Privacy Policy
Effective Date: 16/04/2025
Last Update: 13/06/2025
Company Info
• Company Name: SHEPEAKS LTD (also referred as She Peaks)
• Registered Office: Worcestershire, England
• SHEPEAKS LTD is a registered tour operator in the United Kingdom (16382793), listed with Companies House under SIC code 7912 (Tour Operator Activities). The company is incorporated with the Registrar of Companies for England and Wales.
• Data Controller Contact: support@shepeaks.com
1. Overview
SHEPEAKS LTD (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you book a trip with us, contact us, visit our website, or otherwise engage with us. It also explains your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant legislation. For the purposes of UK data protection law, SHEPEAKS LTD is the Data Controller. We are a UK registered limited company, fully compliant with the UK General Data Protection Regulation.
2. How We Collect Your Personal Data
We collect personal information directly from you when you make an enquiry, request a brochure, subscribe to marketing communications, complete a booking, or otherwise contact us by telephone, email, post, social media, or in person. We also collect limited personal data when you visit our website or interact with us electronically.
3. What Data We Collect
We may collect the following types of personal information: we collect only the personal data necessary to administer your booking, deliver your trip, and provide you with our services. This includes, but is not limited to, your name, date of birth, gender, contact details (address, email, telephone), passport details, next of kin or emergency contacts, travel insurance details, payment details, dietary requirements, relevant medical conditions, accessibility needs, and any other essential information that may affect your ability to participate safely. We may also collect information on your travel preferences, previous trip history, and your correspondence with us. If you subscribe to our marketing communications, we will collect your name and email address for this purpose. We do not collect or store any unnecessary or excessive personal information.
4. Why We Collect Your Data
We collect and process your personal data for the following purposes:
• To perform the contract between you and SHEPEAKS LTD and provide you with the travel services you have requested, including processing your booking, taking payments, organising travel arrangements, and managing your participation in a trip.
• To ensure your health, safety, and wellbeing during your trip by collecting essential health, medical, dietary, accessibility, insurance and emergency contact information.
• To contact you regarding your booking, including any necessary pre-departure information, itinerary changes, or emergencies.
• To comply with our legal obligations, including accounting, tax, and regulatory compliance under UK Package Travel Regulations 2018 and financial protection laws.
• To conduct customer service, complaint resolution, and post-trip feedback. With your consent, to provide you with relevant marketing communications regarding SHEPEAKS LTD trips and services.
• To personalise your experience and improve the quality of our customer service.
5. Special Categories of Data
Certain sensitive personal data may be required to ensure your health and safety, including medical information, accessibility requirements, allergies, or dietary needs. By providing this information, you consent to our processing of this sensitive data solely for the purposes of safely delivering your trip. We do not process special category data for any purpose unrelated to your travel arrangements.
6. Sharing Your Personal Data
We share your personal data strictly and only where necessary to fulfill your booking or provide the contracted travel services. This includes selected suppliers such as accommodation providers, guides, local partners, ground agents, and medical providers involved in delivering your trip. We may also disclose personal data to insurers, emergency services, or legal and regulatory authorities where required by law or in case of an emergency. We will never sell, trade, rent, or share your data with third parties for their own marketing purposes.
7. International Transfers
Some of our trusted suppliers may be based outside the United Kingdom and the European Economic Area. Where personal data is transferred internationally, we ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements, including standard contractual clauses or adequacy decisions where applicable.
8. How Long We Keep Your Data
We retain your personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, tax, regulatory, and financial protection purposes. After this period, your data will either be securely deleted or fully anonymised. Basic booking records will be retained for up to six years following your trip for legal, accounting, and tax purposes. Marketing records will be retained only for as long as you consent to receiving marketing communications. You may request deletion of your data at any time, subject to legal or contractual obligations.
9. Marketing Communications
If you have consented to receive our marketing emails or newsletters, we will use your contact details to send you occasional updates, promotions, or relevant offers. You may withdraw your consent or unsubscribe at any time by following the instructions in any marketing communication or by contacting us directly. We do not send marketing communications without your prior consent.
10. Cookies
Our website uses cookies and similar tracking technologies to optimise site functionality and improve your browsing experience. These may collect information such as IP address, browsing behaviour, and device type. You can disable cookies via your browser settings. Please refer to our separate Cookie Policy for full details.
11. Photography and Media
During our trips, photographs or video footage may be taken for promotional use by SHEPEAKS LTD. Unless you notify us in writing prior to departure or advise your guide during your trip, you consent to the reasonable use of such images in our marketing materials, including brochures, website, and social media.
12. Security of Your Data
We take appropriate physical, technical, and organisational measures to safeguard your personal data against unauthorised access, accidental loss, destruction, or disclosure. Sensitive data, including payment information, is processed securely using encrypted technology.
13. Your Data Protection Rights
Under UK data protection law, you have the following rights: The right to access the personal data we hold about you. The right to request correction of inaccurate or incomplete data. The right to request deletion of your personal data, where legally applicable. The right to restrict or object to processing in certain circumstances. The right to withdraw your consent to marketing at any time. The right to data portability where processing is based on consent or contract. You may exercise these rights at any time by contacting SHEPEAKS LTD.
14. Your Right to Lodge a Complaint
If you have concerns about how we have handled your personal data, you may lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection: www.ico.org.uk. We encourage you to contact us directly first, so that we may attempt to resolve any concerns.
15. Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in law, regulation, or our business operations. The most recent version will always be available on our website.
10. Contact Us
If you have any questions, requests or concerns regarding your personal data or this Privacy Policy, you may contact us at:
SHEPEAKS LTD
Registered office: Worcestershire, England
Email: support@shepeaks.com
Telephone: +44 (0)734 927 5931