Privacy policy
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1. Who we are
Ambiance Motorbike Tours Ltd is the data controller for the personal information described in this policy. We are registered in England and Wales under company number COMPANY NUMBER, registered address REGISTERED ADDRESS.
For anything to do with your data, email hello@ambiancetours.co.uk.
2. What we collect
When you use the contact form
We collect your name, email address, the tour or dates you are asking about, and your message. This is sent to our email inbox. We also record the date and time, your IP address and browser type alongside the message, as a basic anti-spam measure.
When you book a tour
We collect what we need to run the tour safely and book your accommodation, which may include your phone number, postal address, emergency contact, dietary requirements, motorcycle details, licence and insurance details, and any medical information you choose to tell us.
Health and dietary information is "special category" data under UK GDPR. We only collect it where you give it to us, we only use it to keep you safe and to book your meals, and we do not share it beyond what that requires.
When you email or call us
We keep the correspondence so we have a record of what was agreed.
3. Why we use it, and our lawful basis
- To answer your enquiry — our legitimate interest in responding to people who contact us.
- To take and manage your booking — performance of our contract with you.
- To keep you safe on tour — your explicit consent for health information, and our legitimate interest in running tours safely. In a genuine emergency we may rely on protecting your vital interests.
- To meet our legal and insurance obligations — legal obligation and legitimate interest.
We do not use your information for automated decision-making or profiling.
4. Marketing
If you ask to be told about future tours, we will email you about them. Every such email will have a way to unsubscribe, and you can also just reply and tell us to stop. We do not sell, rent or share your details with anyone for their own marketing.
5. Who we share it with
We share the minimum necessary with:
- Hotels and restaurants — your name and any dietary requirements, in order to make the booking
- Our email and hosting providers — who process data on our behalf
- Emergency services or medical staff — if there is an incident on tour and it is necessary
- Our insurers or legal advisers — if there is a claim
6. Cookies and this website
This website does not set any tracking or advertising cookies, and we do not use analytics software.
The site does load fonts from Google Fonts. To serve those fonts, Google receives your IP address and basic browser information. If you would rather that did not happen, browser extensions that block third-party requests will prevent it, and the site will still work.
If you later add analytics, a booking system or embedded maps, this section must be updated and you will probably need a cookie consent banner.
7. How long we keep it
- Enquiries that do not become bookings: NUMBER months
- Booking and tour records: NUMBER years, so we can deal with any insurance or legal claim
- Accounting records: six years, as UK tax law requires
- Marketing list: until you unsubscribe
8. Where your data is held
Our website and email are hosted in COUNTRY / REGION — check with Bluehost. Where information is transferred outside the UK, we rely on the safeguards our providers have in place for such transfers.
9. Your rights
Under UK GDPR you have the right to:
- Ask for a copy of the personal information we hold about you
- Have inaccurate information corrected
- Ask us to delete information, where we have no ongoing reason to keep it
- Object to, or ask us to restrict, how we use it
- Withdraw consent at any time, where consent is what we relied on
- Ask us to transfer your information to someone else
Email hello@ambiancetours.co.uk and we will respond within one month. There is no charge.
10. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.
11. Changes to this policy
If we change this policy we will update the date at the top. If the change is significant and affects people who have booked with us, we will tell them directly.