Privacy Policy

What information we collect, use, and why

We may collect or use the following personal information to receive registration fees and donations, and to organise fundraising events:

• Name, address, contact details, social media handles and emergency contact details
• Payment or banking details
• Tax payer information (for Gift Aid purposes)
• Passport details, including nationality, passport number, gender and date of birth
• Photographic and video image
• Health information and clothing size (this information is subject to additional protection due to its sensitive nature)

We may collect or use the following personal information to comply with legal requirements:

• Name and contact information
• Identification documents
• Health and safety information
• Any other personal information required to comply with legal obligations.

Lawful bases and data protection rights

Under UK data protection law, we must have a lawful basis for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• 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. Read more
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more
• Your right to erasure – You have the right to ask us to delete your personal information. Read more
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more
• 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. Read more
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more

If you make a request, we must 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 in the footer of the website.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Consent – we have permission from you after we gave you all the relevant information. 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.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• 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. Our legitimate interests are:
• To facilitate the organisation and operation of fundraising events, including participant registration, provision of accommodation, transportation, dietary needs, health and safety and medical assistance, and for other operational purposes;
• To process the receipt of registration fees and donations;
• To video or photograph our events for recording and publicising on our website, social media channels and other publicity material.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent - we have permission from you after we gave you all the relevant information. 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.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

Most of the personal data we collect and use comes directly from you. The photographs and videos published on our website and social media channels may be acquired from you and/or from the official event photographer, Trek4Ceylon event organisers and support staff or fellow participants and attendees.

How long we keep information

We will only retain your personal information for as long as you remain actively engaged with us, and for as long as is required for us to fulfil our legal and contractual obligations. We will keep your data no longer than necessary and only for the purposes for which it was intended.

Who we share information with

Others we may share personal information with:

• Health providers and emergency services,
• Event suppliers and service providers,
• Organisations we are legally obliged to share personal information with.

Sharing information outside the UK

We transfer personal information outside of the UK:

• In order to administer and organise our overseas fundraising events and activities, including arranging accommodation, transportation and other pertinent services.
• To comply with legal requirements and obligations.
• By publishing photographs and videos on our website and/or social media channels.

When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

Changes to the policy

We will regularly review and update this privacy statement. Any updates made as a result of changes to legal requirements or the way we use your personal information will be reflected in the policy notice on our website. Last update: June 2025.