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Privacy Policy

Effective From: August 2025

Crux Outdoors Ltd, trading as Crux Expeditions (“we”, “us”, “our”), is committed to protecting your privacy and personal data. This policy explains how we collect, use, and protect the information you provide to us when booking or enquiring about our expeditions, courses, and services.

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We are registered in Scotland as a limited company (SC726038).

1. Information We Collect

We may collect the following types of personal data when you contact us, make a booking, or take part in an expedition:

  • Identity Data: full name, date of birth, gender, nationality, passport details.

  • Contact Data: email address, telephone number, postal address, emergency contact details.

  • Health and Medical Data: relevant medical history, dietary requirements, allergies, and fitness information (necessary for safe participation in expeditions).

  • Payment Data: billing details, payment card information (processed securely by third-party providers; we do not store full card details).

  • Travel Data: visa details, travel insurance details, itinerary preferences.

  • Usage Data: website analytics, cookies, and communication preferences.

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2. How We Use Your Information

We process your personal data to:

  • Administer bookings and deliver expeditions.

  • Ensure your safety and wellbeing during expeditions.

  • Communicate with you regarding your booking, payments, and travel information.

  • Provide information about our services, promotions, and upcoming expeditions (if you have consented).

  • Comply with legal, regulatory, and insurance obligations.

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3. Legal Basis for Processing

We rely on the following lawful bases for processing your data under UK GDPR:

  • Contractual necessity: to deliver the services you have booked with us.

  • Legal obligation: to comply with regulatory requirements.

  • Vital interests: to protect your health and safety.

  • Legitimate interests: to improve our services and maintain records.

  • Consent: where we use your data for marketing communications.

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4. Sharing Your Information

We may share your personal data with trusted third parties when necessary for the delivery of your expedition, including:

  • Local in-country agents, guides, and accommodation providers.

  • Insurance and financial protection providers.

  • Emergency medical services and rescue organisations.

  • Payment processors.

We require all third parties to respect the security of your data and process it only for the specified purposes.

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5. International Transfers

As expeditions operate globally, your data may be transferred outside the UK to local suppliers. Where this occurs, we ensure appropriate safeguards are in place to protect your data in line with UK GDPR.

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6. Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes collected, including for legal, accounting, and reporting requirements.

  • Booking records: typically retained for 7 years.

  • Medical and emergency contact data: securely deleted within 12 months after the expedition ends, unless required longer for legal purposes.

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7. Your Data Rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you.

  • Request correction of inaccurate data.

  • Request erasure of your data (“right to be forgotten”).

  • Restrict or object to certain types of processing.

  • Request transfer of your data to another provider.

  • Withdraw consent at any time (for marketing).

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To exercise these rights, contact us at: info@crux-expeditions.com.

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8. Data Security

We use appropriate technical and organisational measures to protect your data against accidental loss, misuse, unauthorised access, or disclosure. Access to sensitive data (e.g. medical information) is strictly limited to staff and leaders on a need-to-know basis.

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9. Cookies and Website Usage

Our website may use cookies to enhance user experience, analyse site traffic, and support marketing. You can control cookie preferences in your browser settings.

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10. Marketing Communications

We will only send you expedition updates, newsletters, or promotions if you have opted in. You may unsubscribe at any time using the link in emails or by contacting us directly.

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11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law or our practices. Updated versions will be published on our website.

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12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us:

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Crux Outdoors Ltd
Trading as Crux Expeditions
Registered in Scotland: SC726038
Email: info@crux-expeditions
Phone: 07481776990

 

If you are dissatisfied with our response, you may lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.​​

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