Privacy Policy

Last updated 13 October 2026
 
This policy explains how Park The Bus Football Tours Ltd collects, uses and protects personal information. It covers our website, parkthebusfootballtours.com, and the private group tours we run for tour operators, DMCs, travel agents, schools, sports clubs and other group organisers.

We work mainly with travel trade partners, so we handle personal information about two groups of people: the business contacts we deal with, and the travellers who join the tours those partners book. We only collect what we need to plan and run a safe, well-organised tour, and we never sell personal information.


1. Who we are
Park The Bus Football Tours Ltd is the data controller for the personal information described in this policy. This means we decide how and why it is used, and we are responsible for looking after it.
 

• Company: Park The Bus Football Tours Ltd, registered in England and Wales, company number 17255817

• Registered office: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF

• ICO registration number: ZC248687

• Email: info@parkthebusfootballtours.com
   

If you have any questions about this policy or how we use your information, please email us. We aim to reply within 5 working days.


2. Information we collect
Trade partners and business contacts. When you enquire, request a proposal or book a tour for a group, we collect your name, job title, company name, business email, phone number, and the details of your enquiry or booking. We also keep records of our emails, calls, quotes, invoices and payments with your company.

Travellers on our tours. To plan and run a group tour, the organiser may share details about the people travelling. Depending on the tour, this can include:

• names and the number of adults and children in the group

• ages or age bands, where needed for age requirements or child pricing

• a group leader or emergency contact name and phone number

• pickup and drop-off locations, such as a hotel or cruise terminal

• names needed by a venue to pre-book a stadium visit or pitch-side access

• access needs, mobility requirements, medical information or dietary needs, only where the organiser tells us so we can keep the group safe and comfortable
   

We ask organisers to share only what we need, and to tell their travellers that their details will be passed to us.

Photos and video on tour. Our guides may take group photos at stadium photo stops to share with the group organiser. With consent, we may also use photos or short videos on our website and social media. We will not use images of children for marketing without written consent from a parent, guardian or the school or club responsible for them.

Website visitors. When you use our website, we collect information you type into our enquiry form. With your consent, our cookies collect technical information such as your IP address, browser, device and the pages you visit. See section 8.

3. How we use your information
UK data protection law requires a lawful basis for each way we use personal information. Here is what we do, whose information it involves, and the lawful basis we rely on.

• Reply to enquiries and send proposals and quotes. Trade contacts. Lawful basis: legitimate interests (responding to business enquiries), or steps before entering a contract.

• Plan, book and run tours, including coaches, guides and venue visits. Trade contacts and travellers. Lawful basis: performance of our contract with the organiser, and legitimate interests (running the tour the group booked).

• Keep travellers safe and meet access, medical or dietary needs. Travellers. Lawful basis: explicit consent or vital interests (see section 4).

• Invoice, take payments and keep accounting records. Trade contacts. Lawful basis: contract and legal obligation (tax and accounting law).

• Send occasional trade updates about new tours and rates. Trade contacts. Lawful basis: legitimate interests (business-to-business marketing). You can opt out at any time.

• Use photos or video in our marketing. Travellers. Lawful basis: consent.

• Run our website and understand how it is used. Website visitors. Lawful basis: consent, given through our cookie banner.

• Handle complaints, insurance claims and legal matters. Anyone involved. Lawful basis: legitimate interests and legal obligation.

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We do not use automated decision-making or profiling that has a legal or similarly significant effect on you.


4. Health information, children and school groups
Health and access information. Information about a traveller's health, disability or mobility is special category data, which the law protects more strongly. We only collect it when an organiser or traveller gives it to us so we can make reasonable adjustments, plan a safe day or act in an emergency. We share it only with the people who need it on the day, such as the guide, the coach operator or a venue. We delete it after the tour unless we need it for an incident or insurance record.

Children and school groups. Many of our tours include young people. We do not knowingly collect information directly from children. For school, university and youth sports groups, we deal with the teacher, group leader or tour operator responsible for the group, and they provide any details we need about the young people travelling. Children on our tours are always accompanied by their group's own leaders or a parent or guardian.


5. Where we get information and who we share it with
Where it comes from. Most information comes directly from you or from the organiser who booked your group. We may also find business contact details for travel trade companies from public sources, such as company websites, LinkedIn, trade directories, trade shows and B2B contact databases. We use these only to contact businesses about our tours, and we tell you where we found your details if you ask.

Who we share it with. We share personal information only where needed to run our business and your tour:

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• Guides: Andrew Sandilands or one of our freelance football guides who leads your tour

• Coach operators: our UK coach partner, which supplies the vehicle and driver

• Venues and clubs: stadiums, clubs and other venues, when a visit or pitch-side access must be pre-booked in names

• Trade partners: the tour operator, DMC or agent who booked your group, so they can manage your trip

• Service providers: companies that host our website, process payments, run our email, manage our accounts and cookie consent - Wix, Stripe, Monzo, Xero, Google Mail

• Professional advisers and insurers: our accountants, solicitors and insurers, where needed

• Authorities: the police, emergency services or regulators, where the law requires it or someone's safety is at risk
   

Our service providers act on our instructions and must keep your information secure. We never sell personal information or share it with other companies for their own marketing.


6. International transfers
We are based in the UK, and most of your information stays in the UK. Some of our service providers, including our website host, store data in the European Economic Area or the United States. We also send information back to trade partners overseas when they booked your group.
When information leaves the UK, we make sure it is protected. We use countries the UK government recognises as having adequate protection, the UK Extension to the EU-US Data Privacy Framework, or the UK International Data Transfer Agreement or Addendum. Contact us for more details.

7. How long we keep your information
We keep personal information only as long as we need it:

• Health, access and dietary details: deleted within 30 days after the tour, unless needed for an incident record

• Traveller names and group details: 12 months after the tour

• Enquiries that did not lead to a booking: 2 years after our last contact

• Trade partner contact and booking records: for as long as we work together, then [6 years]

• Invoices and financial records: 6 years after the end of the financial year, as UK tax law requires

• Incident, accident and insurance records: up to 6 years, or longer if a claim involves a child

• Marketing photos and video: until you withdraw consent, or when we stop using them

After these periods we securely delete or anonymise the information.

8. Cookies, marketing and security
Cookies. Our website uses cookies that are needed for it to work. We only use analytics, marketing or social media cookies if you agree to them through our cookie banner. You can change your choice at any time using the cookie settings link at the bottom of every page. Our Cookie Policy lists the cookies we use.
Trade marketing. We may email business contacts at travel companies about new tours, rate updates and trade events. Every email includes an unsubscribe link, or you can email us to opt out. We will then stop sending marketing but may still contact you about bookings in progress.
Security. We use password-protected accounts, two-step login where available, encrypted payment processing and trusted service providers to protect your information. Only people who need it to run your tour can see traveller details. If a data breach is likely to put you at risk, we will tell you and the Information Commissioner's Office as the law requires.


9. Your rights
Under UK data protection law, you have the right to:

• ask for a copy of the personal information we hold about you

• ask us to correct information that is wrong or incomplete

• ask us to delete your information

• ask us to limit how we use your information

• object to us using your information, including for marketing

• ask us to transfer your information to another organisation

• withdraw your consent at any time, where we rely on consent
  
   

To use any of these rights, email us at info@parkthebusfootballtours.com. We will reply within one month. There is usually no charge. If you travelled with a group booked through a tour operator or school, you can contact us directly or through the organiser.

Complaints. If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Changes to this policy. We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.