Privacy Policy for Surrey Hills Trail Co.

This Privacy Policy explains how Surrey Hills Trail Co ("we", "our", or "us") collects, uses, stores and protects your personal data when you use our website, book our services, attend our events, or otherwise interact with us. We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller

Surrey Hills Trail Co is a sole trader business. Website: www.surreyhillstrailco.uk

Email: surreyhillstrailco@gmail.com

Phone: 07722 450493

If you have any questions about this Privacy Policy or how we process your personal data, please contact us using the details above.

What Data We Collect

We may collect and process the following personal data:

  • Personal identification information (such as your name, email address, phone number and postal address)

  • Records of communications and interactions with us

  • Booking and attendance information

  • Medical information or health declarations that you provide to help us safely deliver activities

  • Emergency contact details

  • Feedback, reviews and survey responses

  • Photographs and videos taken during our events and activities

  • Website usage information, including IP address, browser type, pages visited and other analytics data collected through cookies

How We Collect Your Data

You directly provide most of the information we collect. We may collect data when you:

  • Contact us by email, telephone, social media or website forms.

  • Enquire about or book one of our services, events or activities.

  • Complete registration, waiver, disclaimer or medical information forms.

  • Provide feedback, reviews or survey responses.

  • Attend one of our events or activities.

  • Use or browse our website, including through cookies and similar technologies

How We Use Your Data

We collect and process your personal data to:

  • Process bookings and provide our services

  • Communicate with you regarding enquiries, bookings and events

  • Administer participation in activities and events

  • Manage health, safety and emergency requirements

  • Ensure the safe delivery of our activitiesImprove our services and customer experience

  • Respond to enquiries, feedback and complaints

  • Monitor and improve our website

  • Promote our services through marketing communications where lawful

  • Use photographs and videos for promotional purposes, where appropriate

Medical Information

Where you provide health or medical information, we will only collect information that is relevant to the safe delivery of our activities. This information is treated as special category personal data under UK GDPR and is processed solely for participant safety, emergency planning and risk management. Access is restricted to those who need it for these purposes.

Marketing Communications

We may send you information about our services, events and activities that we believe may be of interest to you. You may opt out of receiving marketing communications at any time by:

Clicking the unsubscribe link in marketing emails / Contacting us by email / Contacting us by phone / We will stop sending marketing communications once you request this.

Photographs and Videos

Photographs and videos may be taken during our events and activities for promotional, marketing and social media purposes. Where appropriate, we will seek consent before using identifiable images of participants. If you do not wish to appear in photographs or videos, please inform us before the activity.

Website Hosting and Third-Party Services

Our website is hosted by Squarespace. When you visit our website, Squarespace may collect certain technical information, including IP address information, browser type, device information and website usage data.

Squarespace acts as a data processor and may process personal data on our behalf to provide website hosting, security, analytics and related services.

Contact Forms

If you submit an enquiry through a contact form on our website, we will collect the information you provide, which may include your name, email address, telephone number and the content of your message.

We use this information solely to respond to your enquiry, provide information about our services, and manage any subsequent booking or customer relationship.

Instagram Feed

Our website may include embedded content from Instagram. When you view pages containing embedded Instagram content, Instagram (a service provided by Meta) may collect information about your visit, including your IP address, browser information and interactions with the embedded content.

If you are logged into Instagram while visiting our website, Instagram may be able to associate your visit with your Instagram account.

For more information about how Instagram processes personal data, please refer to Instagram's and Meta's privacy policies.

Third-Party Data Sharing

We do not sell your personal information to third parties.

We will only share your information where necessary to:

  • Deliver our services to you

  • Respond to enquiries and manage bookings

  • Comply with legal obligations

  • Protect the safety of participants

  • Where you have given your consent

Any third-party service providers used by Surrey Hills Trail Co are required to handle personal data securely and in accordance with applicable data protection laws.

How We Store Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or disclosure. Personal data is stored securely using password-protected systems and secure service providers where applicable.

How Long We Keep Your Data

We will retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting and insurance requirements. Typically, personal data relating to bookings, participation records and associated documentation will be retained for up to seven years. When data is no longer required, it will be securely deleted or anonymised.

International Transfers

Some of the third-party service providers we use, including Squarespace, may process or store personal data outside the United Kingdom. Where this occurs, we take reasonable steps to ensure that appropriate safeguards are in place and that your personal data remains protected in accordance with UK data protection law.

Lawful Bases for Processing

Under UK GDPR, we rely on one or more of the following lawful bases for processing personal data:

  • Contract

  • Processing is necessary to provide services that you have requested, including administering bookings and participation in activities.

  • Legitimate Interests

  • Processing is necessary for our legitimate interests, including: Managing and improving our services.

  • Ensuring participant safety.

  • Responding to enquiries

  • Maintaining business records

  • Promoting our activities

Consent

Where required, we rely on your consent, for example for certain marketing communications, photographs or videos. You may withdraw consent at any time.

Health Information

Where we process health or medical information, we do so with your explicit consent; and/or where necessary to protect your vital interests and support the safe delivery of activities.

Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Right of Access

  • Request a copy of the personal data we hold about you.

  • Right to Rectification

  • Request correction of inaccurate or incomplete information.

  • Right to Erasure

  • Request deletion of your personal data in certain circumstances.

  • Right to Restrict Processing

  • Request that we limit how we process your personal data in certain circumstances.

  • Right to Object

  • Object to the processing of your personal data where we rely on legitimate interests.

  • Right to Data Portability

  • Request that your personal data be transferred to you or another organisation where applicable. If you make a request, we will normally respond within one month. To exercise any of these rights, please contact us using the details provided above.

Cookies

Cookies are small text files placed on your device when you visit a website. Our Squarespace website uses cookies and similar technologies to:

  • Ensure the website functions correctly

  • Understand how visitors use our website

  • Improve website performance and user experience

  • Analyse website traffic and engagement

  • Some cookies are essential for the operation of the website, while others may be used for analytics purposes

  • You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality

  • For more information about cookies, visit www.allaboutcookies.org.

Third-Party Websites

Our website may contain links to external websites. This Privacy Policy applies only to Surrey Hills Trail Co. We are not responsible for the privacy practices of third-party websites and encourage you to review their privacy policies before providing any personal information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any updates will be published on this page together with the revised effective date. Last updated: June 2026

Contact Us

If you have any questions about this Privacy Policy, the personal data we hold about you, or you would like to exercise any of your data protection rights, please contact us:

Email: surreyhillstrailco@gmail.com

Phone: 07722 450493

Website: www.surreyhillstrailco.uk

Complaints

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to resolve your concerns.You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).Website: https://ico.org.ukTelephone: 0303 123 1113