
Privacy Policy
Version 1.0 — Last updated: 20-06-2025
This Privacy Policy explains how Travel Roots Ltd (“Travel Roots”, “we”, “us” or “our”) collects, uses, discloses, and safeguards your personal information. It also sets out your rights and choices regarding your data. By engaging with Travel Roots, you acknowledge and consent to the practices described in this policy.
Travel Roots Ltd is a company registered in the United Kingdom (Company Number: 15836905 operating as a provider of ethical travel, volunteering, and conservation experiences. This Privacy Policy applies to all individuals who interact with us, including through our website (www.travel-roots.com), by email, by phone, or in person.
This policy may be updated from time to time. We encourage you to review it periodically to remain informed about how we handle your personal information. If you are providing information on behalf of others (e.g. as part of a group booking), it is your responsibility to ensure they have read this Privacy Policy and consent to you sharing their data.
Information We Collect
Travel Roots collects personal information that is necessary for the operation of our programs and services. This information may include, but is not limited to:
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Your name, date of birth, gender, nationality, contact details, passport information, and emergency contact details
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Relevant medical information, dietary requirements, and vaccination records (where required)
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Criminal background check information (where required)
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Travel insurance details
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Details of your participation in or enquiries about our programs, including feedback and testimonials
Personal data is typically collected directly from you through application forms, email correspondence, telephone conversations, social media interactions, or during registration for newsletters, promotions, or surveys.
Non-personal information such as IP addresses, browser types, and website usage data may also be collected automatically through cookies when you visit our website. This data is used to improve website functionality and user experience, and is not linked to identifiable individuals.
Travel Roots does not process payments directly. All online payments are handled securely by third-party providers, and we do not store your payment card details.
How We Use Your Information
Travel Roots uses your personal information for purposes including:
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Reviewing your suitability for participation in our programs
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Facilitating arrangements for your placement with our partner organisations (Independent Local Teams)
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Providing pre-departure and in-country support
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Contacting you about your application, program participation, or feedback
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Notifying your emergency contact or insurance provider in the event of an emergency or if concerns about your safety arise
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Complying with institutional requirements (e.g. for educational institutions or sponsors)
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Conducting research, analysis, and program development to improve our services
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Using feedback, testimonials, and media you provide (including photographs and videos) for marketing and promotional purposes
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Communicating program updates, offers, and other information relevant to your interests (where you have given consent or as permitted by law)
We process personal data based on consent, contractual necessity, legal obligation, protection of vital interests, or our legitimate business interests where these do not override your rights.
Who We Share Your Information With
Travel Roots shares personal information only where necessary to provide our services or where legally required. This may include:
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Our employees, contractors, and trusted service providers
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Independent Local Teams, for the purpose of arranging your volunteer placement
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Emergency contacts or insurers in the event of emergencies or safety concerns
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Partners providing add-on services, such as training courses or excursions, when these services are purchased through us
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Educational institutions or sponsors, where your participation is linked to such organisations
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Payment service providers (e.g. Stripe), if required for dispute resolution or chargeback processing
We do not sell or rent your personal data to third parties for marketing purposes. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place. We may disclose your data where required by law, regulation, or legal process.
Your Rights
You have the right to access, correct, or request deletion of the personal data we hold about you. You may also have the right to object to or restrict certain types of processing, to withdraw consent, or to request data portability.
You may opt out of receiving marketing communications at any time by following unsubscribe instructions in our communications or by contacting us directly.
Requests related to your data rights can be made by contacting us. We will respond within the timeframe required by law.
Data Retention
Travel Roots retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, and reporting obligations. Data no longer required will be securely deleted, anonymised, or destroyed in accordance with our data retention policy.
Cookies and Website Use
Travel Roots uses cookies on its website to enhance functionality, monitor website usage, and improve user experience. Cookies are small data files stored by your browser that allow us to recognise repeat visitors and compile aggregate data on site usage.
We use both first-party and third-party cookies, including services such as Google Analytics. These do not identify individual users. You can manage your cookie preferences through your browser settings.
While we take reasonable steps to ensure our website is secure and functional, we cannot guarantee uninterrupted access or that content will be error-free or virus-free. Users access our website at their own risk.
How to Contact Us
If you have any questions about this Privacy Policy, your personal information, or your rights, please contact us at:
Email: hello@travel-roots.com
Version Control
This Privacy Policy is Version 1.0 and is effective as of 20-06-2025. Travel Roots reserves the right to amend this policy at any time. The current version will always be available on our website.