Privacy Policy

Effective date: 17 September 2025 • Last updated: 17 September 2025

1) Who we are

Warm Grove Place (“we”, “us”, “our”) is a tour operator providing trip planning and related services.

Registered office: 301 Scott Square, Port Abbie, YO31 0UQ, UK • Company No. 81082979 • Tel: +445607176160 • Email: [email protected]

For purposes of UK GDPR/GDPR, we act as the data controller for the personal information described in this Policy.

2) Scope

This Policy applies when you visit our website, read our blog, contact us, request a quote, or otherwise interact with us online or offline. It also covers cookies and similar technologies used on our website.

3) Information we collect

a) Information you provide to us

• Contact details (name, email, phone) and message content when you submit forms.
• Trip preferences (dates, group size, interests, budget), and booking-related details.
• Payment information handled via payment processors (we do not store full card numbers).
• Feedback, reviews, survey responses, and communications with our team.
• Optional sensitive information you choose to share (e.g., dietary needs, mobility considerations, relevant medical notes for safety). We only use this to deliver requested services and with appropriate safeguards.

b) Information we collect automatically

• Device and usage data: IP address, browser, device type, pages viewed, timestamps, referring URLs.
• Cookies and similar technologies for site functionality, analytics, and (with consent) personalization/advertising.

c) Information from third parties

• Analytics and advertising partners (e.g., Google Analytics, Facebook Pixel) subject to your consent preferences.
• Payment and anti-fraud partners to process transactions securely.
• Travel suppliers (e.g., hotels, transport, guides) in connection with your booking.

4) How we use your information

• To respond to enquiries, provide quotes, plan itineraries, and deliver booked services.
• To operate, secure, and improve our website and services (including analytics).
• To personalize content and recommendations (with consent where required).
• To communicate important updates, confirmations, and support messages.
• To comply with legal obligations and enforce our Terms of Use.
• To prevent, detect, and investigate fraud or security incidents.

5) Legal bases (GDPR/UK GDPR)

• Contract: To provide quotes, bookings, and customer support.
• Legitimate interests: To improve services, secure our systems, and measure performance.
• Consent: For non-essential cookies/analytics/personalization and certain marketing.
• Legal obligation: Accounting, tax, compliance.
• Vital interests: Limited use of health-related details for safety in rare emergencies.

6) Cookies and similar technologies

We use necessary cookies for core site functions and, subject to your preferences, analytics and personalization cookies. You can manage your preferences at any time via the cookie banner’s “Settings” control on our site. For details, see the Cookies section below and our banner description.

7) Sharing your information

• Trusted suppliers: Hotels, transport providers, local guides, and activity partners to deliver your itinerary.
• Service providers: Hosting, email, CRM, analytics (e.g., Google Analytics) and (with consent) advertising tools (e.g., Facebook Pixel).
• Payment processors: To process transactions securely. We do not store full card details.
• Legal and compliance: Where required by law, to protect rights, or to respond to lawful requests.
• Business transfers: In connection with a merger, acquisition, or reorganization, consistent with this Policy.

We do not sell personal information. We may share de-identified or aggregated statistics.

8) International transfers

We operate with global suppliers. When we transfer personal data internationally, we use appropriate safeguards (e.g., UK/EU Standard Contractual Clauses, adequacy decisions) and ensure partners protect your data.

9) Data retention

We keep personal data only as long as necessary for the purposes described, including to fulfil services, meet legal/accounting requirements, resolve disputes, and enforce agreements. Retention periods vary by data type and context.

10) Security

We implement technical and organizational measures to protect personal information, including encryption in transit, access controls, and supplier due diligence. No method is 100% secure; we continuously improve our safeguards.

11) Your rights

Depending on your location, you may have the right to access, correct, delete, or port your data; object to or restrict processing; and withdraw consent where processing is based on consent. You can exercise rights by emailing [email protected]. You may also lodge a complaint with your local supervisory authority (in the UK: the ICO).

12) Marketing choices

You can opt out of marketing emails via the link in each message. Consent for analytics/personalization cookies can be managed in the cookie banner settings.

13) Children

Our website is not directed to children under 13 (or applicable age threshold). We do not knowingly collect data from children without appropriate parental consent.

14) Third-party links

Our site may link to third-party websites. We are not responsible for their privacy practices. Review their policies before providing personal information.

15) Changes to this Policy

We may update this Policy from time to time. Material changes will be posted on this page with a new effective date.

16) Contact us

Warm Grove Place • 301 Scott Square, Port Abbie, YO31 0UQ, UK • Tel: +445607176160 • Email: [email protected]