GeoWorld Travel Privacy Policy

Last updated: August 2026

GeoWorld Travel Ltd respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and share personal information when you contact us, make an enquiry, book or travel on one of our tours, use our website, or otherwise communicate with us.

1. Who we are

GeoWorld Travel Ltd is a UK-based tour operator specialising in geological tours and travel.

For the purposes of UK data protection law, GeoWorld Travel Ltd is the data controller for the personal information covered by this Privacy Policy.

GeoWorld Travel Ltd
4 Orchard Close
Gilwern
Abergavenny
NP7 0EN
United Kingdom

Telephone: +44 (0)1873 832747
Email: contact@geoworldtravel.com

GeoWorld Travel Ltd is registered in England and Wales, company number 08308491.

Registered office:
34 The Watton
Brecon
Powys
LD3 7EF
United Kingdom

If you have any questions about this Privacy Policy or about how we use your personal information, please contact us using the details above.

2. Personal information we collect

Customers normally make an initial enquiry through the contact form on our website or by email. Telephone or WhatsApp calls may also be arranged.

Our website contact form asks for your name, email address, telephone number, the name of the trip you are interested in, and your message.

If you decide to proceed with a booking, we will send you a booking form to complete and return to us by email or post. The information we subsequently collect may include:

  • your name, title and contact details, including postal address, email address and telephone number;
  • information supplied on your booking form;
  • details of the tour or services you have booked or enquired about;
  • your nationality, date of birth, passport number, passport issue and expiry details and other identification or travel information where required;
  • emergency contact details;
  • health, disability, mobility, allergy and dietary information relevant to your participation in a tour;
  • room and accommodation preferences;
  • information concerning payments and transactions;
  • correspondence between you and GeoWorld Travel;
  • feedback or other information you provide before, during or after a tour; and
  • your marketing preferences.

We aim to collect only information that is reasonably necessary for the purposes for which it is required.

3. Health, dietary and other special category information

To help us operate our tours safely and meet customers’ individual requirements, our booking forms may ask for information concerning health, disabilities, mobility, allergies or dietary requirements.

Some of this information may constitute special category data under UK data protection law and is subject to additional protection.

We use this information where relevant to assess and administer your booking, make appropriate arrangements, communicate relevant requirements to suppliers, and protect your health and safety while travelling with us.

Where required by data protection law, we process special category information with your explicit consent. In appropriate circumstances, information may also be processed where necessary to protect your vital interests or those of another person, or where another condition permitted by data protection law applies.

Relevant information may need to be shared with organisations involved in providing your tour, such as accommodation providers, local tour operators, guides, activity providers, transport providers or other suppliers. We will only share information that is reasonably necessary for the relevant purpose.

You may withdraw consent to processing based on consent by contacting us. However, where particular information is necessary for us or one of our suppliers to safely or properly provide a travel service, withdrawing consent may affect our ability to provide that service.

4. How and why we use your information

We use personal information where necessary to operate our business and provide our tours. This may include using your information to:

  • respond to enquiries;
  • process and administer bookings;
  • provide the tours and travel arrangements you have purchased;
  • communicate with you before, during and after your tour;
  • arrange accommodation, transport, activities and other services forming part of your booking;
  • communicate relevant requirements to our partners and suppliers;
  • manage payments and refunds;
  • deal with changes, cancellations, complaints and customer-service matters;
  • protect the health and safety of customers and staff;
  • comply with legal, regulatory, accounting, taxation and insurance requirements;
  • prevent or detect fraud and protect our business and customers;
  • maintain appropriate records of our business activities; and
  • send marketing communications where we are legally permitted to do so.

Our lawful basis for processing information depends upon the purpose for which it is being used.

Much of the information we collect is necessary to take steps at your request before entering into a contract or to perform our contract with you. In other circumstances, processing may be necessary to comply with a legal obligation, for our legitimate business interests, to protect someone’s vital interests, or because you have given consent.

Where we rely on consent, you may withdraw that consent at any time.

5. Card payments

Card payment services are arranged through Axcess Payment Services, with card transactions processed by Trust Payments.

When you make a card payment, the information necessary to process the transaction is handled through the relevant secure payment systems and financial institutions.

GeoWorld Travel does not store customers’ full debit or credit card numbers.

We retain appropriate records of payments and transactions as part of our customer booking records for five years, and where otherwise necessary to meet applicable accounting, taxation, legal or regulatory requirements.

6. Sharing your information

We do not sell your personal information.

In order to provide a tour, we may need to share relevant personal information with third parties involved in providing or supporting your booking. Depending upon the tour, these may include:

  • hotels and other accommodation providers;
  • airlines, ferry companies and other transport providers;
  • local tour operators and destination management companies;
  • guides and activity providers;
  • other suppliers providing services forming part of your tour;
  • Axcess Payment Services, Trust Payments and relevant financial institutions in connection with card payments;
  • IT, website, email and communications service providers;
  • professional advisers, insurers and accountants; and
  • government, border, regulatory or law-enforcement authorities where required by law.

We seek to limit information disclosed to third parties to what is reasonably necessary for the particular purpose.

7. International transfers

GeoWorld Travel operates tours to destinations around the world. Providing your tour arrangements may therefore require personal information to be transferred to, or accessed by, organisations located outside the United Kingdom.

For example, information may need to be supplied to overseas hotels, local tour operators, guides, transport providers or other suppliers involved in your tour.

Data protection laws in some destinations may not provide the same level of protection as UK data protection law.

Where UK data protection rules concerning international transfers apply, we take appropriate steps to ensure that information is transferred lawfully. Depending on the circumstances, this may include transfers to countries covered by UK adequacy regulations, use of appropriate contractual or other safeguards, or reliance upon an applicable exception permitted by data protection law.

We seek to provide overseas suppliers only with the information reasonably necessary for them to provide the relevant service.

8. How long we keep your information

We normally retain customer booking records for five years following the relevant booking or tour.

This allows us to maintain appropriate business and financial records and deal with matters that may arise following a booking.

Some information may be retained for a different period where this is required by law or where there is another legitimate reason for doing so.

Sensitive information, including health, disability, allergy and dietary information, will not be retained for longer than reasonably necessary unless there is a lawful reason for continued retention.

Marketing information may be retained while you remain subscribed to our marketing communications or while we otherwise have a lawful basis to contact you. You may unsubscribe from marketing communications at any time.

9. Marketing and newsletters

We may send you information about GeoWorld Travel tours, news and services where you have asked to receive such communications or where we are otherwise permitted to do so by law.

Our website provides an opportunity to subscribe to our email newsletter. Our mailing list and email newsletter are administered using Mailchimp, a third-party email marketing service.

When you subscribe to our newsletter, information such as your email address is therefore processed using Mailchimp’s services.

You can unsubscribe from marketing communications at any time by using the unsubscribe link contained in our newsletter or by contacting us.

Stopping marketing communications will not prevent us from contacting you where necessary concerning an enquiry, an existing booking or a tour on which you are travelling.

10. Our website, cookies and third-party services

Our website may use cookies and similar technologies that are necessary for the operation, security and functionality of the website.

We do not currently use cookies for targeted advertising.

Our website also uses or links to services provided by third parties. These include Mailchimp for our newsletter and mailing list, as well as external content or services which may be embedded within, or linked from, our website.

Third-party services may use cookies or similar technologies and may collect technical information such as your IP address, browser or device information when you interact with their services.

Where consent is required by law for non-essential cookies or similar technologies, these should not be used without the appropriate consent.

You can control and delete cookies using the settings in your web browser. Blocking some cookies may affect the operation of certain website features.

We may update this section if the technologies or third-party services used by our website change.

11. Security

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

Access to personal information is limited where appropriate to people and organisations that need it for legitimate purposes connected with our business or the provision of your tour.

No method of storing or transmitting information can be guaranteed to be completely secure. If a personal data breach occurs, we will investigate it and take appropriate action. This includes notifying the Information Commissioner’s Office (ICO) and affected individuals where required by law.

12. Children’s information

Our tours are primarily intended for adults. We may consider young people aged 16–17 joining some tours on a case-by-case basis.

Where we collect personal information concerning someone under the age of 18 in connection with a booking, we use it only where reasonably necessary to administer and provide the booking, protect their health, safety and welfare, comply with legal requirements, or for another lawful purpose.

Where appropriate, information concerning someone under 18 should be provided by, or with the knowledge of, their parent, guardian or responsible adult.

We do not knowingly use children’s personal information for marketing without an appropriate lawful basis.

13. Your data protection rights

Depending upon the circumstances, UK data protection law gives you rights concerning your personal information. These may include the right to:

  • be informed about how your information is used;
  • request access to personal information we hold about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase your personal information in certain circumstances;
  • ask us to restrict the processing of your information in certain circumstances;
  • object to certain processing;
  • receive certain information in a portable format;
  • withdraw consent where processing is based on consent; and
  • have rights concerning certain automated decision-making and profiling.

These rights are not absolute and may be subject to legal exemptions.

To exercise your rights, please contact us using the contact details at the beginning of this Privacy Policy.

14. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.

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

Further information about your data protection rights and how to make a complaint is available from the ICO.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, the technology used on our website or legal requirements.

The latest version will be published on our website and the “Last updated” date at the top of this Privacy Policy will be amended accordingly.