Privacy Policy

About this Policy

The Happy Bikers Ltd is committed to safeguarding your data and privacy.

Please review this Privacy Policy to understand how we handle your personal information, including how we collect, use, and protect it when you use our services. This document also outlines the steps we take to secure your data, helping you make informed decisions when sharing personal information with us.

We may update this Privacy Policy periodically to stay compliant with legal requirements and business practices. It is your responsibility to review this policy regularly to stay informed of any changes. Significant updates will be communicated through notices on our website or via email.

Who Are the Happy Bikers?

The Happy Bikers Ltd operates under the trading name “the Happy Bikers.” References to “the Happy Bikers,” “we,” “our,” and “us” pertain to The Happy Bikers Ltd.

In line with relevant data protection laws, we act as the primary controller of your personal data. This Privacy Policy applies to all individuals whose personal information is processed by the Happy Bikers, excluding our employees. It covers interactions with our customers, suppliers, and business partners, as well as information collected via our website (www.thehappybikers.com), other websites, platforms, mobile apps, and third-party platforms where we offer travel-related services.

What Information Do We Collect About You?

Making an Enquiry or Booking a Trip

When you inquire or book a trip with us, we gather specific personal information based on your interaction with us and the services you use. This typically includes:

• Full name, date of birth, gender (male/female/other), title, postal address, phone number, email address, next of kin, dietary preferences, height, weight, travel insurance details, passport details (including nationality and city of birth), passport scan, visa application, and visa page scan.
• Medical or health-related data, such as pre-existing conditions, disabilities, medication requiring refrigeration, and food allergies. Some of this data is classified as sensitive or special category information under data protection laws.
• Additional information provided during the booking process to assess the suitability of a trip.

We also process and store records of the products and services you have inquired about or purchased. Additionally, we collect and handle information related to your booking (such as flight and accommodation details) provided by our partners or third parties.

If you provide us with personal information about others, you must inform them about the data you are sharing and ensure they understand our Privacy Policy and consent to your representation.

We also collect technical identity data (e.g., IP addresses, browser type and version, and other device-related information) and track website usage patterns. For more details, please refer to our “Cookie Policy.”

Why We Collect Your Information

We gather, retain, and manage your personal information for various business purposes, including:

• Service Provision: Delivering travel products and services, managing reservations and tours, and maintaining customer relationships.
• Business Management: For business partners, suppliers, or agents, handling business relationships.
• Communication: Addressing inquiries, handling complaints, sharing important updates, and assisting with incomplete bookings.
• Enhancement of Services: Improving our products, services, and user experience.
• Legal Compliance: Meeting legal obligations and assisting regulatory bodies and law enforcement agencies.
• Marketing Activities: Identifying and informing you about travel-related products and services, processing feedback forms, and similar communications.

Under applicable privacy and data protection laws, such as the EU/UK GDPR, The Happy Bikers Ltd must have a valid legal basis to collect, use, share, and process your information. This basis varies depending on your interaction with us and the nature of the information collected:

1. Performance of a Contract: When you inquire or book a trip, processing your personal information is essential for fulfilling the contract, such as completing travel reservations and managing your booking.
2. Legitimate Interest: Your information is used for commercial purposes that do not override your rights and freedoms. For example, communicating with you about your booking, managing business relationships, improving services, and preventing fraudulent activity.
3. Legal Obligations: Compliance with local laws in the country you are visiting.
4. Vital Interest: In emergencies, such as contacting medical providers or insurers.
5. Consent: Where required by law, such as sending electronic marketing materials. You can revoke consent or object to marketing at any time.

Providing your personal data is voluntary, but without certain information, we may not be able to fulfil your reservation or provide some services. For instance, booking a trip requires your name and contact details.

Using Your Information for Bookings

We use your personal data to arrange and deliver the requested products and services, including booking accommodations, transportation, and activities. Specifically:

• Identifying you and ensuring your safety through our tour guides.
• Providing personal information to suppliers to secure bookings and comply with local laws.
• Managing customer relations, including updates, tickets, feedback, complaints, and emergencies.
• Sharing relevant information with insurers, agents, and medical personnel when necessary.
• Handling medical/health information with your consent or when legally required for your safety and wellbeing.

Photo and Video Usage

Capturing memories through photos and videos is common during trips. The Happy Bikers tour guides or professional photographers may capture visual media for promotional purposes. We reserve the right to use this material in advertisements, brochures, videos, or other marketing materials without further consent.

Marketing and Other Interactions

The Happy Bikers may use your information for marketing purposes, such as:

• Identifying and informing you about products and services that may interest you.
• Offering deals on partner products and services.
• Sharing information on trip deals, discounts, and promotions.
• Managing promotions, feedback surveys, and similar activities.

These products and services may be provided by The Happy Bikers or our brand partners.

How We Collect Your Information

We gather your information through various means. You may provide it directly to us, our sales agents, travel agents, business partners (like tour operators and guides), and other third parties (including insurance and medical providers) via email, phone, letter, web chat, or in-person interactions. Additionally, you can provide information by filling out online or printed forms, leaving feedback, completing surveys, or subscribing to newsletters or loyalty programs.

Your information may also be provided by a friend or family member booking on your behalf.

Sharing Your Information

Handling Enquiries and Bookings To manage your enquiry, fulfill your request, or handle your booking, we may share your personal information with:

• Members of The Happy Bikers Ltd and our internal contractors and staff, including local group leaders.
• Travel providers (e.g., airlines and tour companies).
• Third-party operators (e.g., local operators, couriers, mailing houses, and payment processors).
• Suppliers and service providers (e.g., hotels and transfer drivers).
• Government authorities (e.g., for border crossings and visa requirements).

We may also share your information with travel providers or local operators to enhance services and experiences or to investigate complaints and disputes. Please review the privacy policies of all travel providers and tour operators you choose, as we are not responsible for their privacy practices.

Support Services We collaborate with third parties to operate, improve, and market our products and services. This includes:

• IT Service Providers: For website and app development, hosting, maintenance, backup, storage, virtual infrastructure, support, quality assurance, and payment processing.
• Marketers: For consulting, sales, marketing material distribution, lead generation, and reselling services.
• Research Partners: For surveys, interviews, and data analysis.

We ensure these third parties maintain confidentiality and use your information solely to provide the contracted services.

Other Sharing Scenarios We may share or transfer your information in connection with mergers, asset sales, financing, or business acquisitions. You will be notified via email or a prominent notice on our services if such a transaction occurs and informed of any options regarding your information.

We may also share your information with:

• Regulators and law enforcement agencies to comply with laws and regulations.
• Insurance providers and medical personnel for fraud identification, regulatory compliance, or to prevent threats to life, health, or safety.
• Advertisers, in aggregate, non-personal statistical form, regarding website traffic and usage patterns.

No Data Selling We do not and will not sell your personal information under any circumstances.

Cross-Border Transfers

As mentioned earlier, we must share your information with our partners and third parties, many of whom are located abroad. When transferring your data internationally, we strive to implement appropriate privacy, confidentiality, and security measures while adhering to all applicable data protection and privacy laws.

Our operations span over 40 countries worldwide, making it impractical to list all locations in this policy. However, our primary service providers outside the UK are based in the EEA and the United States. For specific inquiries about where or to whom your personal information is sent, please refer to the Contact Us section below.

In some jurisdictions, such as the EEA and the UK, data protection laws impose restrictions on transferring personal data outside these areas. We take appropriate measures to ensure your personal information is adequately protected, such as implementing contractual safeguards like EU-approved standard contractual clauses or relying on an appropriate exemption under applicable privacy laws. You have the right to request access to any safeguards we use for international data transfers.

When we receive requests for information from law enforcement or regulatory bodies, we thoroughly assess these requests before disclosing any personal information.

You also have the right to contact us for more details on the safeguards we have in place, including copies of relevant contractual agreements.

Your Rights

We want you to feel confident in your control over the information you provide to us. Depending on the applicable data protection laws and, in some cases, our legal basis for processing your data, you may have the following rights:

• Request updates to any inaccurate, incomplete, or outdated information we hold about you.
• Obtain a copy of the information we possess or request its transfer to another service provider.
• Request that we stop processing or using your information.
• Request the deletion of any or all information we hold about you.
• Withdraw any consent you have previously provided.

While we will endeavour to fulfil your requests, there may be situations where we cannot comply or where fulfilling your request could have certain consequences. We will always inform you of any implications before proceeding or provide written reasons for any refusal.