Privacy Policy

Your privacy is important to us

Last updated: 10 March 2026

1. Who We Are

Way Out West Mountain Adventures (‘we’, ‘us’, ‘our’) is an outdoor adventure company based in Cumbria, UK, offering guided walks, navigation courses, and mountain activities in the Lake District and surrounding fells.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

• Email: ros@wayoutwest.uk
• Phone: 07917 235988
• Website: wayoutwest.uk

2. What Personal Data We Collect

We collect and process the following categories of personal data when you book, enquire, or register for our activities:

2.1 Information You Provide Directly

• Full name
• Email address
• Phone number
• Emergency contact name and phone number
• Relevant medical information or physical limitations you choose to disclose
• Experience level and walking/outdoor activity history
• Payment details (processed securely — we do not store full card details)

2.2 Information Collected Automatically

• IP address and browser type when you visit our website
• Pages visited and time spent on site (via cookies — see Section 8)
• Device type and operating system

3. How We Use Your Personal Data

We use your personal data for the following purposes:

• To process and manage your booking or event registration
• To communicate with you about your booking, including confirmation, reminders, and updates
• To contact your emergency contact in the event of an incident
• To assess your suitability for specific activities (e.g. difficulty level of walks)
• To send you information about future events and activities (where you have given consent)
• To comply with legal obligations, including health and safety requirements
• To investigate complaints or incidents

4. Legal Basis for Processing

We process your personal data under the following legal bases under UK GDPR:

• Contract performance — to fulfil your booking and provide the services you have requested
• Legitimate interests — to run and improve our business, manage safety on activities, and communicate relevant information
• Legal obligation — to comply with health and safety law and other applicable regulations
• Consent — for marketing communications (you may withdraw consent at any time)

5. Who We Share Your Data With

We do not sell your personal data. We may share it with:

• Third-party payment processors (e.g. Stripe, PayPal) solely for the purpose of processing your payment
• Other instructors or guides working with us on specific events, where necessary for safety and operations
• Emergency services, in the event of an accident or medical emergency
• Regulatory authorities, where required by law

All third parties we work with are required to handle your data securely and in accordance with applicable data protection law.

6. How Long We Keep Your Data

• Booking and participant records: 7 years (for financial and legal compliance)
• Accident or incident records: 7 years minimum, or longer if required by law
• Marketing consent records: until you withdraw consent, plus 1 year
• Website analytics data: 26 months

After retention periods expire, your data is securely deleted or anonymised.

7. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — to request a copy of the data we hold about you
• Right to rectification — to ask us to correct inaccurate data
• Right to erasure — to ask us to delete your data (subject to legal obligations)
• Right to restrict processing — to ask us to limit how we use your data
• Right to data portability — to receive your data in a portable format
• Right to object — to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — at any time, for any processing based on consent

To exercise any of these rights, please contact us at ros@wayoutwest.uk or call 07917 235988. We will respond within one month.

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device. We use:

• Essential cookies — required for the website to function correctly
• Analytics cookies — to understand how visitors use the site (e.g. Google Analytics)
• Preference cookies — to remember your settings

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Access to personal data is restricted to those who need it to carry out their responsibilities.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on our website at wayoutwest.uk. We will notify you of significant changes by email where we hold your contact details.

Way Out West Mountain Adventures  |  ros@wayoutwest.uk  |  07917 235988