Privacy Policy

Last updated: March 2026

1. Who we are

Magellan Motorcycle Tours is the trading name of Watch House Associates Ltd. In this Privacy Policy, references to “Magellan”, “we”, “us” and “our” mean Watch House Associates Ltd.

For the purposes of UK data protection law, we are the controller of the personal data covered by this Privacy Policy, except where this Policy explains that another organisation uses your data for its own purposes.

This Privacy Policy explains how we collect, use, store and share personal data when you:

  • make an enquiry with us;
  • book or take part in one of our tours;
  • travel as a named traveller or pillion on a booking;
  • contact us by email, phone, web form, WhatsApp or otherwise;
  • subscribe to our marketing;
  • use our website;
  • provide feedback, reviews or survey responses; or
  • apply for a job with us.

This Policy is intended for adults. Our tours are strictly 18+ and our services are not aimed at children.

2. How to contact us

If you have any questions about this Privacy Policy or how we use your personal data, please contact:

Data Controller: Felix Billington
Watch House Associates Ltd / Magellan Motorcycle Tours
Email: privacy@magellanmotorcycletours.co.uk

If you are contacting us about marketing preferences, you can also unsubscribe using the link in our emails or contact us at mytour@magellanmotorcycletours.co.uk.

3. The personal data we collect

The personal data we collect depends on how you interact with us.

A. Enquiries

If you make an enquiry, we may collect:

  • your name;
  • email address; and
  • phone number.

We may also keep a record of your enquiry and our correspondence with you.

B. Booking and tour administration

If you book a tour with us, we may collect:

  • tour choice;
  • departure date;
  • room preference;
  • salutation;
  • first name and last name;
  • email address;
  • date of birth; and
  • phone number.

Between booking and departure, and where relevant to the tour, we may also collect:

  • nickname;
  • postal address;
  • nationality;
  • T-shirt size;
  • passport number;
  • passport issue date;
  • passport expiry date;
  • travel insurance details;
  • emergency contact details, including name, phone number, email address and relationship to you;
  • flight information, where required;
  • International Driving Permit details;
  • motorcycle licence details, including licence number, issue date and expiry date;
  • details of your own motorcycle, where relevant;
  • motorcycle insurance details, where relevant; and
  • breakdown insurance details, where relevant.

C. Health, dietary and safety information

To assess risks, plan tours safely and help guides support you appropriately, we may collect:

  • information about medical conditions;
  • details of medicines you need to take;
  • allergy information; and
  • dietary requirements.

Where relevant, this may include special category personal data, such as health data.

D. Motorcycle rental and insurance-related information

If you are renting a motorcycle on tour, we may ask for limited information about relevant motorcycle convictions received within the last five years where this is required for insurance or rental purposes.

E. Payment and refund information

Payments are normally handled by our payment service providers. We do not need to store your payment card details in order to take payment in the usual course of booking.

If we need to arrange a refund, we may collect bank details needed to process that refund.

F. Communications, calls, WhatsApp and customer service

If you contact us, we may collect and keep records of:

  • emails and messages;
  • customer service notes;
  • WhatsApp messages used for enquiries, booking administration or feedback requests; and
  • call recordings.

We record customer calls for training, quality assurance, customer service and record-keeping purposes.

G. Website usage and technical data

When you use our website, we may collect technical and usage data such as:

  • IP address;
  • browser type and version;
  • device information;
  • pages viewed;
  • referring website or source;
  • dates and times of visits; and
  • information collected through cookies, pixels and similar technologies.

Please also see our separate Cookie Policy for more detail.

H. Marketing and preferences

If you sign up to hear from us or interact with our marketing, we may collect:

  • your name;
  • email address;
  • phone number;
  • country or location information;
  • travel preferences;
  • responses to our campaigns;
  • records of whether you open or click our marketing emails; and
  • website interaction data used for advertising measurement or retargeting, where permitted.

We use HubSpot to help manage enquiries, customer communications and marketing activity.

I. Surveys, reviews and feedback

If you provide feedback or take part in surveys, research or interviews, we may collect:

  • your name;
  • contact details;
  • booking reference or departure information;
  • ratings, comments and feedback; and
  • any additional information you choose to share with us.

J. Photos and video

During a tour, we may take photographs and video footage of participants, pillions and motorcycles.

K. Recruitment

If you apply for a role with us, we may collect recruitment-related personal data such as:

  • your name and contact details;
  • CV and covering letter;
  • employment and education history;
  • references;
  • right to work and immigration information, where needed;
  • accessibility requirements you tell us about; and
  • other information relevant to your application.

If you volunteer diversity information to us during recruitment, we will process that information in line with applicable law.

4. Personal data we collect from other people

We may also receive personal data about you from:

  • a family member, friend or travelling companion booking on your behalf;
  • a partner or agent involved in your booking;
  • travel suppliers or local providers;
  • rescue, insurance or medical assistance providers where relevant to your booking or safety; and
  • advertising or analytics providers, where you have interacted with our website or advertising.

If you give us personal data about another person, such as a pillion, emergency contact or fellow traveller, you should make sure you are authorised to do so and that they know we will use their information in line with this Privacy Policy.

5. How we use your personal data

We use personal data for the following purposes:

  • to respond to enquiries;
  • to take bookings and administer your tour;
  • to arrange accommodation, ferries, motorcycle rental, rescue cover and other services included in or connected with your booking;
  • to communicate with you before, during and after your tour;
  • to manage customer service issues, complaints and disputes;
  • to keep participants safe and to carry out risk assessments;
  • to pass relevant safety information to guides and, where needed, to medical, rescue or insurance providers;
  • to process refunds;
  • to improve our tours, services, website and customer experience;
  • to send service communications;
  • to send marketing communications where permitted;
  • to measure the effectiveness of our advertising and carry out retargeting where permitted;
  • to create and use promotional content, including photographs and video;
  • to conduct surveys, feedback and research;
  • to protect our business, staff, customers and systems;
  • to comply with legal, regulatory, tax, accounting and insurance requirements; and
  • to process job applications and recruitment activity.

6. Our lawful bases for using personal data

Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where necessary to take steps at your request before entering into a contract, and to perform our contract with you. This includes handling enquiries, taking bookings, arranging tour services and managing your reservation.

Legitimate interests

We process personal data where it is necessary for our legitimate interests or those of a third party, provided your rights and freedoms do not override those interests. This may include:

  • customer service and responding to communications;
  • running and improving our business and tours;
  • fraud prevention and security;
  • internal administration and record-keeping;
  • call recording for training and quality purposes;
  • handling complaints and legal claims;
  • some business-to-business relationship management;
  • certain marketing activities where permitted by law; and
  • using photographs and video for promotion of our tours.

Legal obligation

We process personal data where we need to do so to comply with a legal obligation, including regulatory, tax, accounting, travel or border-related requirements.

Consent

Where required by law, we rely on your consent. This may include certain marketing activity, certain cookies and similar technologies, and some uses of health data.

You can withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

Vital interests

In limited situations, we may process personal data, including health information, where this is necessary to protect someone’s vital interests, for example in a medical emergency.

7. Health data and other sensitive information

Some of the information we collect for tour planning and safety, such as medical conditions, medicines and allergies, is health data.

We collect this information so that we can:

  • assess whether a tour is suitable;
  • plan appropriately for your participation;
  • alert guides to relevant needs or risks;
  • respond appropriately during the tour; and
  • contact insurers, rescue providers or medical professionals if necessary.

Where we rely on consent to process health data, you may withdraw that consent. However, if you do not provide health information that is necessary for us to run your tour safely, we may not be able to confirm your booking or allow you to participate.

Please only provide health information that is relevant to your booking and safety.

8. Criminal conviction information

If you are renting a motorcycle, we may ask for limited information about relevant motorcycle convictions within the last five years where this is needed for insurance or rental purposes.

We will only request this where it is relevant and necessary, and we will handle it with additional care.

9. Marketing

We may use your personal data to send you information about our tours, offers, updates and related services.

This may include marketing by:

  • email;
  • phone; and
  • other channels you have used to communicate with us, where permitted by law.

We may also use cookies, pixels and similar technologies to understand how people use our website, measure advertising performance and show relevant advertising to people who have visited our website.

We do not sell your personal data.

You can opt out of marketing at any time by:

  • clicking the unsubscribe link in our marketing emails;
  • adjusting your preferences where available; or
  • contacting us at mytour@magellanmotorcycletours.co.uk or privacy@magellanmotorcycletours.co.uk.

Even if you opt out of marketing, we may still send you service messages about your booking or tour.

10. Photos and video

We may take photographs and video during our tours, including images of participants, pillions and motorcycles.

We may use this material in our brochures, website, social media, emails and other promotional materials.

If you have concerns about identifiable close-up images or footage of you being used in this way, please let us know before or during your tour and we will consider your request.

11. Who we share your personal data with

We may share personal data with:

  • our employees, guides, contractors and group leaders who need the information to do their work;
  • accommodation providers;
  • motorcycle hire providers;
  • ferry and tunnel operators;
  • rescue and assistance providers, including Global Rescue where relevant;
  • insurers and insurance-related service providers where necessary;
  • payment service providers;
  • IT, hosting, software and CRM providers, including HubSpot;
  • communications, analytics, cookie and advertising technology providers;
  • professional advisers such as lawyers, accountants and insurers;
  • regulators, law enforcement, courts or government authorities where required; and
  • a buyer, investor or successor in the event of a business sale, merger or reorganisation.

Some of these organisations act as our service providers and process data on our behalf. Others, such as hotels, ferry operators, motorcycle rental providers, rescue providers or insurers, may use the information you provide to them for their own purposes and under their own privacy policies.

12. International transfers

In order to deliver our tours and related services, we may transfer personal data outside the United Kingdom.

This may happen, for example, when we share booking details with hotels, motorcycle hire providers, ferries, tunnel operators, rescue providers or other local suppliers connected with your tour.

Where we transfer personal data internationally, we will use the transfer mechanism that is appropriate for the destination and the recipient. Depending on the circumstances, this may include:

  • a country or territory recognised as providing an adequate level of protection;
  • contractual or other safeguards recognised under UK data protection law; or
  • where strictly necessary for your booking or travel arrangements, a permitted exception for transfers needed to perform our contract with you or a contract arranged in your interests.

We only share the personal data that is reasonably necessary for the relevant purpose, such as your name, contact details and booking information, and we take reasonable steps to make sure recipients handle that data appropriately.

If you would like more information about international transfers and the safeguards we use, please contact us.

13. How long we keep personal data

We keep personal data only for as long as we need it (up to a maximum of 6 years after your tour) for the purposes for which it was collected, including to provide our services, comply with legal obligations, resolve disputes, enforce our agreements, and to help us deal with any queries or complaints.

In practice, this means:

  • enquiry data is kept for as long as needed to respond to your enquiry and any follow-up;
  • booking and tour records are kept for as long as needed to administer the booking, deliver the tour and deal with post-tour issues, accounting, tax and legal obligations;
  • health and safety information is kept only for as long as reasonably necessary for the tour, related support, and any incident, complaint or claim handling;
  • refund information is kept for as long as needed to complete the refund and retain appropriate financial records;
  • marketing data is kept until you unsubscribe, object, withdraw consent where relevant, or we determine it is no longer current or necessary;
  • call recordings are kept for as long as reasonably necessary for training, service quality, compliance and dispute handling; and
  • recruitment data is kept for as long as needed to manage the recruitment process and any related legal or administrative issues.

We may keep data for longer where we are required to do so by law or where we reasonably need it for legal claims, complaints, fraud prevention or regulatory reasons.

14. Your rights

Subject to applicable law, you have the right to:

  • ask for access to the personal data we hold about you;
  • ask us to correct inaccurate or incomplete personal data;
  • ask us to erase your personal data in certain circumstances;
  • ask us to restrict how we use your personal data in certain circumstances;
  • object to our use of your personal data in certain circumstances, including direct marketing;
  • ask us to transfer certain personal data to you or another provider where the right to data portability applies; and
  • withdraw consent where we rely on consent.

If you want to exercise any of these rights, please contact us at privacy@magellanmotorcycletours.co.uk.

We may ask for proof of identity before acting on your request.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data, although we would appreciate the chance to deal with your concerns first.

15. Security

We take the security of personal data seriously and use appropriate technical and organisational measures to help protect it against unauthorised access, loss, misuse, alteration or disclosure.

However, no internet-based service can ever be completely secure, and you should also take care when sending personal data electronically.

16. Third-party websites and services

Our website may contain links to third-party websites, plug-ins or services. If you follow a link to a third-party site or use a third-party service, that third party may collect or use your data under its own privacy policy. We are not responsible for the privacy practices of third parties.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services or how we handle personal data.

When we make material changes, we will post the updated version on our website and, where appropriate, notify you by other suitable means.