HELVETII Hikes LogoHELVETII

Privacy Policy

Last updated: February 2026

1. Introduction

HELVETII Hikes ("we", "us", "our") is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you:

  • visit our website
  • make a booking
  • attend one of our events
  • communicate with us

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following personal data:

2.1 Personal Details

  • Name
  • Date of birth
  • Email address
  • Postal address
  • Phone number

2.2 Booking Information

  • Event bookings
  • Payment status (payment details are processed securely by third parties — we do not store card details)

2.3 Health & Safety Information

  • Relevant medical information disclosed voluntarily for safety purposes

2.4 Website & Communication Data

  • Messages sent via contact forms or email
  • Social media interactions

2.5 Photography & Media

  • Photos and videos taken during events (where consent is provided or implied)

3. How We Collect Your Data

We collect personal data when you:

  • Make a booking through our website
  • Book an event via our booking system
  • Contact us by email, social media, or contact forms
  • Attend a HELVETII event

Bookings and participant data are managed using Bókun, a third-party booking and management platform.

4. How We Use Your Data

We use your data to:

  • Process bookings and payments
  • Communicate event details and updates
  • Manage participant lists and attendance
  • Ensure safety during events
  • Respond to enquiries
  • Improve our services
  • Share marketing communications (where consent is given)

We only use your data where there is a lawful basis to do so.

5. Lawful Basis for Processing

Under UK GDPR, we process personal data based on:

  • Contractual necessity – to fulfil event bookings
  • Legitimate interests – to operate and improve our business
  • Legal obligation – where required by law
  • Consent – for marketing communications and photography

6. Bookings & Third-Party Services

6.1 Bókun

We use Bókun to manage bookings, participant information, and event administration.

Bókun acts as a data processor on our behalf and processes personal data in accordance with its own privacy and security policies.

You can view Bókun's Privacy Policy here: https://www.bokun.io/legal/privacy-policy

6.2 Payment Providers

Payments are processed securely by third-party payment providers integrated with our booking system. We do not store or have access to full payment card details.

7. Sharing Your Data

We do not sell your personal data.

We may share your data with:

  • Event facilitators or regional leads (only where necessary for delivery and safety)
  • Third-party service providers (e.g. booking systems, email services)
  • Legal or regulatory authorities if required by law

All third parties are required to handle data securely and lawfully.

8. Data Storage & Security

We take appropriate measures to protect your personal data, including:

  • Secure systems
  • Restricted access
  • Use of reputable third-party platforms

Data is only retained for as long as necessary to fulfil its purpose or meet legal requirements.

9. Marketing Communications

We may contact you about:

  • Upcoming events
  • HELVETII news
  • Offers or announcements

You can opt out of marketing communications at any time by:

  • Using the unsubscribe link
  • Contacting us directly

10. Photography & Media

Photos and videos may be taken during HELVETII events for marketing and promotional purposes.

If you do not wish to appear in photos or videos, please inform us in writing prior to the event or notify a team member on the day.

11. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise your rights, contact us using the details below.

12. Cookies

Our website may use cookies to improve functionality and user experience.

You can manage cookie preferences through your browser settings.

13. 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.

14. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Email: info@helvetiihikes.com