Privacy policy

01. Data controller

The data controller is Off-Trail Experience, an outdoor services business based in Belgium.

Contact: info@offtrailexperience.com — 0491/24 76 34.

Full administrative information, including legal form, company/CBE number, VAT number and registered address, must be completed according to the business's exact situation.

02. Scope

This policy applies to website browsing, contact enquiries, quote requests, bookings, outdoor services, bivouacs, tent hire, events and exchanges with Off-Trail Experience.

It covers website visitors, prospective clients, clients, participants, professional contacts and any person whose data may be processed in connection with the business.

03. Data collected

We collect only the data necessary to manage the relationship, enquiry or service: identity, contact details, quote request, project, preferred period, number of people, messages, logistical information and billing data.

Depending on the circumstances, certain information relating to participants may also be collected: first name, age or age range where useful, experience level, specific needs, dietary restrictions, allergies or physical limitations strictly necessary for safety.

Technical data may be collected while browsing: IP address, browser type, device used, pages viewed, security logs, cookie preferences and consent choices.

04. Data provided for a group

Where a client books for several participants, they may provide certain information about those people.

The client undertakes to inform participants that this information is being provided and to make this privacy policy available to them. The data concerned is used only for the organisation, safety and management of the booked service.

05. Purposes of processing

Data is processed to respond to enquiries, prepare quotes, manage bookings, organise services, adapt logistics, ensure participant safety, issue invoices, monitor payments and manage customer relations.

It may also be used to operate the website, secure forms, measure audience with consent where required, manage cookies, communicate about activities with consent where required, and prevent or manage disputes.

06. Legal bases

Depending on the circumstances, processing is based on performance of a contract or pre-contractual measures, compliance with legal obligations, Off-Trail Experience's legitimate interests, the consent of the data subject or, in exceptional situations, protection of a participant's vital interests.

Consent is used in particular for non-essential cookies, certain promotional communications, the use of identifiable images or certain external content.

07. Contact and quote form

The website may provide a form for submitting a contact enquiry or quote request. Mandatory fields are limited to the information required to understand and respond to the request.

Data submitted through the form is used to assess the project, make contact, prepare a proposal, follow up the relationship and retain reasonable evidence of exchanges.

08. Bookings, participants and safety

Some services take place outdoors, sometimes over several hours or days. Off-Trail Experience may therefore request information relevant to organisation and safety: number of participants, experience level, specific needs, dietary restrictions, allergies, significant physical limitations or an emergency contact.

Sensitive or equivalent data is requested only where genuinely necessary for safety or to adapt the service. It is handled carefully and access is limited to those who need it.

09. Photos, videos and testimonials

Photos or videos may be taken during certain services for souvenir, illustrative or communication purposes.

Where a person is identifiable and the image is used for promotional or commercial purposes, Off-Trail Experience obtains prior consent where required by law. Consent may be withdrawn for future use by contacting Off-Trail Experience.

10. Cookies and trackers

The website uses cookies and similar technologies. Cookies necessary for the operation of the website, security or storage of consent preferences may be used without prior consent, while still being clearly disclosed.

Audience measurement, marketing or external-content cookies are activated only with the user's consent where required. Users can accept, reject or customise their choices using the consent management mechanism available on the website.

Consent choices are intended to be retained for 183 days, unless the settings are subsequently changed or a different requirement applies.

11. Third-party services and processors

Off-Trail Experience may use technical or professional providers for hosting, WordPress maintenance, forms, messaging, security, cookie management, audience measurement, invoicing, accounting or the integration of external content.

Providers have access to data only to the extent necessary for their role. Where they act as processors, Off-Trail Experience ensures that they provide sufficient guarantees of confidentiality and security.

12. Data recipients

Data may be accessible to Off-Trail Experience, persons authorised to manage enquiries and services, the website's technical providers, the hosting provider, messaging provider, form provider, accountant, insurer or operational partners strictly necessary for a service.

Data may also be disclosed to administrative, tax or judicial authorities where required by law, or to legal advisers in the event of a dispute. Off-Trail Experience does not sell personal data.

13. Transfers outside the European Economic Area

Off-Trail Experience gives preference to providers located within the European Economic Area where possible.

However, certain technical services, measurement tools, social networks or external content may involve a transfer outside the EEA. In that case, the transfer must rely on a mechanism recognised by the GDPR, such as an adequacy decision, standard contractual clauses, appropriate safeguards or consent where required.

14. Retention periods

Data is retained only for as long as necessary for the purposes pursued, subject to applicable legal obligations.

As a guideline, unsuccessful quote requests may be retained for up to 3 years after the last exchange. Data relating to a booking is retained for the contractual relationship and then for as long as useful for evidence, complaints and legal obligations. Accounting and tax documents may be retained for 10 years.

Data relating to safety, allergies or specific constraints is retained for as long as necessary to prepare and perform the service, unless an incident, complaint or legal obligation requires otherwise. Cookie preferences are generally retained for 183 days.

15. Data security

Off-Trail Experience implements reasonable measures to protect data against unauthorised access, loss, alteration, disclosure, destruction or misuse.

These measures may include restricting access, securing the website, keeping technical tools up to date, using suitable hosting, reasonably backing up necessary data and deleting or anonymising data when it is no longer needed.

16. Data concerning minors

Certain activities may involve minors. Data relating to a minor is processed only to the extent necessary for organisation, safety or participation in the activity.

A booking or the provision of information concerning a minor must be made by their legal representative or with the representative's consent. Off-Trail Experience may request additional information or refuse participation if safety or authorisation requirements are not met.

17. Marketing and communications

Off-Trail Experience may send communications relating to an enquiry, booking, service or existing customer relationship.

Promotional communications that are not necessary for the contractual relationship are based on consent where required. Anyone may ask to stop receiving these communications.

18. Social networks

Off-Trail Experience may be present on social networks or external platforms.

When a user interacts with Off-Trail Experience on these platforms, data may also be processed by the platform concerned in accordance with its own privacy policy. Off-Trail Experience is not responsible for processing carried out directly by those platforms outside its own accounts, pages or campaigns.

19. Links to third-party websites

The website may contain links to third-party websites. Off-Trail Experience is not responsible for the content, security or privacy practices of those external websites.

Users are encouraged to consult the privacy policy of each external website they visit.

20. Automated decision-making and profiling

Off-Trail Experience does not make decisions producing legal or significant effects solely on the basis of automated processing.

The website may use statistical or audience measurement tools under the conditions set out in this policy and according to the user's consent choices.

21. Your rights

Under the GDPR, each data subject has, under the conditions provided by law, the right to information, access, rectification, erasure, restriction, objection, portability, withdrawal of consent and the right not to be subject to a decision based solely on automated processing.

These rights are not absolute and may depend on the legal basis for processing, applicable legal obligations or Off-Trail Experience's legitimate rights.

22. Exercising your rights

To exercise their rights or ask a question about their personal data, the data subject may contact Off-Trail Experience by email at info@offtrailexperience.com, by phone on 0491/24 76 34, or by post at the company's registered address, to be completed.

The request must make it possible to identify the data subject and clearly understand the right being exercised. Where there is reasonable doubt about the identity of the requester, additional information may be requested.

23. Complaint to the supervisory authority

The data subject may lodge a complaint with the competent supervisory authority.

In Belgium, the competent authority is the Data Protection Authority, Rue de la Presse 35, 1000 Brussels, Belgium. Before making a complaint, Off-Trail Experience invites the data subject to contact it so that a solution can be sought.

24. Policy updates

Off-Trail Experience may amend this policy to reflect changes to the website, tools used, services offered, legal obligations, recommendations from competent authorities or internal data-management practices.

The applicable version is the one published on the website at the time it is consulted.