PRIVACY POLICY
1. Introduction
This Privacy Policy explains how Running Trips Ltd. (“we”, “us”, “our”), a company incorporated and registered in England and Wales with company number 11427509, collects, uses, and protects your personal data when you book a trip, engage in our running coaching services, or interact with our marketing materials. Kenya Experience and Training Focus Camps are trading names of Running Trips Ltd.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and all applicable data protection laws, including providing extra safeguards for sensitive information like health data.
2. Contact Details
| Legal Entity Name | Running Trips Ltd. |
| Data Protection Contact | The Data Protection Officer |
| Email Address | info@runningtrips.co.uk |
| Registered Address | The Point, Granite Way, Mountsorrel, Loughborough, Leicestershire, LE12 7TZ. |
3. The Data We Collect About You
We may collect, use, store and transfer different kinds of personal data about you, which we have grouped as follows:
| Category of Data | What We Collect |
| Identity Data | Name, Nationality. |
| Contact Data | Billing Address, Email Address. |
| Transaction Data | Details about payments to and from you, and other details of trips/services booked. |
| Marketing Data | Trip preferences (collected via ActiveCampaign and Mailchimp). |
| Profile & General Trip Data | Dietary requirements (for booking), room type preference. |
| Health and Fitness Data (Special Category Data) | Injury history, chronic conditions, and training load data relating to your running ability and training needs. |
| Technical Data | Internet protocol (IP) address, browser type and version, time zone setting and location, operating system, and other technology on the devices you use to access our website. |
Special Category Data: Data concerning your health (e.g., injury history, physical fitness data) is classified as ‘Special Category Data’ under the UK GDPR. We only collect and process this data with your Explicit Consent (see Section 5).
4. How Your Personal Data is Collected
We use different methods to collect data from and about you, including:
- Direct Interactions: You provide us with your data when you fill in forms, correspond with us by email, or provide details during the booking and coaching process.
- Automated Technologies: As you interact with our website, we automatically collect Technical Data via Google Analytics.
- Third Parties: We receive Transaction Data from payment services like Stripe.
5. Our Legal Basis for Processing Your Data
We will only use your personal data when the law allows us to, relying on the following lawful bases:
| Purpose of Processing | Data Collected | Legal Basis (Art. 6) | Special Category Condition (Art. 9) |
| Running Coaching & Training Plan Provision | Name, Email, Health and Fitness Data. | Contractual Necessity (to perform the coaching service you purchased). | Explicit Consent (required for all processing of health data). |
| Trip Booking & Fulfilment | Identity, Contact, Transaction, Profile Data (including Dietary). | Contractual Necessity (to provide the trip service). | Explicit Consent for Dietary requirements. |
| Room Pairing & Visa Flagging | Nationality Data. | Legitimate Interests (ensuring comfortable stay for shared rooms and compliance with regulations). | N/A |
| Marketing Communications | Name, Email Address, Trip Preference. | Consent (you explicitly signed up for our mailing list). | N/A |
| Payment Processing | Transaction Data. | Contractual Necessity and Legal Obligation (for tax records). | N/A |
| Website Analytics | Technical Data. | Legitimate Interests (improving our website). | N/A |
Why we collect Health/Fitness Data: We collect your specific Health and Fitness Data to personalise your coaching plan, monitor your progress, and ensure your safe participation in training activities and trips.
6. Disclosures of Your Personal Data
We may share your personal data with the parties set out below for the purposes outlined in this policy. We do not sell your personal data.
| Third-Party Category | Data Shared | Purpose |
| Accommodation Providers | Name, Dates of Stay, Room Type, Dietary Requirements. | To fulfill your booking and ensure a safe and comfortable stay. |
| Payment Processors (Stripe) | Transaction Data. | To securely process payment for your trip. We do not store your full card details. |
| Marketing Platforms (ActiveCampaign & Mailchimp) | Name, Email Address, Trip Preference. | To manage and send marketing communications based on your consent. |
| Analytics Providers (Google Analytics) | Technical Data (anonymised where possible). | To analyse website traffic and user behaviour. |
| IT and Data Storage Services (Google Docs/Sheets) | Various types of Customer Data. | For internal management, storage, and organisation of booking and coaching details. |
| Running Coach(es) | Name, Email, Health and Fitness Data. | Only your assigned coach(es) for the purpose of delivering safe, personalised coaching and training plans. |
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
7. International Transfers
We are a UK company, but your data is shared with third parties globally (e.g. accommodation providers, US-based cloud services). When we transfer your personal data outside the UK (and the EEA), we ensure a similar degree of protection is afforded to it by implementing safeguards such as standard contractual clauses approved for use in the UK.
8. Data Security and Access
- Security Measures: We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
- Special Category Data Security: Due to the sensitive nature of your health and fitness data, we implement heightened security protocols, including storing this data separately where possible and ensuring it is encrypted both in transit and at rest.
- Access Control: Access to customer data is strictly limited to only two core members of the Running Trips Ltd. team who require it to perform their job functions. Only your assigned coach(es) will have access to your Health and Physical Fitness Data.
9. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for:
- Booking and Transaction Data: Kept for 7 years after your trip, to comply with UK tax and legal obligations.
- Marketing Data: Kept until you unsubscribe from our communications (you can unsubscribe at any time).
- Health and Physical Fitness Data (Coaching Data): Retained for the duration of your active coaching contract and for a period of 2 years after the contract ends. This retention period is necessary in case you return for coaching or in the event of any potential legal claim relating to the service. It will be securely deleted after this time.
10. Your Legal Rights
Under UK data protection law, you have rights including:
- Your right of access: To request a copy of the personal data we hold about you.
- Your right to rectification: To ask us to correct data that is inaccurate or incomplete.
- Your right to erasure (Right to be Forgotten): To ask us to delete your personal data.
- Your right to object to processing: To object to the processing of your data where we are relying on a legitimate interest.
- Your right to withdraw consent: To withdraw your consent at any time where we are relying on consent (e.g., for marketing or processing your health data).
You can exercise any of these rights by contacting us at info@runningtrips.co.uk.
You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Updated 06/10/2025
