Privacy Policy

1. Introduction

Set Wild (trading name of Vespera Holidays LTD, Company Number 16230345) ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website at setwild.com or book our services.

Registered Address:

Vespera Holidays LTD, Victoria Cottage, Jimmys Lane, Manningtree, CO11 1UJ, United Kingdom

Contact:

• Email: hello@setwild.com
• Phone: 02038834572

2. Legal Basis for Processing

We process your personal data under the following legal bases as defined by the UK GDPR and EU GDPR:

• Contract Performance: Processing necessary to fulfil our contract with you when you book our services
• Legitimate Interests: Processing for our business operations, provided your interests don't override ours
• Consent: Where you've given explicit consent for specific processing activities
• Legal Obligation: Where we're required by law to process your data

3. Information We Collect

3.1 Information You Provide Directly

When you book our services or contact us, we collect:

Booking Information:

• Full name
• Email address
• Phone number
• Billing address
• Payment information (processed securely by third-party payment providers)
• Number of guests
• Special requirements (dietary needs, accessibility requirements, etc.)

Communication Information:

• Messages sent through our contact forms
• Email correspondence
• Phone call records (when you contact us)

Account Information (if applicable):

• Login credentials
• Booking history
• Preferences

3.2 Information Collected Automatically

When you visit our website, we automatically collect:

Technical Information:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited and time spent
• Referring website
• Location data (approximate, based on IP)

Cookies and Similar Technologies: We use cookies to improve your experience. See our Cookie Policy (Section 11) for details.

3.3 Information from Third Parties

We may receive information from:

Booking Platforms:

• Squarespace (for website bookings)
• Airbnb (for Airbnb stays)
• Quirkycampers / Goboony (for campervan bookings)

Payment Processors:

• Stripe (payment processing)
• Bank transaction details

Referral Partners: When you use a referral code, we receive information about the referral relationship.

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Service Delivery

• Processing and fulfilling bookings
• Providing campervan hire, adventure weekends, Airbnb stays, and gear rental
• Communicating booking confirmations, itineraries, and updates
• Processing payments and refunds
• Delivering customer support

4.2 Business Operations

• Managing our referral programme
• Processing referral discounts and refunds
• Maintaining booking records and accounts
• Preventing fraud and ensuring security
• Complying with legal obligations (tax, insurance, health & safety)

4.3 Marketing (with your consent)

• Sending newsletters and promotional emails
• Informing you about new services and special offers
• Sharing adventure tips and local discoveries
• Inviting you to events

You can opt out of marketing at any time by clicking "unsubscribe" in our emails or contacting us.

4.4 Analytics and Improvement

• Understanding how our website is used
• Improving our services and website experience
• Conducting customer satisfaction surveys

5. Legal Basis Summary

6. Data Sharing and Disclosure

We share your personal data only when necessary:

6.1 Service Providers

We share data with trusted third parties who help us operate:

Technology Partners:

• Squarespace (website hosting and bookings)
• Resend (email delivery)
• Google Analytics (website analytics)

Payment Processing:

• Stripe (payment processing)
• Your bank/card issuer

Equipment and Venue Partners:

• Campervan storage facilities
• Activity providers and guides
• Venue hosts (for adventure weekends)

Insurance Providers:

• Event Insurance Services
• Markerstudy Insurance (for campervan insurance)

All service providers are contractually obligated to protect your data and use it only for specified purposes.

6.2 Legal Requirements

We may disclose your data when required by law:

• To comply with legal obligations
• To protect our rights or property
• To prevent fraud or illegal activity
• To respond to court orders or government requests

6.3 Business Transfers

If Set Wild is sold or merges with another company, your data may be transferred to the new owners. We'll notify you of any such change.

6.4 With Your Consent

We may share data with other parties when you've given explicit consent.

We never sell your personal data to third parties.

7. International Data Transfers

Some of our service providers may process data outside the UK/EEA:

US-Based Services:

• Stripe (payment processing) - uses Standard Contractual Clauses (SCCs)
• Resend (email services) - uses Standard Contractual Clauses (SCCs)

We ensure all international transfers comply with GDPR through:

• Standard Contractual Clauses (SCCs)
• Adequacy decisions by the European Commission
• Appropriate safeguards as required by GDPR

8. Data Retention

We retain your personal data only as long as necessary:

• Booking Data: 7 years (for tax and accounting purposes)
• Marketing Data: Until you unsubscribe or request deletion
• Website Analytics: 26 months maximum
• Payment Records: 7 years (legal requirement)
• Communications: 3 years or until resolved

After retention periods end, we securely delete or anonymise your data.

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

9.1 Right to Access

Request a copy of the personal data we hold about you.

9.2 Right to Rectification

Correct inaccurate or incomplete data.

9.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your data, subject to legal retention requirements.

9.4 Right to Restrict Processing

Limit how we use your data in certain circumstances.

9.5 Right to Data Portability

Receive your data in a machine-readable format or have it transferred to another organisation.

9.6 Right to Object

Object to processing based on legitimate interests or for marketing purposes.

9.7 Rights Related to Automated Decision-Making

We don't use automated decision-making or profiling that significantly affects you.

9.8 Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time.

To exercise your rights, contact us at:

• Email: hello@setwild.com
• Phone: 02038834572
• Post: Vespera Holidays LTD, Newbridge Farm, Fox Street, Ardleigh, Colchester CO7 7PN

We'll respond within 30 days (or 60 days for complex requests).

10. Data Security

We implement appropriate technical and organisational measures to protect your data:

Technical Measures:

• Encryption of data in transit (SSL/TLS)
• Secure password storage (hashed and salted)
• Regular security updates and patches
• Access controls and authentication
• Secure backup systems

Organisational Measures:

• Staff training on data protection
• Confidentiality agreements with partners
• Regular security audits
• Data breach response procedures
• Privacy by design principles

Despite our efforts, no internet transmission is 100% secure. We cannot guarantee absolute security but use industry-standard practices.

11. Cookies and Tracking Technologies

11.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website.

11.2 Cookies We Use

Strictly Necessary Cookies:

• Session management
• Security features
• Shopping basket functionality

Analytics Cookies (with consent):

• Google Analytics (website usage statistics)
• Understand visitor behaviour
• Improve website performance

Marketing Cookies (with consent):

• Track referral links
• Measure campaign effectiveness

11.3 Managing Cookies

You can control cookies through:

• Our cookie consent banner
• Browser settings (block or delete cookies)
• Opt-out tools provided by third parties

Disabling cookies may limit website functionality.

11.4 Third-Party Cookies

Our website may contain links to third-party websites. We're not responsible for their privacy practices.

12. Children's Privacy

Our services are not directed at children under 18. We don't knowingly collect data from children without parental consent.

For family bookings: Parents/guardians provide information about children as part of the booking process.

If we discover we've collected data from a child without proper consent, we'll delete it promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy to reflect:

• Changes in our practices
• Legal or regulatory changes
• New services or features

We'll notify you of material changes by:

• Email (for registered users)
• Prominent notice on our website
• Updating the "Last Updated" date

Continued use of our services after changes indicates acceptance of the updated policy.

14. Your Right to Complain

If you're unhappy with how we handle your data, you have the right to complain to:

UK Supervisory Authority:

• Information Commissioner's Office (ICO)
• Website: https://ico.org.uk
• Helpline: 0303 123 1113
• Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

If you're in the EU, you can also contact your local data protection authority.

We encourage you to contact us first so we can resolve your concerns.

15. Marketing Preferences

We send marketing communications only with your consent.

15.1 Newsletter Subscriptions

We operate a number of newsletter lists which you may subscribe to.

15.2 Managing Preferences

You can:

• Subscribe/unsubscribe from specific lists
• Update your preferences at any time
• Unsubscribe from all marketing (one-click)

We'll never share your email for third-party marketing.

16. Data Breaches

In the unlikely event of a data breach:

• We'll assess the risk to your rights and freedoms
• Report to the ICO within 72 hours (if required)
• Notify affected individuals without undue delay
• Take immediate steps to contain and remedy the breach

17. Contact Information

Data Controller:

Vespera Holidays LTD (trading as Set Wild)

Contact Details:

• Email: hello@setwild.com
• Phone: 02038834572
• Post: Vespera Holidays LTD, Victoria Cottage, Jimmys Lane, Manningtree, CO11 1UJ, United Kingdom

For privacy-specific queries: Please mark emails as "ATTN: Privacy" or mention privacy when calling.

18. Definitions

• Personal Data: Any information relating to an identified or identifiable person
• Processing: Any operation performed on personal data
• Data Controller: The entity determining purposes and means of processing (us)
• Data Processor: Third parties processing data on our behalf
• GDPR: General Data Protection Regulation
• ICO: Information Commissioner's Office (UK supervisory authority)

Summary of Your Rights (Quick Reference)

• ✅ Access - Get a copy of your data
• ✅ Rectify - Correct inaccurate data
• ✅ Erase - Request deletion
• ✅ Restrict - Limit processing
• ✅ Portability - Get data in transferable format
• ✅ Object - Stop certain processing
• ✅ Withdraw Consent - Opt out of marketing
• ✅ Complain - Contact ICO if unhappy

Contact us: hello@setwild.com

This Privacy Policy is written in plain English to ensure transparency and accessibility. If you have questions about any section, please contact us.

Version 1.0 - Effective 21 January 2026