Privacy Policy

Your trust matters to us. This policy explains what personal information we collect, why we collect it, and the choices you have.

It applies to summityourmind.com and to any enquiry, application or booking you make with us.

Who we are

Summit Your Mind (“we”, “us”, “our”) provides coaching-led expeditions on Kilimanjaro. For the purposes of data protection law, we are the data controller for the information described in this policy.

If you have any questions about this policy or your information, contact us at hello@summityourmind.com.

[Insert your registered business name and address here once confirmed.]

The information we collect

Information you give us

When you enquire, apply, register interest, book, or otherwise contact us, we collect the details you provide. This may include:

• Your name, email address and phone number;
• Where you are based, and the expedition you are interested in;
• What you tell us about why you are drawn to the mountain, and any information you choose to share in your message;
• If you proceed towards a booking, health-related information and a doctor’s sign-off, which are necessary for us to keep you safe at altitude;
• Payment information you provide to secure a place (see “Payments” below).

Information we collect automatically

When you visit our website we may collect limited technical information such as your IP address, device and browser type, and how you use the site, through cookies and similar technologies (see “Cookies” below).

Information from advertising platforms

If you respond to one of our adverts on platforms such as LinkedIn or Meta, and complete a form there, we receive the details you submit, which may include your name, email, job title and company.

How we use your information

• To respond to your enquiry and arrange a conversation or call;
• To assess suitability and fit for an expedition, and to keep you safe on it;
• To provide and administer your booking, including travel and mountain logistics;
• To process payments and payment plans;
• To send you information relevant to your enquiry or booking, such as onboarding, preparation and joining details;
• With your consent, to send you updates about future expeditions;
• To operate, protect and improve our website and services.

Our legal bases

We rely on the following legal bases, depending on the situation:

• Consent, for example when you ask us to contact you, or opt in to marketing;
• Performance of a contract, to arrange and deliver an expedition you have booked;
• Legitimate interests, to respond to enquiries, run and improve our business, and keep our services secure, balanced against your rights;
• Explicit consent for any health information, which we collect only where necessary for your safety, and treat with particular care.

Who we share it with

We do not sell your personal information. We share it only where necessary, with:

• Trusted service providers who help us run our business, including our website host, form and automation tools, email provider, scheduling tool, and payment provider. These providers process your information on our instructions.
• Our expedition coaches and mountain operations partner, where needed to arrange and deliver a trip you have booked.
• Authorities or advisers, where we are required to by law.

Our payment processor is Stripe. Card details are entered directly with Stripe and are not stored by us.

International transfers

Because we operate internationally and use service providers in different countries, your information may be transferred to and processed outside the country you live in. Where we do this, we take steps to ensure it is protected to an appropriate standard.

How long we keep it

We keep your information only as long as we need it for the purposes above, or as required by law. If you enquire but do not book, we keep your details for a reasonable period so we can follow up, then delete them. Booking and payment records are kept for as long as required for legal and accounting reasons.

Your rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you;
• Ask us to correct or update it;
• Ask us to delete it;
• Object to, or ask us to restrict, certain processing;
• Ask for a copy of your information in a portable format;
• Withdraw your consent at any time, where we rely on it.

To exercise any of these, email us at hello@summityourmind.com. If you are in the UK or EU and are unhappy with how we handle your information, you also have the right to complain to your data protection regulator (in the UK, the Information Commissioner’s Office).

Cookies

Our website uses cookies and similar technologies to make the site work and to understand how it is used. You can control cookies through your browser settings. Where required, we will ask for your consent to non-essential cookies.

Children

Our expeditions and this website are intended for adults. We do not knowingly collect information from anyone under 18.

Changes to this policy

We may update this policy from time to time. When we do, we will change the “last updated” date above, and where changes are significant we will make that clear.

Contact us

For anything to do with your information or this policy, email hello@summityourmind.com.