Privacy Policy

1. Introduction

Vivid Fortress ("we," "our," or "us") operates the vivid-fortress.com website and provides Scottish Highland tourism services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information You Provide

We collect information you voluntarily provide to us, including:

• Contact Information: Name, email address, phone number, postal address
• Booking Information: Tour preferences, dates, group size, special requirements
• Payment Information: Credit card details, billing address (processed securely through our payment providers)
• Communication Information: Messages sent through our contact forms, emails, or phone calls
• Marketing Preferences: Newsletter subscription choices and communication preferences

2.2 Information Automatically Collected

When you visit our website, we may automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Information: Pages visited, time spent on pages, click-through rates, search terms
• Location Information: General geographic location based on IP address
• Cookies and Tracking Technologies: See our Cookie Policy for detailed information

2.3 Information from Third Parties

We may receive information about you from:

• Social media platforms when you interact with our content
• Travel partners and accommodation providers
• Payment processors and fraud prevention services
• Marketing and advertising partners

3. How We Use Your Information

We use your information for the following purposes:

3.1 Service Provision

• Processing and managing your tour bookings
• Providing customer support and responding to inquiries
• Coordinating tour logistics and transportation
• Ensuring safety during Highland tours and activities
• Processing payments and managing refunds

3.2 Communication

• Sending booking confirmations and tour information
• Providing pre-tour preparation materials
• Sending important updates about your bookings
• Responding to questions and support requests
• Sending marketing communications (with your consent)

3.3 Business Operations

• Improving our website and services
• Analyzing usage patterns and customer preferences
• Preventing fraud and ensuring security
• Complying with legal obligations
• Developing new tour routes and services

4. Legal Basis for Processing

Under UK GDPR, we process your personal information based on the following legal grounds:

• Contract Performance: Processing necessary to provide our tour services
• Legitimate Interests: Improving our services, marketing, and business operations
• Consent: Marketing communications and non-essential cookies
• Legal Obligation: Compliance with tax, safety, and regulatory requirements
• Vital Interests: Emergency situations during tours

5. Information Sharing and Disclosure

We may share your information with:

5.1 Service Providers

• Accommodation and restaurant partners
• Transportation providers
• Payment processors and financial institutions
• Technology service providers
• Marketing and advertising partners

5.2 Legal Requirements

We may disclose information when required by law, regulation, or court order, or to:

• Protect our rights and property
• Ensure customer and public safety
• Prevent fraud or security breaches
• Comply with legal processes

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• SSL encryption for data transmission
• Secure servers and data centers
• Access controls and authentication
• Regular security assessments and updates
• Staff training on data protection
• Incident response procedures

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services and fulfill tour bookings
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements
• Improve our services and customer experience

Specific retention periods:

• Booking Information: 7 years for tax and legal compliance
• Marketing Information: Until you unsubscribe or withdraw consent
• Website Analytics: 26 months
• Customer Support: 3 years after last interaction

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal information:

8.1 Right of Access

You can request a copy of the personal information we hold about you.

8.2 Right to Rectification

You can request correction of inaccurate or incomplete information.

8.3 Right to Erasure

You can request deletion of your personal information in certain circumstances.

8.4 Right to Restrict Processing

You can request that we limit how we use your information.

8.5 Right to Data Portability

You can request a copy of your information in a structured, machine-readable format.

8.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing.

8.7 Right to Withdraw Consent

You can withdraw consent at any time where processing is based on consent.

To exercise these rights, contact us at [email protected] or call 08948945981.

9. International Data Transfers

Your information may be transferred to and processed in countries outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK government
• Standard contractual clauses
• Binding corporate rules
• Certification schemes

10. Children's Privacy

Our services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected information from a child under 16, we will take steps to delete it promptly.

For family tours including children, we require parent or guardian consent and supervision.

11. Marketing Communications

With your consent, we may send you marketing communications about:

• New Highland tour routes and experiences
• Special offers and seasonal promotions
• Highland travel tips and inspiration
• Company news and updates

You can unsubscribe at any time by:

• Clicking the unsubscribe link in emails
• Contacting us at [email protected]
• Calling us at 08948945981
• Updating your preferences in your account

12. Cookies and Tracking

We use cookies and similar technologies to enhance your website experience. For detailed information about our use of cookies, please see our Cookie Policy.

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on our website
• Update the "Last Updated" date
• Notify you of material changes via email or website notice
• Obtain fresh consent where required by law

14. Contact Information

For questions about this Privacy Policy or our data practices, contact us:

15. Complaints

If you have concerns about how we handle your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):