1. Who we are
Explorenauts is a trading name of Orion Road Travel Limited (UK Companies House registration number 17122646). Throughout this policy "we", "us" and "our" refer to Orion Road Travel Limited. We are the data controller for personal information we collect from you.
For privacy-related questions or to exercise any of your rights below, write to us at payments@explorenauts.com.
2. Information we collect
When you enrol a child (or yourself) on an Explorenauts tour, we collect:
- Parent / guardian name, email address, phone number and postal address
- Passenger name, date of birth, passport number (where supplied)
- Dietary requirements and medical notes you choose to share
- Emergency contact name and phone number
- Payment details — handled by our payment partner Protected Payment Services (PPS); we do not store full card numbers
- Records of your communications with us
3. How we use your information
- To enrol the passenger and deliver the booked tour
- To process payments and issue receipts
- To meet our regulatory obligations as a UK package travel organiser under the Package Travel and Linked Travel Arrangements Regulations 2018 ("PTRs")
- To communicate with you about your booking (confirmations, reminders, itinerary updates, emergency contact)
- To keep accounting and tax records as required by UK law
4. Who we share information with
We share only what is necessary to deliver your tour and meet our legal duties:
- Protected Trust Services (PTS) — our regulated trust provider; required to hold your money safely until services are delivered.
- Protected Payment Services (PPS) — our card payment gateway; processes card data on our behalf.
- Tour suppliers — airlines, hotels, ground transport, attractions and the like, only with the passenger details they require to provide their service.
- Your group leader — the school staff member coordinating your group can see enrolment and payment status for their passengers via our group leader portal.
- UK or US authorities — where required by law (for example, advance passenger information, lawful requests from law enforcement).
We do not sell or rent your personal information, ever.
5. International transfers
Because Explorenauts is based in the UK and our customers travel between the US, the UK and continental Europe, personal information moves between those jurisdictions. Transfers from the EEA / UK to the US rely on the UK Government's adequacy regulations or, where applicable, Standard Contractual Clauses.
6. How long we keep it
Booking and accounting records are retained for seven years from the end of the financial year in which the booking was made, in line with UK statutory requirements. After that we delete or anonymise the records.
7. Your rights
Under the UK General Data Protection Regulation (UK GDPR) you have the right to access the personal information we hold about you, to ask us to correct it, to ask us to delete it where we no longer need it, to object to certain uses, and to ask us to restrict how we use it. Email payments@explorenauts.com to exercise any of these rights — we'll respond within one month.
If you believe we've mishandled your information you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.
8. Cookies
Our website uses only essential cookies needed to keep you signed in to the group leader portal and to remember your enrolment progress during sign-up. We do not use advertising or third-party tracking cookies.
9. Changes to this policy
If we materially change how we handle your information we'll update this page and, where appropriate, email customers whose data is affected. The date at the top of this page reflects the latest update.