Privacy Policy

The Crossbill Syndicate runs guided expeditions and corporate programmes in the Scottish Highlands. This policy explains what personal information we collect, why we collect it and how we look after it.

The Crossbill Syndicate is the data controller for your information. You can contact us at:

Hazel Moran, The Crossbill Syndicate 3 Laraig Ghru View Aviemore PH22 1AR

Email: experience@crossbillsyndicate.com

We only collect what we need to answer your enquiry and run your programme safely.

• Contact details: your name, email address, phone number and company name when you get in touch or book with us.

• Booking details: dates, group size, programme choices and any notes about what you would like from your time with us.

• Participant details: names of people attending, emergency contact details and information about fitness or experience.

• Health and dietary information: medical conditions, allergies, access needs or dietary requirements that we need to know about to keep people safe and well.

• Payment details: billing name and address and records of payments made. We do not store card details ourselves.

• Newsletter sign ups: your email address if you choose to receive our monthly updates.

• Website data: basic information about how you use our website, collected through cookies. See the Cookies section below.

Some of our activities take place in the mountains, so we may ask about medical conditions, allergies or access needs. This is special category information under UK data protection law and we treat it with extra care.

We only collect it with your explicit consent or where it is needed to protect someone's vital interests in an emergency. We share it only with the instructors and venues who need it to keep you safe and well. We delete it once your programme is complete, unless we need to keep it because of an incident.

We sometimes take photos during programmes. We will always ask before we do and we will only use images of you on our website or social media with your permission. You can ask us to remove an image at any time.

We only share your information where we need to in order to run your programme. This may include:

• Instructors and guides who lead your activities

• Accommodation, catering and transport providers involved in your booking

• Wix, which hosts our website, contact forms and newsletter

• Google, which provides our email and calendar

• Our accountant for financial records

• Emergency services if someone's safety is at risk

Some of these providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place as required by UK law.

• Enquiries that do not lead to a booking: 12 months.

• Booking and participant details: 3 years after your programme.

• Health and dietary information: deleted after your programme, unless needed for an incident.

• Financial records: 6 years, as required by HMRC.

• Newsletter sign ups: until you unsubscribe.

• Photos: until you ask us to remove them.

Our website is hosted by Wix, which uses cookies to make the site work and to understand how people use it. Essential cookies are needed for the site to run. Other cookies are only used if you accept them in the cookie banner.

You can change your cookie choices at any time through the banner or your browser settings.

You have the right to:

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

• ask us to correct anything that is wrong

• ask us to delete your information

• ask us to limit how we use it

• object to us using it

• ask us to transfer it to another organisation

• withdraw your consent at any time

To use any of these rights, email us at experience@crossbillsyndicate.com. We will reply within one month.

If you are unhappy with how we have handled your information, please contact us first so we can 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.

We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated.

Last updated: 21 October 2026