Legal
Privacy
What we collect, why, how long we keep it, and how to ask for it to be deleted.
Version 1-draft, 28 Oct 2026
DRAFT FOR RAPID REVIEW. The ICO registration number must be added before launch.
This notice says what RAPID Training does with your personal information when you use the tours website. Tours are run by Rapid Training Limited, company number 03389719, of Scottsdale House, 10-31 Springfield Avenue, Harrogate, HG1 2HR. That company is the controller of your information. ICO registration number: [TO BE ADDED].
To ask anything about your information, or to use any of the rights below, email tours@rapidtraining.co.uk.
What we collect and why
| What | When we get it | What we use it for | Legal basis |
|---|---|---|---|
| Your name, email address and mobile number | When you book or join | To run your account, let you sign in, and reach you about your booking | Contract |
| Your licence and years riding, and any previous RAPID course | When you book | So the coaches know the riders on the tour | Contract |
| Your bike's make and model | When you book or add it to your account | So the coaches know which bikes are with us | Contract |
| Your tour bookings, what you paid and when | When you book and pay | To provide the tour and keep our accounts | Contract; legal obligation to keep tax records |
| The date and time you accepted the booking terms, the riding standards and the insurance declaration | When you book | To show what was agreed | Legitimate interests |
| Your room choice, who you are sharing with, extra nights asked for | When you book and before a tour | To book the hotel rooms | Contract |
| Your ferry crossing and arrival time | Before a tour | So the coaches know when to expect you | Contract |
| Your T-shirt size | When you book or before a tour | To have your tour T-shirt ready | Contract |
| Dietary needs | Before a tour, if you give them | To tell the hotel and restaurants on your tour | Your consent |
| An emergency contact's name and phone number | Before a tour | To reach someone if you are hurt or taken ill | Legitimate interests |
| Whether your mobile number may be shared in the tour WhatsApp group | When you book or in your account | To add you to the group the coaches use on the tour, only if you say yes | Your consent |
| Your email choices | When you set them | To send, or not send, news about tours and courses | Consent |
| A record of each email we send you | When we send it | To know that a confirmation or reminder went | Legitimate interests |
| Your IP address, browser type and the pages you request | When you use the website | To keep the website secure and working | Legitimate interests |
| Photographs and film from our tours | On the tour | To show what RAPID does, on our website and social media | Legitimate interests |
We do not collect or store card numbers. Card payments are taken on Stripe's own page.
Dietary needs can reveal information about health or religious belief. We use them only to pass to the places that feed you, and you can leave the box empty.
Information about other people
When you give us an emergency contact or the name of the rider you are sharing with, tell that person you have done so and point them to this notice.
Who we share it with
We never sell your information. We share it only as follows.
- The hotel on your tour. Your name, your room type, who you are sharing with, extra nights and any dietary needs.
- The coaches on your tour. Your name, bike, arrival time, emergency contact and, if you said yes, your mobile number for the tour WhatsApp group. WhatsApp is run by Meta under its own privacy policy.
- In an emergency. The emergency services, and your emergency contact.
- When the law requires it. HM Revenue & Customs, the police or a court.
- Our advisers. Accountants, insurers and solicitors, where they need it to advise us.
- The companies that run our systems. They act on our instructions under contract.
| Company | What it does for us | Where it is |
|---|---|---|
| Supabase | Holds the rider and booking database and runs sign-in | London |
| Cloudflare | Hosts the website | A worldwide network |
| Stripe | Takes card payments | UK, Ireland and the United States |
| Resend | Sends our emails | United States |
Sending information outside the UK
Some of the companies above are based in, or keep information in, the European Union or the United States. Where your information leaves the UK we rely on a UK adequacy decision for the country concerned, or on contract terms approved for the purpose under UK data protection law.
How long we keep it
| Information | How long |
|---|---|
| Your account: name, email, mobile, licence, bike, previous course, T-shirt size, email choices | Until you ask us to close your account, or three years after you last signed in |
| Bookings and payment records | Six years after the end of the tax year in which the tour ran |
| Ferry, arrival, sharing, extra nights, dietary needs and emergency contact | Three months after the tour ends |
| Records of emails sent | Two years |
| Website logs | No more than 30 days |
| Photographs and film | While we use them. Ask us to remove one you appear in and we will |
Emails from us
- Booking and payment emails are part of the service and are always sent.
- News about tours and courses is sent only if you ticked the box. Untick it in your account at any time, or use the unsubscribe link in any news email.
Your rights
You have the right to ask for a copy of the information we hold about you; to ask us to correct it; to ask us to delete it and close your account; to ask us to stop or limit how we use it; to withdraw a consent you have given; and to receive the information you gave us in a form you can pass to someone else.
Email us and we will reply within one month. There is no charge. Some records, such as payment records, we must keep by law even after an account is closed.
Under 18s
Tours are for riders aged 18 or over. We hold information about someone under 18 only when a rider names them as a pillion.
Security
Only RAPID's administrators can see riders' and bookings' details. The website uses encrypted connections throughout. We hold no passwords: you sign in with a link sent to your email address.
Complaints
Tell us first and we will try to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this notice
We will post any change here and, if it is significant, email riders. The version number and date are at the top of this page.