Privacy Policy

OUTDOORLY LONDON — PRIVACY POLICY Last updated: 10 September 2026 Outdoorly London respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, make a booking, create an account, submit an enquiry, request a bespoke experience, contact us or otherwise interact with Outdoorly London. Outdoorly London is operated by: Outdoorly Adventures Ltd Registered in England and Wales Company number: 16387287 Email: info@outdoorlylondon.com Website: outdoorlylondon.com For the purposes of applicable UK data protection law, Outdoorly Adventures Ltd is the data controller responsible for the personal information described in this Privacy Policy. 1. INFORMATION WE MAY COLLECT Depending on how you use Outdoorly London, we may collect the following information. A. BOOKING INFORMATION When you make a booking, we may collect: • full name; • email address; • mobile telephone number; • number of places booked; • booking reference; • experience and event details; • booking date and time; • amount paid; • payment status; • cancellation, transfer or refund information; • accessibility or special requirements that you choose to provide; • guest names where an individual event specifically requires them; and • records of communications relating to your booking. B. CUSTOMER ACCOUNT INFORMATION If you create an Outdoorly London account, we may collect: • full name; • email address; • mobile telephone number; • account identifiers; • account status; • your booking history linked to the account; and • information required for authentication and account security. Passwords are handled through our authentication system. We do not have access to your password in plain text. C. BESPOKE ENQUIRIES AND QUOTATIONS When you submit a bespoke enquiry, we may collect: • full name; • email address; • mobile telephone number; • preferred date or date range; • number of participants; • theatre preferences; • attraction preferences; • occasion information; • accessibility or special requirements; • approximate budget where provided; • additional requests or notes; • quotation information; • correspondence relating to your enquiry; and • booking information where an enquiry later becomes a confirmed bespoke booking. D. PAYMENT INFORMATION Payments for normal scheduled experiences are processed by our payment provider. We may receive and store information relating to a payment, including: • payment status; • amount paid; • transaction or payment reference; • refund information; and • limited payment-related information supplied by the payment provider. Outdoorly does not store your complete card number or card security code. For bespoke experiences paid outside the website checkout, we may record that payment has been received and the amount received for the purpose of confirming and administering the booking. E. COMMUNICATION INFORMATION If you contact us, we may keep: • your name; • email address; • telephone number; • the content of your enquiry or message; and • our correspondence with you. We may also keep records showing when operational emails were sent, delivered, failed or resent. F. REVIEWS If you submit a review, we may collect: • your rating; • review title; • review text; • chosen public display name; • the booking associated with the review, where applicable; • whether the review relates to a verified booking; and • review submission and moderation information. Customer reviews are not automatically published. G. WEBSITE AND TECHNICAL INFORMATION When you use our website, limited technical information may be processed as necessary to operate, secure and maintain the website. This may include: • IP address; • browser type; • device information; • authentication and session information; • security logs; • date and time of access; and • information required to detect errors, abuse or unauthorised activity. Please see our Cookie Policy for more information about cookies and similar technologies. 2. HOW WE COLLECT PERSONAL INFORMATION We may collect information: • directly from you when you make a booking; • when you create or use a customer account; • when you submit a bespoke enquiry; • when you contact us; • when you submit a review; • through our website and authentication systems; • from our payment provider in connection with payments or refunds; • from service providers helping us operate the website or deliver communications; and • from another lead customer where they make a booking that includes you. If someone provides your information to us as part of a group booking, they should ensure that they are entitled to provide that information and should make relevant booking and privacy information available to you. 3. HOW WE USE YOUR PERSONAL INFORMATION We may use personal information to: • process and administer bookings; • provide the experiences you have booked; • manage event capacity and availability; • process payments and refunds; • send booking confirmations; • provide meeting information and event instructions; • send important changes relating to an event; • send pre-event reminders; • administer cancellations and transfers; • provide customer support; • create and manage customer accounts; • link eligible previous bookings to a verified customer account; • provide booking confirmation documents; • respond to enquiries; • manage bespoke enquiries and quotations; • confirm bespoke payments and bookings; • deal with accessibility or special requirements; • invite eligible customers to submit a post-event review; • administer and moderate reviews; • prevent fraud, abuse, duplicate bookings and unauthorised access; • maintain the security and reliability of our systems; • keep appropriate business, accounting and transaction records; • establish, exercise or defend legal rights; • comply with our legal and regulatory obligations; and • improve the operation and administration of our services. 4. OUR LAWFUL BASES FOR USING PERSONAL INFORMATION UK data protection law requires us to have a lawful basis for using personal information. Depending on the activity, we may rely on one or more of the following lawful bases. A. CONTRACT We use personal information where it is necessary: • to take steps at your request before entering into a contract; or • to perform our contract with you. This includes activities such as: • processing bookings; • providing booked experiences; • processing payments; • sending essential booking communications; • administering bespoke enquiries and quotations requested by you; and • providing customer support connected with your booking. The ICO recognises contract as an appropriate lawful basis where processing is necessary for a contract with the individual or to take requested steps before entering into one. B. LEGAL OBLIGATION We may use and retain information where necessary to comply with legal obligations, including obligations relating to: • tax; • accounting; • company records; • consumer law; • fraud prevention where legally required; and • responding to lawful requests from courts, regulators or public authorities. C. LEGITIMATE INTERESTS We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests. These legitimate interests may include: • protecting our website and systems; • preventing misuse and fraud; • maintaining appropriate booking and communication records; • managing and improving our business operations; • dealing with complaints and disputes; • protecting Outdoorly, our customers and other participants; • moderating reviews; and • establishing or defending legal claims. Where we rely on legitimate interests, we consider whether the processing is necessary and whether your privacy rights outweigh our interests. D. CONSENT Where we rely on your consent, you can withdraw that consent at any time. For example, consent may be used where you voluntarily choose to receive certain marketing communications or where another activity specifically requires your consent. Withdrawing consent does not affect processing that was lawful before consent was withdrawn. 5. ACCESSIBILITY AND SPECIAL REQUIREMENTS You may choose to tell us about accessibility or special requirements so that we can understand whether reasonable arrangements can be made for your experience. Please provide only information that is relevant to the practical arrangements you require. You do not normally need to provide detailed medical records or medical history. Information about disability, health or similar matters may constitute particularly sensitive personal information under data protection law. Where you voluntarily provide such information, we will restrict its use to purposes connected with understanding or arranging your accessibility or participation requirements, unless another use is required or permitted by law. We will handle this information with additional care and will limit access to people who reasonably need it. 6. PAYMENT PROCESSING Payments for normal scheduled experiences are processed through Stripe or another payment provider we may use from time to time. Payment providers process payment information under their own privacy arrangements and security requirements. Outdoorly receives only the payment information reasonably required to administer the booking, confirm payment, handle refunds and maintain appropriate transaction records. We do not store full payment card details or card security codes on our systems. 7. TRANSACTIONAL EMAILS We send operational communications required to administer our relationship with you. These may include: • booking confirmations; • event reminders; • meeting instructions; • important event updates; • booking transfer confirmations; • booking cancellation information; • refund information; • bespoke enquiry acknowledgements; • bespoke quotation communications; • account or password-reset communications; and • eligible post-event review invitations. These messages are operational communications and are not dependent on marketing consent where they are necessary for administering your booking, enquiry, account or service. 8. MARKETING COMMUNICATIONS If Outdoorly London offers marketing emails or newsletters, we will send them only where we have an appropriate lawful basis to do so. Where consent is required, we will ask you to actively choose to receive marketing. You may unsubscribe from marketing communications at any time using the unsubscribe option provided in the message or by contacting us. Stopping marketing communications does not stop essential operational messages relating to an existing booking, account or enquiry. 9. WHO WE MAY SHARE YOUR INFORMATION WITH We do not sell your personal information. We may share personal information where reasonably necessary with organisations that help us operate Outdoorly London, including: • payment providers; • website hosting and cloud service providers; • authentication and database providers; • email delivery providers; • IT and security providers; • professional advisers such as accountants or legal advisers; • theatres, attractions, venues or suppliers where information is reasonably required to fulfil your booking; • regulators, courts, law enforcement agencies or public authorities where required by law; and • other service providers acting on our behalf. We aim to provide third parties only with information reasonably necessary for the relevant purpose. Service providers processing information on our behalf are expected to protect personal information appropriately and use it only for authorised purposes. 10. INTERNATIONAL DATA TRANSFERS Some technology or service providers we use may process personal information outside the United Kingdom. Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate lawful transfer mechanism or safeguard is used where required by data protection law. This may include transfers to countries covered by UK adequacy regulations or the use of approved contractual safeguards. 11. HOW LONG WE KEEP PERSONAL INFORMATION We do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, unless a longer period is required for legal, accounting, tax, dispute or regulatory reasons. Retention periods may vary depending on the type of information. BOOKING AND PAYMENT RECORDS Booking, payment, refund and related transaction records may be retained for up to six years after the end of the relevant financial period, or longer where required by law, a tax enquiry, dispute or legal claim. UK tax rules can require companies to retain relevant accounting and supporting records for six years from the end of the accounting period to which they relate. BESPOKE ENQUIRIES Unsuccessful or closed bespoke enquiries and quotations may normally be retained for up to two years after the enquiry is closed, unless there is a legitimate reason to keep them for longer. Where a bespoke enquiry becomes a confirmed booking, relevant information may form part of the booking record and be retained accordingly. CUSTOMER ACCOUNTS Account information is normally retained while the account remains active. If an account is closed, some information may still be retained where necessary for booking history, accounting, fraud prevention, legal claims or other lawful purposes. COMMUNICATION RECORDS Operational communications may be retained with the related booking, enquiry or account where reasonably necessary to maintain an accurate record of our dealings with you. REVIEWS Published reviews may be retained while they remain relevant to Outdoorly's services. Associated moderation and verification information may be retained where reasonably necessary to establish the authenticity and history of the review. SECURITY RECORDS Security and technical logs are retained only for as long as reasonably necessary for website security, troubleshooting, abuse prevention and legal compliance. When personal information is no longer required, we will delete, anonymise or securely dispose of it where reasonably practicable. 12. SECURITY We take reasonable technical and organisational measures to protect personal information against: • unauthorised access; • accidental loss; • misuse; • alteration; • disclosure; and • destruction. These measures may include authentication controls, access restrictions, database security rules, secure payment processing, administrative security controls, logging and other technical safeguards. No internet-based system can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature of the information we process. 13. CUSTOMER ACCOUNTS AND SECURITY If you create an Outdoorly London account, you are responsible for keeping your sign-in credentials secure. Please do not share your password with another person. If you believe that your account or email address may have been compromised, please contact us promptly. 14. CHILDREN'S PERSONAL INFORMATION The person making a booking with Outdoorly London must be aged 18 or over. Participants under 18 may be included in a booking where the relevant experience and venue permit them to attend, but they must be accompanied by a responsible adult in accordance with our Terms & Conditions. We do not knowingly allow children under 18 to enter into bookings with Outdoorly London in their own name. We aim to collect only the minimum information reasonably necessary about participants under 18. Where the lead customer provides information about a participant under 18, they should ensure that they are entitled to provide that information. 15. YOUR DATA PROTECTION RIGHTS Depending on the circumstances and the lawful basis we rely upon, you may have rights relating to your personal information. These may include the right to: • request access to personal information we hold about you; • ask us to correct inaccurate or incomplete information; • ask us to delete personal information in certain circumstances; • ask us to restrict the use of your information in certain circumstances; • object to certain types of processing; • request transfer of certain information in a portable format where applicable; and • withdraw consent where processing is based on consent. These rights are not absolute and may be subject to legal exceptions. For example, we may need to retain certain booking or payment information even after a deletion request where we have a legal obligation to keep it. 16. YOUR RIGHT TO OBJECT Where we process your personal information on the basis of legitimate interests, you have the right to object to that processing in certain circumstances. If you wish to object, please contact us using: info@outdoorlylondon.com We will consider your request in accordance with applicable data protection law. 17. REQUESTING ACCESS, CORRECTION OR DELETION To exercise your privacy rights, please contact: Email: info@outdoorlylondon.com Please provide enough information for us to identify you and understand your request. We may need to ask for reasonable evidence of identity before disclosing or changing personal information. We will respond within the time limits required by applicable data protection law. 18. COMPLAINTS If you have concerns about how Outdoorly London uses your personal information, please contact us first so that we can try to resolve the matter. Email: info@outdoorlylondon.com You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), if you are unhappy with how your personal information has been handled. Information Commissioner's Office Website: ico.org.uk Your right to contact the ICO is not affected by contacting Outdoorly first. 19. THIRD-PARTY WEBSITES Our website or communications may contain links to websites operated by theatres, attractions or other third parties. Outdoorly is not responsible for the privacy practices of independent third-party websites. You should read the privacy information provided by the relevant third party when using their website or services. 20. COOKIES Our website may use cookies and similar technologies where necessary to operate the website, provide authentication, maintain security or support essential functionality. Please read our Cookie Policy for further details. 21. CHANGES TO THIS PRIVACY POLICY We may update this Privacy Policy from time to time to reflect changes in our services, systems or legal requirements. The latest version will be published on the Outdoorly London website with an updated date. Where a significant change materially affects how we use personal information, we will take reasonable steps to provide appropriate notice where required. 22. CONTACT US If you have questions about this Privacy Policy, our use of personal information or your data protection rights, please contact: Outdoorly London Outdoorly Adventures Ltd Registered in England and Wales Company number: 16387287 Email: info@outdoorlylondon.com Website: outdoorlylondon.com © Outdoorly Adventures Ltd, registered in England and Wales, company number 16387287.