Privacy Policy

Last updated: September 2026

Mountainspace respects your privacy and is committed to handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make a booking, participate in one of our activities or otherwise interact with Mountainspace.

Mountainspace is operated by KP Outdoors, a sole trader business.

1. Who we are

For the purposes of data protection legislation, KP Outdoors trading as Mountainspace is the data controller responsible for your personal information.

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

Mountainspace
Email: info@mountainspace.co.uk
Website: www.mountainspace.co.uk

2. What personal information we collect

Depending on how you interact with Mountainspace, we may collect some or all of the following information:

Contact and booking information

  • Name

  • Email address

  • Telephone number

  • Address

  • Date of birth or age, where relevant to an activity

  • Booking and activity details

  • Information about your previous experience or ability where relevant to an activity

  • Payment and transaction information

  • Correspondence between you and Mountainspace

Emergency and safety information

For some activities, we may ask for:

  • Emergency contact details

  • Relevant medical or health information

  • Allergies

  • Medication information

  • Injuries or medical conditions that may affect participation

  • Accessibility requirements

  • Dietary requirements where relevant

We only ask for information that is reasonably necessary to plan and deliver an activity safely.

Some health information is considered special category data under UK data protection law and receives additional protection.

Website information

When you use our website, some information may be collected automatically, such as:

  • IP address

  • Browser and device information

  • Operating system

  • Pages visited

  • Website usage information

  • Approximate location

  • Referring website

The information collected will depend on the technology, cookies and analytics services used on our website.

3. How we collect your information

We may collect information:

  • directly from you when you make an enquiry;

  • when you make or manage a booking;

  • when you complete a booking or participation form;

  • when you contact us by email, telephone or social media;

  • when you participate in a Mountainspace activity;

  • through our website;

  • when you voluntarily provide information to us;

  • from an organisation arranging an activity or booking on your behalf.

If somebody else provides personal information about you, they should have an appropriate lawful basis to provide that information to us.

4. How we use your information

We use your personal information to:

  • respond to enquiries;

  • process and manage bookings;

  • provide our climbing, mountaineering, training and outdoor activities;

  • communicate with you about your booking;

  • plan activities appropriately;

  • assess relevant safety considerations;

  • contact your emergency contact where necessary;

  • arrange services connected with your booking;

  • process payments and maintain financial records;

  • administer cancellations, refunds and changes;

  • manage complaints or disputes;

  • meet legal, insurance and regulatory requirements;

  • maintain the security and functionality of our website;

  • improve our services;

  • send marketing communications where permitted;

  • respond to emergencies and protect the safety of participants.

We will only use your information for purposes that are compatible with the reason it was collected or where otherwise permitted by law.

5. Our lawful basis for using your information

Under UK GDPR, we must have a lawful basis for processing your personal information.

Depending on the circumstances, we may rely on the following:

Contract

We may use your information where it is necessary to enter into or perform a contract with you.

For example, to manage your booking and provide the activity or service you have booked.

Legal obligation

We may process information where necessary to comply with our legal obligations, including accounting, tax and other regulatory requirements.

Legitimate interests

We may use information where this is necessary for our legitimate business interests and those interests are not overridden by your rights.

This may include managing our business, communicating with customers, improving our services, maintaining records, preventing misuse and protecting the safety of our customers and business.

Consent

Where appropriate, we may ask for your consent before using your information for a particular purpose.

Where we rely on consent, you can withdraw it at any time.

6. Health and safety information

Mountain activities involve inherent risks, and we may need relevant information about your health, fitness or medical circumstances to help us plan an activity safely.

Where we collect health information, we will:

  • only request information that is reasonably necessary;

  • use it for appropriate safety and activity-related purposes;

  • restrict access to those who reasonably need the information;

  • apply additional safeguards required for special category data;

  • retain it only for as long as reasonably necessary.

We will not use health information for marketing purposes.

Providing relevant health and safety information does not guarantee that an activity will be suitable for you. You remain responsible for providing accurate and relevant information and informing us of any significant changes before an activity.

7. Emergency contacts

If you provide an emergency contact, we may use their details to contact them in connection with an emergency or serious concern relating to your participation in a Mountainspace activity.

Please make sure that anyone you nominate as an emergency contact knows that you have provided their details to us.

8. Who we may share your information with

We do not sell or rent your personal information.

Where reasonably necessary, we may share relevant information with trusted third parties involved in providing or supporting our services.

These may include:

  • freelance instructors and guides;

  • accommodation providers;

  • transport providers;

  • booking and payment providers;

  • financial protection providers, including Protected Trust Services (PTS) where applicable;

  • insurance providers;

  • accountants and professional advisers;

  • website, IT, email and cloud-storage providers;

  • emergency services or medical professionals where necessary;

  • organisations arranging or paying for your booking;

  • regulatory bodies or authorities where we are legally required to do so.

We aim to share only the information that is reasonably necessary for the relevant purpose.

Where another organisation processes information on our behalf, we take reasonable steps to ensure that appropriate data protection and confidentiality arrangements are in place.

9. Payments

Payments may be processed by third-party payment providers.

Mountainspace does not normally store your full payment-card details.

We may retain information such as the amount paid, date of payment, booking reference and payment status for accounting, legal and business-record purposes.

Payment providers will process your information in accordance with their own privacy policies.

10. Protected Trust Services

Mountainspace is a member of Protected Trust Services (PTS).

Where PTS is involved in the administration or financial protection of your booking, relevant personal information may be shared with PTS where reasonably necessary for those purposes.

Further information about Mountainspace's PTS membership and financial protection arrangements is available on our Protected Trust Services page.

11. Cookies and analytics

Our website may use cookies and similar technologies.

Some cookies may be necessary for the website to function, while others may be used for purposes such as analytics, preferences or marketing.

Where required by law, we will ask for your consent before using non-essential cookies.

You can also manage cookies through your browser settings.

Disabling certain cookies may affect how our website functions.

12. Marketing

We may occasionally send information about Mountainspace activities, courses, trips, events and services.

Where required, we will obtain your consent before sending direct marketing communications.

You can unsubscribe from marketing emails at any time by using the unsubscribe link provided in the email or by contacting us.

We do not sell your personal information to third parties for marketing purposes.

13. Social media

Mountainspace uses social media platforms to communicate with customers and promote our activities.

If you interact with Mountainspace through platforms such as Instagram, Facebook or LinkedIn, those platforms may collect and process information about you in accordance with their own privacy policies.

We may receive information that you choose to provide through these platforms.

14. Photography and video

Photographs and videos may be taken during Mountainspace activities.

Where we intend to use an identifiable photograph or video for promotional purposes, we will obtain appropriate permission or rely on another lawful basis where applicable.

If you have concerns about a photograph or video in which you appear, please contact us.

15. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, unless we are required by law to retain it for longer.

Different information may be retained for different periods.

For example:

  • enquiry information may be kept for a reasonable period after the enquiry has been dealt with;

  • booking and customer records may be retained for as long as necessary to manage the booking and deal with potential complaints, disputes, insurance matters or legal claims;

  • financial records will be retained for the period required by applicable tax and accounting requirements;

  • health and safety information will be retained only for as long as reasonably necessary;

  • marketing information will be retained while you remain subscribed or until you withdraw your consent, where consent is the lawful basis.

We periodically review the information we hold and securely delete or anonymise information that is no longer required.

16. How we protect your information

We take reasonable technical and organisational measures to protect your personal information against:

  • unauthorised access;

  • accidental loss;

  • destruction;

  • misuse;

  • alteration; and

  • unauthorised disclosure.

Access to personal information is limited to people who reasonably need it for the relevant purpose.

However, no method of storing or transmitting information electronically can be guaranteed to be completely secure.

17. Your data protection rights

Under UK data protection law, you may have the right to:

  • request access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • request deletion of your personal information in certain circumstances;

  • ask us to restrict how we use your information in certain circumstances;

  • object to certain types of processing;

  • request transfer of your information in certain circumstances;

  • withdraw consent where we rely on consent to process your information.

These rights are subject to certain conditions and exemptions under data protection legislation.

18. How to exercise your rights

If you would like to exercise your rights or ask a question about how we use your personal information, contact:

Email: info@mountainspace.co.uk

We may need to verify your identity before responding to certain requests.

We will respond within the timeframe required by applicable data protection legislation.

19. Children's information

Some Mountainspace activities may involve participants under the age of 18.

Where we collect information about children or young people, we take appropriate steps to ensure that the information is collected and used appropriately.

Depending on the circumstances, we may communicate with a parent, guardian, school, organisation or other responsible adult.

We only collect information that is reasonably necessary for the relevant booking, activity, safety or legal purpose.

20. International transfers

Some of the third-party services we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that your information receives an appropriate level of protection.

21. Data breaches

If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with applicable data protection law.

Where required, we will notify the Information Commissioner's Office and/or affected individuals.

22. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

23. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology or legal requirements.

The latest version will be published on our website.

The “Last updated” date at the top of this policy shows when it was most recently reviewed.

24. Contact us

If you have any questions about this Privacy Policy or how Mountainspace handles your personal information, please contact:

Mountainspace
Email: info@mountainspace.co.uk
Website: www.mountainspace.co.uk