Kudu Motorcycle Tours Privacy Policy

Effective Date: June 2025

Introduction

At Kudu Motorcycle Tours we are committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or other online platforms, use our services, or interact with us. It also addresses the choices and preferences you have related to that data.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant laws governing the protection of personal data in the United Kingdom. This policy applies to all websites and other platforms that are run by us.

Key terms:

‘We’, ‘us’ or ‘The company’ in this document refers to the company- Kudu Motorcycle Tours

“Service” is the website and any social media platforms and applications relating to our company

“Data Controllers” in this case, means Kudu Motorcycle Tours, which determine how personal data is processed and for which purpose.
“Data Subjects” means any living individuals whose data the Data Controller processes
“Processing” means any action in relation to that personal data, including communication and filing, that is carried out by a data controller

“Usage Data” includes data generated through the use of the Service.

“Personal Data” includes everything from which a Data Subject can be identified, (

“Cookies” are small piece of data stored on a site visitors browser, used to keep track of user settings and actions they have taken on the website

Who We Are

KUDU MOTORCYCLE TOURS LTD
18 The Broadway, Stoneleigh, Epsom, Surrey, KT17 2HU
info@kudumotorcycletours.co.uk

+44 7859 893500
Company Registration Number: 16500528

What Personal Data We Collect

We may collect and process the following categories of personal data:

Identity and personal Data – full name, title, date of birth, sex/gender, nationality and/or residency status, emergency contact/ next of kin details, medical and disability information, dietary requirements, allergy information, passport information and copies/scans, insurance details and other identifying details where relevant e.g. comments, feedback and reviews
Contact Data – e.g. email address, phone number(s), postal address
Technical Data – e.g. IP address, browser type, device identifiers
Photo and Video Data
Usage Data/ website user information (including user journeys and cookie tracking) – e.g pages visited, time and date of visit, time spent on site, navigation patterns and diagnostic data
Marketing and Communications Data – e.g. preferences for receiving marketing from us
Transaction Data – e.g. payment details, purchase history

How We Collect Your Data

We collect data in the following ways:

When you provide it directly to us (e.g. by filling out booking forms, contacting us), or via the lead individual who is booking on your behalf*.
From third parties (e.g. payment processors, analytics providers, business partners, service providers e.g. motorcycle rental providers)
Through automated technologies such as cookies:
- Cookies are small data files sent to your browser and stored on your computer/device whilst you are browsing. They are used to track settings and actions on our service. We use cookies to
- Upon accessing our Service, you have the option to refuse all but essential cookies, or select which ones are sent. If you choose not to accept some cookies, you may be unable to use some aspects of our Service.
- We may use the following cookies:
  - Essential cookies- for basic site functionality.
  - Non-essential cookies- which allow the service to remember your preferences and can be used for analytics and marketing.

*Where you provide the information on behalf of other individuals in your party, you must ensure that they are fully informed and consent to their information may be provided to us, and that they are aware of and have read this Privacy Policy.

Why we collect and how we use your Personal Data

We may use your data for the following purposes:

To provide our services and fulfill our contract with you.
To respond to enquiries and customer service requests/ products
To process payments for our products, and/or provide refunds or price adjustments were necessary
To respond to feedback on our performance and look to make necessary improvements to our Service and Tours
To inform you of any changes to our products and services
To improve our website and services
To identify, address and prevent technical issues
To send marketing communications for example:
- To tell you about products and services that we believe you may be interested in
- To tell you about discounts, special offers, deal and promotions or similar
For payment processing purposes
To manage our relationship with you, if you are a third-party provider.
To comply with legal and regulatory obligations
To create aggregated statistical data and other aggregated and/or inferred non-personal Information, which we may use to provide and improve our respective services.

We may use third-party Service Providers to monitor and analyse the use of our Service.

Wix.com
- Wix is hosts our website and collects personal data for making bookings for our products as well as data regarding about usage of our site for analytical and marketing purposes.
Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.

For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/te...

How we store, share and disclose visitors personal information

Data Storage

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.

We also store essential personal data on our own secure computers and in some instances as hard copies for the purpose of delivering our products and services.

Security of Your Data

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, use, disclosure, alteration, or destruction. However, no security measures are 100% secure so please carefully consider sharing information, especially sensitive, unless you are required to do so.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which we collected it, including for legal, regulatory or reporting requirements, dispute resolution, enforcing of legal agreements, tax and accounting requirements. We shall also retain usage data for internal analysis and improvement of our Services.

Sharing Your Personal Data

We may share your personal data with:

Service providers (e.g. IT support, hosting, marketing platforms).
Professional advisors (e.g. legal, tax)
Government authorities, when legally required to do so.
Third parties- At times, we employ third party services for arrangements related to aspects of your tour e.g. motorcycle rental providers. They will have access to your data solely for the purposes of performing the service for which they have been required and are obliged to not use your data for any other purpose e.g. providing personal data to third hotels where there it is necessary to do so for the purpose of the booking and/ or the legal requirement to do so to perform their service (e.g. collecting scans or copies of passports for hotel bookings) . However, we strongly encourage that you review the Privacy Policy of any third-party that may be us so that you are satisfied with their policy(s). We are not responsible for the Privacy Practice or Policies of third-party providers.

We ensure that appropriate safeguards are in place when sharing data with third parties.

Selling Data

We will not sell your data under any circumstances

Disclosures of Data

Disclosure for Law Enforcement

Kudu Motorcycle Tours Ltd may be obliged to disclose your Personal Data to public authorities if required to do so by law, or in response to valid requests by public authorities- such as government agencies or the courts of law.

Legal Requirements

If we are of the understanding that we are required to disclose your Personal Data for legal purposes, we will oblige such requests. This may be:

To protect the personal safety of users of our Service or other members of the public, and to prevent or investigate possible wrongdoing in connection with the Service
To comply with a legal obligation
To protect and defend the rights or property of Kudu Motorcycle Tours Ltd, including protection against legal liability

Photo and Video Data

We may take photographs and film footage of any participant (and/or pillion) and your motorcycle whilst on tour. We reserve the right to use such material for any advertising, brochure, video production or for any other marketing uses without obtaining further consent.

International Transfers

As we are a UK-based company, should you be sending data from abroad, your data may be transferred to, processed and retained on computers outside of your country, which may have different data protection laws to the ones in your country/ state/ territory. If we transfer your personal data outside the UK, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner’s Office (ICO).

Your submission of data to us having read and understood this Privacy Policy represents agreement to the transfer.

Payments

We provide payment methods within our Service. We do not collect or store your payment details; these are managed by third parties who arrange for payment processing. You should view their Privacy Policy here: https://www.wix.com/about/privacy

All payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

Legal Basis for Processing under GDPR laws

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information.

We rely on the following legal bases to process your personal data:

Consent – Providing personal data is voluntary- we have permission from you after we gave you all the relevant information. We will be unable to provide some or all of our services unless you provide necessary information to us e.g. we are unable to book a trip without your name, contact details etc. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal Obligation – for compliance with legal duties
Legitimate Interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Vital Interest: In specific and limited circumstances and where essential for your health, we may process relevant personal and medical information to contact emergency services, healthcare providers and insurance providers.

You can find out more about lawful bases on the ICO’s website: https://ico.org.uk/.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO)- You can contact the ICO at https://ico.org.uk/.

If you make a request regarding the usage of your data, we will respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Children’s Policy

We do not market to or knowingly collect data on any person under the age of 18. If as a parent or guardian you become aware that personal data of an individual under the age of 18 has been provided to us, we request that you inform us at the earliest possible time. If we believe that we are in possession of data relating to an individual under the age of 18 without parent’s or guardian’s consent, we shall seek to remove and delete the data immediately.

Links to third party sites

Our website may contain links to third-party sites and services which are not owned or operated by us. If you click on a link to a third-party site and services, we advise that you review the Privacy Policy of their website. We are not responsible for third party websites, their content, policies or practices.

Changes to This Policy

We reserve the right to modify this Privacy Policy at any time, so we advise reviewing it frequently. Clarifications and changes will take effect immediately up on posting to our website. If material changes have been made, we will notify you by email and by posting the updated version on the Privacy Policy webpage, with an effective date at the top of the policy.

If you have any questions or concerns about this Privacy Policy or your personal data, please contact us at:

Email: info@kudumotorcycletours.co.uk

Phone: +44 7859 893 500
Address: 18 The Broadway, Stoneleigh, Epsom, Surrey, KT17 2HU

Complaints to Data Protection Authority

If you have concerns regarding the collection, processing or use of your personal data, you can contact your local Data Protection Officer

You can contact the ICO at https://ico.org.uk/.