Privacy Policy

Last updated: 20 September 2026

Large Outdoors Limited respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, who we may share it with and your rights under UK data protection law.

Who We Are

Large Outdoors Limited is the data controller responsible for your personal information.

Large Outdoors Limited
Company number: 06959017
Enterprise House
17 Cherry Farm Close
Malton
YO17 6AS

Email: hello@largeoutdoors.com
Website: www.largeoutdoors.com

If you have any questions about this Privacy Policy or how we use your personal information, please contact us by email.

Information We Collect

The personal information we collect depends on how you interact with Large Outdoors.

It may include:

  • your name and contact details, including email address, postal address and telephone number;

  • information supplied when you make a booking or create a customer account;

  • the names and other information relating to people included within your booking;

  • booking history, payments and transaction information;

  • communication preferences and marketing preferences;

  • correspondence and enquiries you send to us;

  • emergency contact and next-of-kin information;

  • dietary requirements and allergy information;

  • relevant medical conditions, injuries and other health information needed to help us manage your participation safely;

  • information supplied through participant forms, acknowledgements of risk or waivers;

  • photographs or video taken during Large Outdoors trips where applicable;

  • technical information relating to use of our website, such as IP address, browser/device information and cookies; and

  • information about how you interact with our website and marketing communications.

We only collect information that we reasonably need for the purposes described in this policy.

Information About Other People

If you make a booking for somebody else, you may provide us with limited information about that person, such as their name.

Please make sure they are aware that their information has been provided to Large Outdoors and encourage them to read this Privacy Policy.

Where we require personal information directly from individual participants — particularly medical, dietary, emergency contact or acknowledgement-of-risk information — we may ask each participant to provide this themselves.

How We Use Your Information

We may use your personal information to:

  • process and administer your booking;

  • take and record payments;

  • communicate with you about your booking or enquiry;

  • provide information needed before and during your trip;

  • manage customer accounts;

  • administer participant forms and acknowledgements of risk;

  • help our staff and guides deliver trips safely;

  • respond appropriately to an incident or emergency;

  • arrange accommodation, transport or other services forming part of your trip;

  • provide customer service and respond to enquiries;

  • maintain appropriate business, accounting and legal records;

  • improve our website, services and customer experience;

  • prevent fraud, misuse or security incidents;

  • send marketing communications where permitted; and

  • comply with our legal and regulatory obligations.

Our Lawful Bases for Using Your Information

UK data protection law requires us to have a lawful reason for processing personal information.

Depending on what we are doing, we may rely on:

Contract

We use information where it is necessary to enter into or fulfil a contract with you. This includes processing bookings, payments, providing trip information and delivering the services you have booked.

Legal obligation

We may process and retain information where necessary to meet legal, accounting, tax or regulatory requirements.

Legitimate interests

We may use information where it is necessary for our legitimate business interests and those interests do not override your rights and freedoms.

These interests may include operating and improving Large Outdoors, responding to enquiries, protecting our business and website, understanding how our services are used and communicating with existing customers where permitted by law.

Consent

We rely on consent where required, including for certain marketing activities, non-essential cookies and some uses of personal information.

Where we rely on consent, you can withdraw it at any time.

Vital interests

In exceptional circumstances, we may use or share information where this is necessary to protect somebody's life, for example during a serious medical emergency.

Medical and Health Information

Information about your physical or mental health is treated as special category personal data under UK data protection law.

We may need relevant health information to understand whether there are matters our guides should be aware of, to help manage your participation appropriately and to respond to incidents or emergencies.

We limit access to this information to people who reasonably need it for these purposes and apply additional care to its handling and storage.

Where required by law, we identify both an appropriate lawful basis under Article 6 of the UK GDPR and an appropriate condition under Article 9 for processing this information.

We aim to collect only health information that is relevant to participation in the trip.

Dietary Requirements and Allergies

We may collect dietary requirements and information about food allergies so that we can make appropriate arrangements where food is provided.

Some dietary information may reveal health, religious or other sensitive information. We handle this information only where reasonably necessary for providing the service requested.

We may need to share relevant dietary or allergy information with accommodation providers, caterers or staff involved in providing food during your trip.

Emergency Contacts

We may ask you to provide details of somebody we can contact in an emergency.

We use this information only where reasonably necessary in connection with your participation, welfare or an emergency.

You should ensure that the person you nominate is aware that you have provided their details to Large Outdoors.

Who We Share Information With

We do not sell your personal information.

Where necessary, we may share relevant information with organisations that help us operate Large Outdoors or deliver your booking. These may include:

  • website, ecommerce and booking-system providers;

  • payment processors;

  • participant-form and waiver providers;

  • accommodation providers;

  • transport providers;

  • guides, hosts and other staff or contractors working on your trip;

  • email and communications providers;

  • IT, website and cloud-storage providers;

  • analytics and advertising providers, subject to your cookie choices;

  • accountants, insurers, legal advisers and other professional advisers;

  • emergency services, rescue organisations or medical professionals where necessary; and

  • government bodies, regulators, courts or law-enforcement authorities where we are legally required to do so.

We only provide information that is reasonably necessary for the relevant purpose.

Some suppliers act as processors on our behalf, while others may act as independent data controllers for particular services.

Payments

Large Outdoors does not need to store your complete payment-card details in order to process online payments.

Payments are handled by our payment and ecommerce providers. Those providers process payment information in accordance with their own privacy and security arrangements.

Marketing

If you have asked to receive news and offers from Large Outdoors, or where we are otherwise permitted by law to contact you, we may send you marketing communications by email or other permitted channels.

You can unsubscribe from marketing emails at any time by using the unsubscribe link included in the email or by contacting hello@largeoutdoors.com.

Opting out of marketing does not prevent us from sending important information relating to a booking you have made.

WhatsApp and Social Media

Some Large Outdoors trips use WhatsApp groups or other third-party communication platforms to help participants communicate before or during a trip.

Joining these groups is optional unless we specifically tell you otherwise.

Please be aware that when you join a group, information such as your name, profile photograph and telephone number may be visible to other group members in accordance with the platform's settings and privacy arrangements.

If you interact with Large Outdoors through social media, the relevant social-media provider may also process your information under its own privacy policy.

Photographs and Video

Photographs and video may occasionally be taken during Large Outdoors trips.

Where imagery identifies you and we intend to use it for marketing or promotional purposes, we will handle that use in accordance with applicable data protection law and any permissions or choices we have given you.

If you have concerns about appearing in photographs or video, please tell your trip host or contact us.

Cookies and Website Analytics

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to operate and do not require consent. Other cookies, including certain analytics or advertising technologies, are used only where you have given the required permission.

You can accept, reject or manage non-essential cookies using the cookie controls on our website.

Information collected through cookies may help us understand how visitors use the website, improve its performance and measure our marketing.

International Transfers

Some of the technology and service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we require appropriate safeguards to be in place as required by UK data protection law. These may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards.

How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance and reporting requirements.

Different information is therefore kept for different periods.

For example:

  • booking and financial records may be retained for the period required for accounting, tax and legal purposes;

  • enquiries that do not result in a booking may be deleted when they are no longer reasonably required;

  • marketing information is retained until you unsubscribe or we determine that it is no longer appropriate to retain it;

  • participant, medical and emergency information is retained only for as long as reasonably necessary for operational, safety, insurance or legal purposes; and

  • cookie information is retained according to the duration applicable to the relevant cookie.

We periodically review the information we hold and securely delete or anonymise information when it is no longer required.

How We Protect Your Information

We use appropriate organisational and technical measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to staff, contractors and service providers who reasonably require it for their role.

No method of electronic storage or transmission is completely secure, but we regularly review how personal information is handled and the services we use.

Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights including:

  • Right of access – to ask for copies of personal information we hold about you.

  • Right to rectification – to ask us to correct inaccurate or incomplete information.

  • Right to erasure – to ask us to delete your personal information in certain circumstances.

  • Right to restrict processing – to ask us to restrict how we use your information in certain circumstances.

  • Right to object – to object to certain processing of your personal information.

  • Right to data portability – to ask us to transfer information you provided to us to you or another organisation in certain circumstances.

  • Right to withdraw consent – where processing is based on your consent, you may withdraw that consent at any time.

These rights do not apply in every circumstance.

You normally do not have to pay a fee to exercise your rights. We will normally respond to a valid request within one month.

To make a request, email hello@largeoutdoors.com or write to us at the address shown at the top of this policy.

Complaints

If you have concerns about how Large Outdoors uses your personal information, please contact us first so that we can try to resolve them.

Email: hello@largeoutdoors.com

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

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

Helpline: 0303 123 1113
Website: www.ico.org.uk

Changes to This Privacy Policy

We review this Privacy Policy periodically and may update it when our services, systems or legal obligations change.

The latest version will always be published on this page, together with the date it was last updated.