Travel Data

404 Fitness Group Ltd (1508 Aviator Point, 1 Odyssey Way, London, SW18 1EH) is the data controller for the information you submit through the travel details form. If you have any questions about how we handle your data, contact us at bookings@404ldn.com.

To arrange your place on a 404 trip, we collect:

• —Your name and email, to match your details to your booking.
• —Passport details: given names, surname, passport number, nationality, date of birth, sex, place and date of issue, and expiry date.
• —An emergency contact: name, relationship and phone number.
• —If you consent, dietary requirements and any medical or accessibility needs.

We do not ask for passport photos or scans, and we don't accept file uploads.

Passport and travel details are used to book accommodation, activities and, where a trip includes them, flights, and to meet the providers' requirements. The legal basis is the performance of our contract with you for the trip.

Dietary, medical and accessibility information is special-category data. We only collect and use it where you have given explicit consent, which you can withdraw at any time by emailing us.

We share only the details necessary with the providers for your trip: the accommodation and activity providers, and the airline where flights are part of the trip. We do not sell your data or share it for marketing. Our website and data are hosted by our technology providers (including Sanity and Vercel) acting on our instructions.

Your passport number is encrypted at rest and is only readable by named members of the 404 Fitness Group Ltd team when arranging the trip. Access is limited and logged.

• —Passport data is deleted within 30 days of the trip ending.
• —A minimal booking record (name, trip, dates) may be kept for up to 6 years for our accounting and legal obligations. This does not include your passport number.
• —Marketing consent is kept until you withdraw it.

You have the right to access, correct, or delete your data, to withdraw consent, and to object to or restrict processing. To exercise any of these, email bookings@404ldn.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

Within 404 Fitness Group Ltd, your submitted details can be seen by: Thomas Church, Finlay Dearsly.