Privacy Policy

Last Updated: 05/06/2026

1. Who We Are

Camps Abroad CIC is a UK-based educational travel organisation providing volunteering, cultural immersion, conservation, work experience and adventure programmes in Botswana, Ghana, Zanzibar and other international destinations.

We are committed to protecting your personal information and handling it responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Organisation: Camps Abroad CIC
Registered Company Number: 16062113
Address: 124 City Road, London, EC1V 2NX
Email: info@gocampsabroad.com
Telephone: +44 7470 469431

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

2. What Information We Collect

Depending on your relationship with Camps Abroad, we may collect the following information:

Students and Participants

Full name
Date of birth
Gender
Passport details
Nationality
Contact details
Emergency contact information
Medical information
Dietary requirements
Travel information
Educational institution details
Programme preferences

Parents and Guardians

Name
Address
Telephone number
Email address
Emergency contact details

Schools, Colleges and Universities

Contact names
Job titles
Email addresses
Telephone numbers
Organisation details

Website Visitors

Name
Email address
Contact information provided through forms
Website usage information
Cookie and analytics information

Staff, Volunteers and Contractors

Employment information
DBS information where applicable
Contact details
Qualifications and training records

3. How We Collect Information

We collect information through:

Website enquiry forms
Booking and registration forms
Parent and participant forms
Email correspondence
Telephone conversations
Social media enquiries
Newsletter sign-ups
School, college and university enquiries
Third-party booking and travel providers where necessary

4. Why We Collect Your Information

We collect personal information to:

Administer educational travel programmes
Arrange accommodation, transport and activities
Manage safeguarding and participant welfare
Provide emergency support when required
Communicate with participants, parents and schools
Process bookings and payments
Meet legal and regulatory obligations
Improve our services
Send marketing communications where consent has been provided

5. Legal Basis for Processing

We process personal information under one or more of the following lawful bases:

Contract

To deliver the services and programmes you have requested.

Legal Obligation

To comply with legal, safeguarding and regulatory requirements.

Legitimate Interests

To operate and improve our services and communicate with our customers and partners.

Consent

Where we rely on consent, such as for marketing communications or use of photographs and videos.

6. Who We Share Information With

We only share personal information where necessary to deliver our services safely and effectively.

This may include:

Airlines and transport providers
Accommodation providers
Insurance providers
Activity and excursion providers
Schools, colleges and universities
Emergency services
Medical professionals where necessary
Regulatory authorities where required by law
Trusted Camps Abroad staff and programme partners

We do not sell personal information to third parties.

7. International Data Transfers

As Camps Abroad operates international programmes, personal information may be shared with trusted programme staff, suppliers and partners in Botswana, Ghana, Zanzibar and other destinations where necessary for the safe delivery of a programme.

We take reasonable steps to ensure that any personal information transferred internationally is protected and only used for authorised purposes.

8. Medical and Special Category Information

To safeguard participants, we may collect health information including:

Medical conditions
Allergies
Medication requirements
Dietary requirements
Accessibility requirements

This information is only collected where necessary and is accessed only by those who require it to support participant welfare and safety.

9. Photographs and Video

During programmes we may take photographs and videos for:

Marketing purposes
Social media
Website content
Promotional materials

Where required, consent will be requested before images are used.

You may withdraw consent at any time by contacting us.

10. Marketing Communications

We may send information about programmes, opportunities, events and services.

You can unsubscribe from marketing emails at any time by:

Clicking the unsubscribe link in emails
Contacting us directly

We use Brevo and other approved communication platforms to manage email communications.

11. How Long We Keep Information

We only retain personal information for as long as necessary.

Examples include:

Information Type	Typical Retention Period
General enquiries	Up to 2 years
Marketing contacts	Until consent is withdrawn
Booking records	Up to 6 years
Financial records	Up to 6 years
Passport copies	Deleted after programme completion unless required for legal purposes
Medical information	Deleted after programme completion unless required for safeguarding purposes
Safeguarding records	Retained in accordance with safeguarding requirements

12. Keeping Information Secure

We take appropriate technical and organisational measures to protect personal information, including:

Secure cloud storage
Password protection
Restricted access to sensitive information
Staff training and confidentiality requirements
Secure disposal of information when no longer required

13. Your Rights

Under UK GDPR, you have the right to:

Access your personal information
Request correction of inaccurate information
Request deletion of information where appropriate
Restrict processing in certain circumstances
Object to certain types of processing
Withdraw consent where processing is based on consent
Request transfer of your information where applicable

To exercise any of these rights, please contact us.

14. Complaints

If you are unhappy with how we handle your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Website: www.ico.org.uk

Telephone: 0303 123 1113

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or operational practices.

The latest version will always be available on our website.