RiderCamTV Tours

UK GDPR & Data Protection Policy

Version: 1.0
Effective Date: 27 July 2026
Review Date: Annually or whenever legislation changes

1. Introduction

RiderCamTV Tours is committed to protecting the privacy and personal information of all our customers. We recognise the importance of handling personal data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all other applicable UK data protection legislation.

This policy explains what information we collect, why we collect it, how we use it, who we share it with, how long we keep it and the rights you have regarding your personal information.

2. Who We Are

RiderCamTV Tours provides guided motorcycle touring holidays throughout the United Kingdom and Europe.

As the organiser of your motorcycle tour, RiderCamTV Tours acts as the Data Controller for the personal information that you provide.

If you have any questions regarding this policy or wish to exercise any of your rights, please contact RiderCamTV Tours using the contact details published on our website.

3. Our Commitment

RiderCamTV Tours will ensure that all personal information is:

  • Processed lawfully, fairly and transparently.
  • Collected only for specified and legitimate purposes.
  • Limited to the information necessary for those purposes.
  • Accurate and kept up to date where possible.
  • Stored securely.
  • Retained only for as long as necessary.
  • Protected against unauthorised access, loss or misuse.

4. Information We Collect

Initial Booking Enquiry

When you submit a booking request, we collect:

  • Name
  • Postal Address
  • Telephone Number

This information allows us to:

  • Contact you regarding your enquiry.
  • Confirm your booking.
  • Discuss tour availability.
  • Arrange payment.
  • Secure your place on the tour.

Client Travel Information

Once your booking has been confirmed and payment has been received, you will be asked to complete our Client Travel Information Form.

Depending upon whether you are travelling as a rider or rider and pillion, we may collect the following information.

Motorcycle Details

  • Motorcycle make
  • Motorcycle model
  • Motorcycle registration number
  • Rider type

Rider Information

  • Title
  • First name
  • Middle name
  • Last name
  • Date of birth
  • Email address
  • Mobile telephone number
  • Passport number
  • Passport issue date
  • Passport expiry date
  • Nationality

Rider Medical Information

  • Medical conditions
  • Allergies
  • Dietary requirements
  • Other dietary information provided

Rider Insurance Information

  • Medical insurance company
  • Medical insurance policy number
  • Medical insurance contact number

Rider Emergency Contact

  • Emergency contact name
  • Emergency contact telephone number
  • Relationship to the rider

Motorcycle Insurance

  • Insurance company
  • Policy number
  • Contact number

Additional Information

  • Any other information you choose to provide that may assist RiderCamTV Tours in delivering your tour safely.

Pillion Information (where applicable)

If travelling with a pillion passenger we may collect:

  • Title
  • First name
  • Middle name
  • Last name
  • Date of birth
  • Email address
  • Mobile telephone number
  • Passport number
  • Passport issue date
  • Passport expiry date
  • Nationality

Pillion Medical Information

  • Medical conditions
  • Allergies
  • Dietary requirements
  • Other dietary information provided

Pillion Insurance Information

  • Medical insurance company
  • Medical insurance policy number
  • Medical insurance contact number

Pillion Emergency Contact

  • Emergency contact name
  • Emergency contact telephone number
  • Relationship to the pillion passenger

5. Why We Collect This Information

We collect this information so that we can:

  • Arrange and manage your motorcycle tour.
  • Book accommodation.
  • Arrange ferry and other transport crossings.
  • Comply with legal travel requirements.
  • Contact you before and during your tour.
  • Assist you should your motorcycle break down.
  • Assist in the event of an accident or medical emergency.
  • Help facilitate insurance claims where you are unable to do so yourself.
  • Contact your next of kin if required.
  • Meet our contractual obligations to you.

Some of the information we collect includes special category personal data (such as medical conditions and allergies). We only collect this information where it is necessary to protect your health and safety during the tour or where you have explicitly provided it to us.

6. Lawful Basis for Processing

Under UK GDPR, RiderCamTV Tours processes your information under one or more of the following lawful bases:

  • Performance of a contract.
  • Compliance with legal obligations.
  • Legitimate interests in safely organising and operating motorcycle tours.
  • Explicit consent where special category personal data (such as medical information) is processed.

7. Who Can Access Your Information

Your information is stored securely and is only accessible to RiderCamTV Tours staff who have a genuine business need to access it.

Your information is:

  • Stored securely.
  • Held in one central secure location.
  • Not unnecessarily copied or duplicated.
  • Protected from unauthorised access.

Access is restricted to authorised RiderCamTV Tours personnel involved in planning, administering and delivering your tour.

8. Information We Share

To organise your tour, we must provide certain information to trusted third-party partners.

These include:

  • Ferry and crossing operators.
  • Hotels and accommodation providers.

The information shared is limited to only what those organisations require.

This may include:

  • First name
  • Last name
  • Date of birth
  • Nationality
  • Passport number
  • Passport issue date
  • Allergies
  • Passport expiry date
  • Motorcycle registration number

We do not share your medical information, dietary information, insurance information or emergency contact information with these providers unless it is absolutely necessary for your safety or required by law.

9. Medical and Emergency Information

Medical information, dietary requirements, emergency contacts and insurance details are collected solely for the purpose of protecting your welfare during the tour.

Should an incident occur, RiderCamTV Tours may use this information to:

  • Contact emergency services.
  • Contact your next of kin.
  • Assist with you obtaining medical treatment.
  • Assist with motorcycle recovery.
  • Help initiate insurance claims where you are unable to do so yourself.
  • Support your family in the event of an emergency.

This information is only accessed where necessary.

10. WhatsApp Tour Groups

For each RiderCamTV Tour, a dedicated WhatsApp group is created.

The group includes:

  • Tour participants.
  • The Tour Guide.
  • Support Rider(s).
  • RiderCamTV Tours office staff.

By joining the WhatsApp group you acknowledge and understand that:

  • Other members of the group will be able to view your mobile telephone number.
  • Messages, photographs and videos shared within the group may be used by RiderCamTV Tours for future marketing, promotional material and social media.

If you do not wish a particular photograph or video containing you to be used, simply notify RiderCamTV Tours and we will remove it from our marketing material wherever reasonably possible.

The WhatsApp group exists primarily to:

  • Share important tour information.
  • Communicate route changes.
  • Share meeting locations.
  • Keep everyone informed throughout the tour.
  • Allow participants to share photographs and experiences.

Following completion of the tour:

  • RiderCamTV Tours staff may leave the group.
  • The group may remain active so participants can continue to stay in contact with one another.

11. Staff Mobile Phones

Tour Guides and Support Riders may, where operationally necessary, temporarily hold your name and telephone number on a RiderCamTV Tours company mobile device during the tour.

Where a company device is unavailable due to exceptional circumstances, a personal device may only be used with the express permission of RiderCamTV Tours and solely for the purposes of delivering the tour safely and effectively. Any client information stored in these circumstances remains subject to RiderCamTV Tours’ GDPR and Data Protection procedures and must be removed once the operational requirement has ended.

Wherever possible, RiderCamTV Tours Support Riders will use company-owned mobile devices.

Where a personal device is used for operational reasons:

  • Your information will only be used for RiderCamTV Tours business.
  • Your contact information will be removed from the device once the tour has concluded.

Should you and a member of RiderCamTV Tours subsequently become friends outside the tour (for example through social media or by mutual agreement), it will be assumed that you are happy for those personal contact details to remain as part of that ongoing personal relationship and not as part of RiderCamTV Tours’ business operations.

Should you and a member of RiderCamTV Tours subsequently develop a genuine personal friendship outside of the tour environment (for example through social media, shared interests, or by mutual agreement), any subsequent sharing of personal contact details is considered a separate personal relationship between those individuals and is no longer part of RiderCamTV Tours’ business operations.

Where this occurs, any change in the purpose for holding personal information must be recognised. The information is no longer being retained or processed for the purpose of delivering, administering, or supporting a RiderCamTV Tours experience.

RiderCamTV Tours does not provide, transfer, authorise, or permit the retention of client personal data for this purpose. Any personal information retained as part of a genuine personal friendship must have been provided directly by the client to the individual concerned, outside of RiderCamTV Tours systems, processes, or business activities.

The responsibility for any personal information exchanged after this point rests with the individuals concerned and is separate from RiderCamTV Tours’ role as Data Controller. The individual must ensure that any such information is handled responsibly, securely, and in accordance with applicable data protection legislation.

RiderCamTV Tours will continue to ensure that all client information collected, stored, or processed for the purposes of operating a motorcycle tour remains subject to this Privacy & GDPR Policy and our internal Data Protection procedures.

12. Data Retention

Your Client Travel Information will be retained for six (6) months following completion of your motorcycle tour.

This allows RiderCamTV Tours to deal with:

  • Post-tour enquiries.
  • Insurance matters.
  • Travel queries.
  • Customer support.
  • Any unforeseen issues arising shortly after your tour.

After six months, your Client Travel Information will be securely deleted from our systems.

The only information retained after this period will be your:

  • Name
  • Email address

only where you have chosen to receive RiderCamTV Tours newsletters and marketing communications.

You may unsubscribe from marketing communications at any time, and your details will be removed from our mailing list. You can do this by contacting RiderCamTV Tours through out website or to [email protected].

13. Security of Your Data

RiderCamTV Tours takes appropriate technical and organisational measures to protect your personal information.

These measures include:

  • Secure storage.
  • Access controls.
  • Restricted staff access.
  • Password protection.
  • Secure deletion procedures.
  • Regular review of data handling practices.

14. Your Rights

Under UK GDPR you have the right to:

  • Be informed about how your information is used.
  • Access the information we hold about you.
  • Request correction of inaccurate information.
  • Request deletion of your personal information where appropriate.
  • Restrict processing in certain circumstances.
  • Object to processing where applicable.
  • Request transfer of your data where legally applicable.
  • Withdraw consent where processing is based upon consent.

Requests should be made directly to RiderCamTV Tours at [email protected].

15. Marketing Communications

Where you have chosen to receive newsletters, updates or marketing information from RiderCamTV Tours, we will retain only your name and email address for this purpose.

You may unsubscribe at any time by:

  • Clicking the unsubscribe link contained within our emails; or
  • Contacting RiderCamTV Tours directly at [email protected].

Your marketing preferences will always be respected.

16. Changes to This Policy

This policy may be updated from time to time to reflect changes in legislation, operational requirements or best practice.

The latest version will always be available from RiderCamTV Tours.

17. Contact

If you have any questions regarding this Privacy & GDPR Policy or wish to exercise any of your rights, please contact RiderCamTV Tours using the contact details available on our website.

RiderCamTV Tours

“Your privacy is important to us. We only collect the information we genuinely need to deliver your motorcycle adventure safely, professionally and in compliance with UK law.”

18. Cookies and Website Analytics

The RiderCamTV Tours website uses cookies and similar technologies to improve your browsing experience, understand how visitors use our website and help us improve our services.

Cookies are small text files stored on your device when you visit our website.

We may use cookies to:

  • Remember your preferences.
  • Enable essential website functionality.
  • Monitor website performance.
  • Understand how visitors interact with our website.
  • Improve our website and customer experience.

Where applicable, we may use trusted third-party services such as:

  • Google Analytics
  • YouTube (embedded videos)
  • Social media integrations
  • Booking and enquiry forms
  • Email marketing services

These providers may collect anonymous information about how visitors use our website.

Where consent is required, you will be asked to accept or manage cookies when you first visit our website. You can also control or delete cookies through your web browser settings at any time.

Please note that disabling certain cookies may affect the functionality of our website.

19. International Transfers of Personal Data

RiderCamTV Tours primarily stores your personal information within the United Kingdom.

However, some of the trusted services we use to deliver our business may process personal information outside the United Kingdom.

These may include:

  • WhatsApp
  • Email marketing providers
  • Secure cloud storage providers
  • Website hosting providers
  • Other carefully selected business systems used to operate RiderCamTV Tours

Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK GDPR. These safeguards may include:

  • UK International Data Transfer Agreements (IDTAs)
  • UK Addendums to the EU Standard Contractual Clauses
  • Adequacy Regulations approved by the UK Government
  • Other lawful transfer mechanisms permitted under UK GDPR

We only work with reputable providers that demonstrate appropriate levels of security and data protection.

20. Data Breaches

RiderCamTV Tours takes the security of your personal information extremely seriously.

In the unlikely event of a personal data breach, we have procedures in place to:

  • Investigate the incident promptly.
  • Minimise any potential impact.
  • Secure our systems.
  • Notify affected individuals where required.
  • Report the breach to the Information Commissioner’s Office (ICO) where legally required.

21. Complaints

We hope that we can resolve any questions or concerns you may have regarding the handling of your personal information.

If you have any concerns about how RiderCamTV Tours processes your personal data, please contact us in the first instance and we will do everything we reasonably can to resolve the matter.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection matters.

The ICO can be contacted via:

Website: https://ico.org.uk

Telephone: 0303 123 1113

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Making a complaint to the ICO does not affect any other legal rights you may have.

22. Policy Review

This policy will be reviewed at least annually or sooner if there are changes to UK data protection legislation, our business practices or the services we provide.

The latest version will always be published on the RiderCamTV Tours website.

Document Version: 1.1

Last Updated: 27 July 2026

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