Our Privacy Policy

Tribal Tracks Limited ("Tribal Tracks," "we," "us," or "our") is committed to maintaining robust privacy protections for its users. Our Privacy Policy is designed to help you understand how we collect, use, and safeguard the information you provide to us, and to assist you in making informed decisions when using our Site or our Services.

By accessing our Site or our Service, you accept our Privacy Policy, and you consent to our collection, storage, use, and disclosure of your personal data as described below.

1. Important Information and Who We Are

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 ("UK Data Protection Legislation"), personal data is defined as any information relating to an identified or identifiable natural person ("Data Subject").

Independent Data Controllers

When you register for a Tribal Tracks Trip, your personal data is handled by two separate entities acting as independent Data Controllers:

1. Tribal Tracks: We collect your information to organize, arrange, and safely deliver your physical travel itinerary, transport, accommodation, and ground logistics.
2. The Charity or Partner Organisation (The Client): The specific third-party organisation you are raising funds for or traveling on behalf of. We share specific details with them so they can verify your registration and track your fundraising milestones.

Each party is separately and individually responsible for ensuring that your data is processed safely and lawfully.

2. The Information We Collect

We collect both "Non-Personal Information" and "Personal Information" through our website and booking systems.

Non-Personal Information

This includes information that cannot be used to personally identify you, such as:

• Anonymous website usage data and traffic analytics.
• General demographic information, referring/exit pages, and URLs.
• Platform types, system preferences, browser types, and number of clicks.

We use this data in aggregate to track trends, analyse site usage patterns, and improve your custom user experience. This policy does not limit our use or disclosure of Non-Personal Information.

Personal Information

This includes data you voluntarily submit to us to book tours, request travel arrangements, or use our digital resources. These may include:

• Identity Data: Full name, age, passport information
• Contact Data: Email address, telephone number.

3. How We Use and Process Your Personal Data

We process your Personal Information to communicate with you and successfully deliver our travel services.

Our Lawful Basis for Processing

Under the UK GDPR, we rely on the following distinct legal grounds to handle your data:

1. Performance of a Contract: We must process your identity, booking forms, and contact details to fulfill our travel contract with you, manage bookings, and communicate pre-trip logistics.
2. Legitimate Interests: We share your fundraising totals and registration status with our partner charities because both we and the charity have a legitimate interest in verifying that the fundraising conditions of your trip are being met.

4. Sharing Your Information with Third Parties

We strictly limit who can access your personal information and ensure it is never sold for independent marketing purposes.

Service Providers and Logistics Operators

During our delivery of services to you, Tribal Tracks shares relevant personal data with contracted third-party service providers essential to your itinerary, including:

• Airlines and transport providers.
• Hotels, accommodation handlers, and ground agencies.
• Local guiding teams

Our third-party providers are contractually obligated to hold your details securely, use them solely to perform the services required on behalf of Tribal Tracks, and dispose of them safely once those services are fulfilled.

Sensitive / Special Category Data

We will only share sensitive personal data (such as medical disclosures, fitness details, or dietary requirements required for your trip safety) with destination suppliers once we have obtained your explicit, opt-in consent, unless we are legally required to do otherwise.

5. Sending Data Abroad (International Transfers)

Because Tribal Tracks operates exceptional adventures and challenges around the globe, delivering your trip regularly requires transferring your information to overseas suppliers (such as ground handlers or hotels outside the UK) where data protection rules may differ from those in the United Kingdom. Where Tribal Tracks needs to transfer personal data outside the UK to facilitate the delivery of an overseas expedition, it will use an appropriate lawful basis for transfer under the UK GDPR. Where no adequacy regulations or appropriate safeguards are available, Tribal Tracks will only rely on an Article 49 derogation where the conditions are met, and the transfer is necessary for the specific purpose, such as delivering contracted travel services or protecting the vital interests of a participant in provisioning for any medical or dietary requirements.

6. Data Security

We implement suitable technical and organisational precautions to safeguard against unauthorised access, loss, misuse, or alteration of your personal data. All electronic information is stored on secure, monitored servers. However, please note that transmission over the internet is inherently insecure, and while we take industry-standard measures to protect your data, we cannot guarantee the absolute security of data sent via the web.

7. Data Retention

We keep your personal information only for as long as required to provide you with the services you requested, comply with statutory tax or financial regulations, or support a legal defense in court. When it is no longer required, your data is permanently and safely deleted from our systems.

8. Your Legal Rights

Under UK Data Protection Legislation, you have full rights regarding your data, including the right to request access to your information, ask us to correct inaccuracies, object to processing, or request total deletion.

If you wish to exercise any of these rights or have questions regarding this policy, please reach out to us directly.