Hybrid Vacations Ltd

Privacy Policy

Effective Date: 01 June 2026
Last Updated: 01 June 2026

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1. About This Privacy Policy

Hybrid Vacations Ltd ("Hybrid", "we", "us", "our") respects your privacy and is committed to handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and share personal information when you:

• book or participate in a Hybrid Experience;

• enquire about a Hybrid Experience;

• communicate with us;

• visit or use our website;

• sign up for marketing communications;

• interact with us through social media; or

• otherwise provide personal information to us.

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For the purposes of UK data protection law, Hybrid Vacations Ltd is generally the data controller for the personal information we process in connection with our business.

This Privacy Policy is intended to explain our practices clearly. It does not replace any specific consent request, booking terms, medical form, photography consent or other notice that may apply to a particular activity.

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2. Who We Are

Hybrid Vacations Ltd is a company registered in England and Wales.

Company number: [16481332]

Our primary contact for privacy matters is:

Email: support@hybridvacations.com

 

Where we use third-party organisations to process personal information on our behalf, they may act as data processors or, depending on the circumstances, separate data controllers.

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3. What Is Personal Information?

Personal information means information that identifies you or could reasonably be used to identify you.

This can include information such as your name, contact details, booking information, photographs or information about your health.

Some information is treated as more sensitive under data protection law. This includes information concerning health and certain other categories of information, known as special category data.

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We only collect and use information that is reasonably necessary for the purposes described in this Privacy Policy or otherwise permitted by law.

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4. Information We May Collect

Depending on the Hybrid Experience, we may collect some or all of the following information.

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4.1 Identity Information

This may include:

• full name;

• date of birth;

• age;

• gender where relevant to the Experience;

• nationality where necessary;

• passport or identity document information where required for travel or another legitimate purpose.

We do not routinely request passport information for UK-only Experiences unless it is genuinely necessary.

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4.2 Contact Information

This may include:

• email address;

• telephone/mobile number;

• postal address;

• emergency contact details; and

• parent or legal guardian contact details where the Participant is under 18.

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4.3 Booking and Experience Information

This may include:

• the Hybrid Experience you have booked;

• booking dates;

• payment status;

• accommodation requirements;

• travel information where relevant;

• sporting preferences;

• playing level or ability information;

• training group information;

• tournament participation;

• dietary requirements;

• accessibility requirements;

• other information needed to organise the Experience.

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4.4 Health and Safety Information

Where reasonably necessary, we may collect information relating to:

• injuries;

• medical conditions;

• allergies;

• medication;

• physical limitations;

• accessibility requirements;

• information relevant to safe participation;

• emergency medical information.

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We only ask for health information where we reasonably consider it necessary for purposes such as safe participation, safeguarding, accessibility, emergency management or providing the relevant Experience.

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Health information is treated as special category data under UK data protection law and will only be processed where we have an appropriate lawful basis and special category condition to do so.

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Where explicit consent is required, we will obtain it separately from acceptance of our general Terms & Conditions.

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4.5 Payment Information

Payments may be processed by third-party payment providers.

We generally do not receive or store full payment card numbers or security codes.

We may receive information such as:

• transaction reference;

• payment status;

• amount paid;

• billing information;

• payment date; and

• limited payment details provided by the payment processor.

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

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4.6 Marketing Information

This may include:

• whether you have subscribed to marketing;

• your marketing preferences;

• records of consent;

• unsubscribe requests;

• communication preferences; and

• your interaction with our marketing communications where our marketing platform provides this information lawfully.

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4.7 Communications

We may retain communications between you and Hybrid, including:

• emails;

• booking enquiries;

• support requests;

• messages;

• complaints;

• feedback;

• information provided through forms; and

• relevant communications through social media.

This may be necessary to provide services, resolve disputes, maintain accurate records and protect our legitimate business interests.

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4.8 Photographs, Video and Testimonials

We may collect photographs, video recordings, testimonials and other content showing Participants during Hybrid Experiences.

Where consent is required for a particular use, we will obtain that consent through an appropriate consent process.

More information is provided in Section 11.

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4.9 Website and Technical Information

When you use our website, we may collect technical information such as:

• IP address;

• browser type;

• device type;

• operating system;

• approximate location;

• pages visited;

• referring website;

• website interactions; and

• information collected through cookies and similar technologies.

The information collected depends on the technologies used on our website and the choices you make through our cookie controls.

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5. How We Collect Information

We may collect information:

• directly from you;

• from a parent or legal guardian;

• from someone booking on your behalf;

• through our website;

• through booking and registration forms;

• through email;

• through telephone or other communications;

• through social media;

• through payment providers;

• through Third-Party Providers involved in delivering your Hybrid Experience; or

• from publicly available sources where appropriate and lawful.

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Where someone provides information about another person, they should only do so where they are authorised to provide that information.

For example, a parent or legal guardian may provide information relating to a child participating in a Hybrid Experience.

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6. How We Use Personal Information

We use personal information for purposes including:

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Providing and administering Hybrid Experiences

We may use information to:

• process bookings;

• confirm participation;

• organise coaching and training;

• allocate Participants to appropriate groups;

• organise sporting facilities;

• organise accommodation where applicable;

• arrange Third-Party Services;

• communicate schedules and practical information;

• manage payments;

• provide customer support;

• administer tournaments and events; and

• otherwise provide the Hybrid Experience you have booked.

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Safety, safeguarding and emergency management

We may use relevant information to:

• identify safety requirements;

• manage medical or accessibility needs;

• respond to emergencies;

• manage safeguarding;

• determine whether particular activities are appropriate;

• contact emergency contacts where reasonably necessary; and

• protect Participants, staff, coaches and other individuals.

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Communications

We use contact information to communicate important information about your Booking and Hybrid Experience.

This may include:

• booking confirmations;

• payment reminders;

• schedule information;

• changes to arrangements;

• safety information;

• cancellations;

• important operational updates; and

• responses to enquiries or complaints.

These communications are service-related and are not the same as optional marketing communications.

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Marketing

Where permitted by law, we may use personal information to send information about:

• future Hybrid Experiences;

• new camps and vacations;

• sporting programmes;

• events;

• promotions;

• offers;

• newsletters; and

• other Hybrid services.

Where consent is required for electronic marketing, we will obtain appropriate consent.

You can unsubscribe from marketing communications at any time.

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Legal and business purposes

We may use information to:

• comply with legal obligations;

• maintain appropriate business records;

• establish, exercise or defend legal claims;

• prevent fraud;

• protect our business and systems;

• enforce our Terms & Conditions;

• respond to lawful requests from authorities; and

• manage and improve our business.

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7. Lawful Bases for Processing

We will only process personal information where we have a lawful basis to do so.

Depending on the circumstances, these may include:

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Contract

We may process information where necessary to enter into or perform our contract with you.

For example, this may include processing information required to administer a Booking.

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Legal obligation

We may process information where necessary to comply with a legal or regulatory obligation.

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Legitimate interests

We may process information where necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

• operating and administering Hybrid;

• providing and improving our services;

• maintaining business records;

• preventing fraud;

• protecting our business and customers;

• managing complaints and disputes;

• communicating with customers;

• maintaining the security of our systems; and

• promoting our services where permitted by law.

Where we rely on legitimate interests, we will consider whether the processing is necessary and whether your rights and interests are adequately protected.

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Consent

We may rely on consent where appropriate.

Examples may include:

• certain marketing communications;

• certain uses of photography or video;

• certain processing of health information; and

• certain cookies or similar technologies.

Where consent is used, it will normally be requested separately from acceptance of our Terms & Conditions.

You may withdraw consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

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8. Health and Special Category Information

Health information requires additional protection under UK data protection law.

Hybrid will only request health or medical information where we reasonably believe it is necessary for purposes such as:

• safe participation;

• safeguarding;

• emergency management;

• accessibility;

• adapting an activity;

• assessing reasonable participation requirements; or

• another legitimate and lawful purpose connected with the Hybrid Experience.

 

We will not ask Participants to provide unnecessary medical information.

Where we process health information, we will rely on an appropriate special category condition under UK GDPR in addition to the ordinary lawful basis required for processing personal data.

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Where explicit consent is the appropriate condition, consent will be requested separately and clearly.

Medical information will only be accessible to people who reasonably need it for the relevant purpose.

We will not use medical information for marketing purposes.

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9. Children and Young People

Some Hybrid Experiences may be available to Participants under 18.

Where a Participant is under 18, we may collect information from and about:

• the Participant;

• their parent or legal guardian;

• emergency contacts; and

• other authorised individuals.

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This information may be necessary to:

• administer the Booking;

• obtain parental or guardian consent;

• manage safeguarding;

• manage medical and accessibility requirements;

• provide emergency assistance;

• communicate with parents or guardians; and

• provide the Hybrid Experience safely.

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We will only collect information about children that is reasonably necessary for these purposes or otherwise permitted by law.

Where consent is required, we will obtain consent from the appropriate person, taking account of the Participant's age and circumstances.

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10. Who We Share Personal Information With

We do not sell personal information.

We may share relevant information with third parties where reasonably necessary to provide Hybrid Experiences, operate our business or comply with the law.

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These may include:

Sporting and venue providers

For example:

• sports clubs;

• courts;

• training venues;

• tournament organisers;

• sporting facilities.

Accommodation providers

Where accommodation forms part of or is connected with your Booking, relevant information may be shared with the accommodation provider.

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Travel and transport providers

Where travel or transfers are arranged as part of a Hybrid Experience, relevant information may be shared with the relevant provider.

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Payment providers

Payment information may be processed by third-party payment providers to complete transactions.

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Technology and service providers

We may use third-party providers for services such as:

• website hosting;

• booking systems;

• customer relationship management;

• email and marketing;

• cloud storage;

• communications;

• accounting;

• payment processing;

• IT support;

• data security; and

• analytics.

These providers may process personal information on our behalf and will be required to handle it appropriately.

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Professional advisers

We may share information with professional advisers such as:

• accountants;

• lawyers;

• insurers;

• auditors; or

• other professional advisers,

where reasonably necessary.

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Authorities and law enforcement

We may disclose information where required or permitted by law, including to:

• courts;

• regulators;

• government authorities;

• law enforcement;

• emergency services; or

• other authorised bodies.

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

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11. Photography, Video and Promotional Content

Photography and video may be captured during Hybrid Experiences.

This may be used for:

• documenting Experiences;

• internal records;

• social media;

• websites;

• promotional campaigns;

• advertising;

• brochures;

• future Experience marketing; and

• other legitimate promotional purposes.

Where consent is legally required, we will obtain it separately.

 

Consent for promotional use will not be a condition of purchasing a Hybrid Experience unless there is a lawful basis for doing so.

For Participants under 18, we will use an appropriate parent or legal guardian consent process where required.

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If you have consented to promotional use and subsequently withdraw that consent, we will take reasonable steps to avoid using new promotional material created after withdrawal.

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However, withdrawal may not require us to remove material that has already been lawfully published, distributed or incorporated into materials that cannot reasonably be recalled.

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12. Marketing Communications

We may communicate with customers about Hybrid Experiences and other Hybrid services.

There is an important distinction between:

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Service communications

These are communications necessary to administer your Booking or provide an Experience, such as payment reminders, booking confirmations, schedule updates and important changes.

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These communications may continue even if you have opted out of marketing because they are necessary to provide the service you have purchased.

Marketing communications

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These are optional communications intended to promote Hybrid's services, such as future Experiences, offers, promotions and newsletters.

Where consent is required, we will only send electronic marketing after obtaining the appropriate consent.

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Marketing consent will be kept separate from acceptance of our Terms & Conditions.

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We will not use a pre-ticked box as evidence of consent.

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You can unsubscribe from marketing communications at any time using the unsubscribe mechanism provided or by contacting us.

We will maintain appropriate records of marketing consent and withdrawal.

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The ICO states that electronic marketing to individuals generally requires consent unless an applicable exception, such as the existing-customer "soft opt-in", applies.

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13. Cookies and Similar Technologies

Our website may use cookies and similar technologies.

These technologies may be used for purposes such as:

• essential website functionality;

• remembering preferences;

• website analytics;

• understanding how visitors use our website;

• improving website performance; and

• marketing or advertising, where permitted.

Some cookies may be provided by third parties.

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Where consent is required for a cookie or similar technology, we will request consent before using it.

You will be able to manage relevant cookie preferences through our website's cookie controls.

Our separate Cookie Policy will explain:

• which cookies we use;

• what they do;

• how long they remain active;

• which third parties may receive information; and

• how you can manage your preferences.

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We will not treat simply continuing to browse our website as consent where consent is legally required.

The ICO's current guidance requires clear information about storage/access technologies and, where consent is required, a positive and informed choice.

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14. International Transfers

Some of our service providers, sporting partners, accommodation providers, technology providers or other Third-Party Providers may process personal information outside the UK.

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Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place.

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Depending on the destination and circumstances, this may include:

• an applicable adequacy decision;

• the UK International Data Transfer Agreement;

• the UK Addendum to EU Standard Contractual Clauses;

• another lawful transfer mechanism; or

• another mechanism permitted under applicable data protection law.

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The specific mechanism used will depend on the relevant transfer.

Where required, we will provide further information about international transfers.

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15. Data Security

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

• unauthorised access;

• accidental loss;

• misuse;

• alteration;

• disclosure; and

• destruction.

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These measures may include:

• access controls;

• password protection;

• secure systems;

• encryption where appropriate;

• limited access to sensitive information;

• secure cloud services;

• staff awareness and procedures; and

• regular review of our security arrangements.

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No internet transmission or electronic storage system can be guaranteed to be completely secure.

Where a personal data breach occurs, we will assess and respond to it in accordance with applicable data protection law.

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16. How Long We Keep Personal Information

We do not keep personal information indefinitely.

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We retain information for as long as reasonably necessary for the purpose for which it was collected, taking account of:

• the nature of the information;

• the purpose for which it was collected;

• our relationship with you;

• legal and accounting requirements;

• potential disputes or legal claims;

• safeguarding requirements; and

• our legitimate business needs.

As a general guide:

Booking and contractual records

We may retain relevant booking and financial records for up to 6 years after the relevant contractual relationship ends where reasonably necessary for legal, accounting, tax or dispute-resolution purposes.

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Health and medical information

Health information will be retained only for as long as reasonably necessary for the purpose for which it was collected, subject to any legal or safeguarding requirements.

We aim to avoid retaining sensitive medical information longer than necessary.

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Enquiries

We may retain enquiry information for up to 12 months after our last meaningful interaction where there is no ongoing relationship or other reason to retain it.

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Marketing information

Where you have consented to marketing, we will retain relevant marketing preference and consent records for as long as reasonably necessary to manage your marketing preferences and demonstrate compliance.

If you unsubscribe, we may retain a limited record of your opt-out so that we do not inadvertently send you further marketing.

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Consent records

We may retain records of consent for as long as reasonably necessary to demonstrate when and how consent was obtained and managed.

Retention periods may vary where specific legal, safeguarding, accounting or operational requirements apply.

When information is no longer required, we will take reasonable steps to securely delete or anonymise it.

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17. Your Data Protection Rights

Depending on the circumstances, you may have rights under UK data protection law including:

Right of access

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

Right to rectification

You can ask us to correct inaccurate or incomplete information.

Right to erasure

You can ask us to delete personal information in certain circumstances.

This right is not absolute and does not apply where we have a lawful reason to retain the information.

Right to restrict processing

You can ask us to restrict how we use your information in certain circumstances.

Right to object

You may have the right to object to processing based on legitimate interests.

You have an absolute right to object to the processing of your personal information for direct marketing purposes.

Right to data portability

In certain circumstances, you may ask us to provide personal information you have provided to us in a structured, commonly used and machine-readable format, or ask us to transfer it to another organisation.

Right to withdraw consent

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

Withdrawal of consent does not affect processing that took place before the withdrawal.

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18. How to Exercise Your Rights

To exercise any of your rights, please contact:

support@hybridvacations.com

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Please provide enough information for us to identify you and understand your request.

We may need to request additional information to verify your identity before releasing or changing personal information.

This is a security measure designed to prevent personal information being disclosed to someone who is not entitled to receive it.

We will normally respond to valid requests within the timeframe required by applicable data protection law.

In certain circumstances, we may charge a reasonable fee or refuse a request where permitted by law, particularly where requests are manifestly unfounded or excessive.

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19. Automated Decision-Making and Profiling

We do not currently use your personal information to make solely automated decisions that produce legal or similarly significant effects on you.

We may use basic analytics or customer information to understand our services, improve our website or understand marketing performance.

If our use of automated decision-making or profiling changes in a way that requires additional information or safeguards, we will update this Privacy Policy as appropriate.

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20. Complaints

We encourage you to contact us first if you have concerns about how we handle your personal information.

Please contact: support@hybridvacations.com

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We will review your concern and seek to resolve it appropriately.

You also have the right to complain to the UK's data protection regulator: Information Commissioner's Office (ICO)

You can find information about making a complaint through the ICO's website: Information Commissioner's Office (ICO)

You do not have to contact Hybrid before contacting the ICO.

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21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

This may be necessary because of:

• changes to our services;

• changes to the technology we use;

• changes to our data-processing activities;

• changes to legal or regulatory requirements; or

• improvements to the way we explain our privacy practices.

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The latest version will be published on our website with the effective date shown at the beginning of the policy.

Where a change materially affects how we use personal information, we will take reasonable steps to notify affected individuals where required.

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22. Contact Us

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

Hybrid Vacations Ltd
Email: support@hybridvacations.com

Company Number: [16481332]

Effective Date: 01 June 2026
Last Updated: 01 June 2026