Privacy Policy

Privacy Policy

Last updated: 1st July 2025

1. Purpose

Atlas & Nation (“we”, “us”, “our”) is committed to protecting your privacy and complying with the UK General Data Protection Regulation (“UK GDPR”). This policy explains how we collect, use, store, transfer, and share your personal information when you use our website, book a tour, or communicate with us.

2. What We Collect

Depending on how you interact with us, we may collect:

• Contact details: name, email address, phone number, postal address.

• Booking details: passport number, emergency contacts, dietary requirements, accessibility needs, or health information (where relevant for guest safety).

• Payment details: transaction confirmations and billing details. Payments are processed via secure third-party providers — we do not store full card details.

• Communication details: any messages, feedback, reviews, or survey responses you submit.

• Usage data: IP address, device type, browser type, pages visited, and interactions with our site (via cookies and similar technologies).

We only collect health or other sensitive information where it is necessary to deliver safe, inclusive experiences (for example, food allergies or mobility needs) and only with your consent.

If you provide us with personal data about other people (for example, if you make a group booking), you confirm that you have their permission to share their information and that you have informed them of this Privacy Policy.

3. How We Use Your Data & Legal Basis

We process your personal data lawfully under UK GDPR for the following purposes and legal bases:

• Contractual necessity: to process enquiries and bookings, take payments, send confirmations, and deliver your tour and related services.

• Legitimate interests: to improve our services, manage guest safety and logistics, communicate important updates, and send relevant news or direct marketing about Atlas & Nation (you can opt out of marketing at any time).

• Legal obligations: to comply with tax, accounting, financial reporting, and health & safety requirements.

• Consent: for any health or other special category data you voluntarily provide, and for certain types of marketing where required. You can withdraw consent at any time.

We do not carry out automated decision-making or profiling that has legal or similarly significant effects on you.

4. Marketing Communications

If you join our mailing list, download a resource, or tick a box to receive updates, we will send you occasional emails about Atlas & Nation tours, news, and related content that may interest you.

If you make a booking or serious enquiry, we may also send you service messages and limited follow-up information about similar services under our legitimate interests.

You can unsubscribe from marketing at any time by contacting [email protected]. Essential service emails relating to any bookings will still be sent.

5. How We Share Your Data

We may share your personal data with:

• Local partners and service providers (hotels, guides, transport providers, workshop hosts) to deliver your tour and bonus experiences.

• Insurance or medical providers in emergencies or where necessary for your safety.

• Secure payment processors to handle card transactions and refunds.

• Professional advisers (such as accountants or lawyers) where required for our business operations.

• Legal or regulatory authorities if we are required to do so by law.

We do not sell or rent your personal data to third parties for their own marketing.

6. International Transfers

As a UK-based business working internationally, we may transfer your personal data outside the UK or European Economic Area (for example, to partners in Kazakhstan). Appropriate safeguards (such as standard contractual clauses) are applied to ensure your data remains protected to UK GDPR standards.

7. Cookies, Analytics & Tracking

We use cookies and similar technologies to:

• help our website function correctly,

• remember your preferences, and

• understand how visitors use our site (for example, via analytics tools).

We may use third-party analytics services (e.g., Google Analytics) to collect aggregated usage data. These providers act as our data processors and cannot use the data for their own purposes.

You can adjust your browser settings to refuse or manage cookies. Some parts of the website may not function properly if essential cookies are disabled.

8. Data Security, Retention & Data Breaches

We take reasonable technical and organisational measures to keep your data secure and confidential, including limiting access to those who need it.

We retain your personal data only as long as necessary, including:

• for the duration of your enquiry and/or tour,

• for as long as required by legal and tax obligations (usually up to 7 years for financial records),

• for a reasonable period after your last interaction with us for marketing and service improvement purposes, unless you object or withdraw consent earlier.

When data is no longer needed, we securely delete or anonymise it.

If we become aware of a personal data breach likely to result in a risk to your rights, we will investigate promptly and notify the UK ICO and affected individuals if legally required.

9. Photos, Video & Media from Tours

We may photograph or film parts of our tours, workshops, and events for promotional and documentation purposes.

We will respect your choice if you prefer not to appear in photos or videos. Please inform your guide at the start of the tour.

If we wish to feature you more prominently (e.g., in a testimonial), we will ask for your explicit consent.

10. Booking on Behalf of Others

If you make a booking or enquiry on behalf of other travellers, you are responsible for ensuring:

• you have the authority to share their personal data with us, and

• they have been made aware of this Privacy Policy.

We will treat their data in accordance with this policy.

11. Third-Party Websites & Social Media

Our website and emails may contain links to third-party websites, social media platforms, or services (e.g., Instagram, TikTok, YouTube, payment providers, partner sites). We are not responsible for the privacy practices or content of these external sites.

Please review the privacy policies of any third-party service before submitting personal data.

12. Your Rights

Under UK GDPR, you have the right to:

• Request access to the personal data we hold about you.

• Request corrections to inaccurate or incomplete data.

• Request deletion of your data in certain circumstances.

• Request that we restrict or object to certain types of processing (e.g., direct marketing).

• Request a copy of your data in a portable format (data portability).

• Withdraw consent for processing special category data or marketing at any time.

To exercise any of these rights, contact [email protected].

You also have the right to lodge a complaint with the UK ICO if your data protection rights have been breached. ICO registration number: ZB900413.

13. Children’s Data

Our services are not directed to children under 16, and we do not knowingly collect their information. If you believe we may have received a child’s data in error, please contact us so we can securely delete it.

Prepared by Atlas & Nation | Version: 1st July 2025
We look forward to helping you travel creative — not tourist.

14. Business Transfers

If Atlas & Nation undergoes a reorganisation, merger, or sale of all or part of the business, your personal data may be transferred to the new owner or successor organisation. Any such transfer will remain subject to this Privacy Policy (or an equivalent policy that offers at least the same level of protection) and applicable data protection law.

15. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the “Last updated” date shown at the top. We will notify you of any significant changes by email or through a prominent notice on our site.

16. Contact Us

For any questions about this Privacy Policy, your rights, or how we handle your data, please contact:

Atlas & Nation Ltd
71–75 Shelton Street, Covent Garden,
London, WC2H 9JQ, United Kingdom
Business Registration Number: 16447573
ICO Registration Number: ZB900413
📧 [email protected]