Privacy notice

This notice explains how Atlas51 uses personal data when you contact us, apply for or book a trip, request a brochure, subscribe to Field Notes or allow Analytics or Marketing cookies on this website.

1. Who we are and how to contact us

ATLAS51 LTD ("Atlas51", "we", "us", "our") is registered in England and Wales under company number 17341166. Our registered office is 2 Beeches Road, London, England, SW17 7LZ.

For privacy questions or to exercise your rights, email tommy@atlas51.co or write to us at our registered office.

2. Information we collect

Enquiries, applications and community interest. We collect the information you give us: your name, whether you would rather we replied by email or by phone, and your email address and mobile number — the one you prefer is required, the other is optional, so that we have a second way to reach you if the first does not work. We also collect the trip and departure you are asking about where applicable, your message, and relevant suitability responses. If you register interest in a UK gathering or Cornwall dates, we collect the listed opportunity, any optional practical note and the source of the request so we can reply about it. We may also collect referral information and technical abuse-prevention metadata, such as IP address and user agent.

Brochure requests. We collect your email address, the trip brochure you request, the trip-page path, the time of the request and when our server finishes supplying the PDF. We use these details to fulfil and record that request, including a delivery timestamp; this does not tell us whether you read or saved the file. The form has a separate, optional, unticked choice asking whether Atlas51 may email you about that trip's availability, dates and updates. If you choose it, we record your choice, the time and the version of the wording shown, and use your email for those trip-specific updates only. You can stop these emails at any time by replying to one or emailing tommy@atlas51.co. A brochure request does not subscribe you to Field Notes, and the trip-email choice is separate from Field Notes and marketing. We set a necessary, first-party HttpOnly cookie called atlas_brochure_<trip-slug> for one hour after recording the request, so this browser can download the private PDF. The cookie contains a random grant, not your email; only its hash is stored with the request.

Stories from the Field and community invitations. If you subscribe, we collect your email address, your marketing-consent record and sign-up source, together with subscription and Resend synchronisation status. Community invitations are sent only when you have actively selected the separate wording that includes them; existing Stories from the Field subscribers are not added to that audience automatically.

Saved trips on this device. When you use Save in the film reader, we keep your chosen trips in local storage as atlas51_saved_trips. This holds only references to those trips, not your name, contact details or an analytics identifier, and is not sent to Atlas51 or shared between devices. We write it only when you save or remove a trip. It works independently of your Analytics and Marketing choices and stays until you remove the trips or clear site storage.

Cookie choices. We record your Analytics and Marketing choice in our atlas_consent preference record. Each choice is off until you turn it on, and you can change either at any time using Cookie settings in the site footer.

Analytics, only if you allow it. If you allow Analytics cookies, we set a random visitor identifier and a record of how you arrived: the campaign tags or the website that referred you, the page you landed on, and any advertising click identifier carried in the link you followed. Google Analytics 4 (GA4) then receives information about how you use the site: the pages you view, the trips you look at, the catalogue filters you use, the trip cards and links you click, how far down a trip page you read and which sections you open, whether a film plays and whether it finishes, whether you share a page, the website a link takes you to when you leave us, whether you start a form, which step of a form failed and whether a submission succeeded, whether a brochure request succeeded and whether you clicked its download link. These events name the trip and the type of action. They never include what you typed into a form, your name, email address, phone number or message, and never the address bar query string. Before you allow Analytics cookies, the Google tag is not loaded and nothing is sent to Google.

With Analytics consent, our games also send coarse events for game loading, starts, retries, completion or failure, sharing and active play time. These events do not include your route trace, score table, name or other free-text entries.

Basic game play counts, separately from Google Analytics. To understand use of and improve our games, we keep one daily total of run starts for each game, including full restarts. Pausing or recovering at a checkpoint does not add another play. The count request contains only the game name. The totals contain no visitor identifier, IP address, referrer or individual play history, and are not used for advertising. They are approximate play totals, not unique-player counts. Our hosting providers still process ordinary connection information to deliver and protect the website; this is separate from the aggregate counter.

Basic counts work without Google Analytics consent. You can object at any time, free of charge, using Game play counts; the same link is available in both games before play and when paused. We also respect browser Do Not Track and Global Privacy Control signals. We store only your requested on/off preference in atlas_game_play_counts local storage until you change it or clear site storage. No default preference or tracking identifier is written. Your choice applies to future starts in that browser; daily totals cannot be linked back to or removed for a particular person.

Marketing, only if you allow it. If you allow Marketing cookies, we load the Meta Pixel from Meta Platforms. It receives the pages and trips you view and whether an enquiry, application or Field Notes sign-up succeeded, so that we can measure advertising on Meta's platforms and, in time, show relevant adverts there. The pixel sets its own cookies on our site. We do not send Meta your name, email address, phone number or anything you typed into a form. Before you allow Marketing cookies, no Meta script loads and nothing is sent to Meta, whatever your Analytics choice.

Bookings. When you book a trip with us, we collect what we need to arrange and deliver it: the names, dates of birth, passport details and contact details of everyone travelling; emergency contacts; travel insurance details; dietary requirements; health and fitness information, including your answers to our health questionnaire and any doctor's letter; and records of your payments and refunds. Your payments go into a trust account run by Protected Trust Services.

Please do not submit detailed medical information, passport details or payment-card information through an enquiry or application form. We will ask for what we need, securely, when you book.

3. How we use information

• To fulfil and record a brochure request; if you choose the separate, optional trip-email permission, to send availability, date and update emails about that trip only.
• To respond to an enquiry, application or community-interest request, discuss a possible trip or gathering and assess relevant suitability information.
• To arrange, deliver and support a trip you have booked: sharing what our operators and suppliers need, keeping you safe, helping in an emergency, and handling payments, refunds and complaints.
• To administer our records, prevent abuse, investigate delivery or security issues, and operate the website and its forms.
• To send Stories from the Field marketing only where you have chosen to subscribe, and occasional community invitations only where you have chosen that additional scope; and to manage unsubscribes and suppression.
• With your Analytics consent, to understand how people use and move through the site, including which trips draw attention, where a form is abandoned and whether a submission succeeds, and to attribute an enquiry to the campaign that produced it, so that we can improve both. This does not include Google Ads or session replay.
• With your Marketing consent, to measure advertising on Meta's platforms and build audiences for it from the trips people view on this site. We do not use Google advertising.

4. Our lawful bases

Where you ask us to take steps in connection with a possible trip arrangement, we use your information to take steps at your request before entering into a possible contract. When you book, we use your information to perform our contract with you and to meet our legal obligations, such as accounting, tax and package travel records.

We use health information only to keep you safe and deliver your trip. We rely on your explicit consent, which you give when you complete our health questionnaire, and in an emergency we may share it where that is necessary to protect someone's life. If you withdraw your consent, we may not be able to let you take part in the trip. We rely on your consent for optional trip-specific emails after a brochure request; you can withdraw it by replying to one of those emails or writing to tommy@atlas51.co. We also rely on our legitimate interests in responding to enquiries, running and improving our operations, keeping appropriate records, and protecting the website and people who use it from misuse and security threats.

For Stories from the Field marketing, and for occasional community invitations where you selected them, we rely on your consent. One unsubscribe stops both types of marketing email. You can withdraw it at any time by using the unsubscribe link in an email or by emailing us. Registering interest in an event or date is separate; you can update or withdraw that request by replying to its receipt or emailing us.

For Analytics and Marketing cookies and the related storage and access technologies, we rely on your consent. You can withdraw either at any time using Cookie settings in the site footer.

5. Who receives information

Access is limited to authorised Atlas51 personnel and our service providers that host the website, provide database services or deliver email. Google provides Google Analytics 4 where you have allowed Analytics cookies. Meta Platforms Ireland Limited receives Meta Pixel information where you have allowed Marketing cookies. We share information with a trip operator only later where it is necessary to progress a specific enquiry or arrangement, and after appropriate notice has been given.

When you book, we share the information needed with the operators, guides, accommodation and transport providers who deliver your trip; with Protected Trust Services, which runs our trust account and holds booking and payment records for us; with insurers and emergency assistance providers where needed; and with public authorities, such as immigration or customs, where the law requires. Protected Trust Services may contact you directly where needed to protect your money or your trip.

6. International transfers

Some of our providers, including Google for consented Analytics and Meta for consented Marketing, may process personal data outside the United Kingdom. Where an international transfer is needed, we use the safeguards required by applicable data-protection law, such as an adequacy decision or appropriate contractual safeguards. You can ask us for more information.

Many of the operators who deliver our trips are outside the United Kingdom, in countries whose data protection laws may differ from ours. We send them only what they need to deliver your trip, on the basis that the transfer is necessary to perform our contract with you.

7. How long we keep information

We keep enquiry, application and community-interest information while we are responding and for as long as reasonably needed for records, legal obligations or to resolve a query, then delete or anonymise it. We keep Stories from the Field subscriber information until you unsubscribe or we stop the list, after which we retain only the minimum suppression record needed to respect that choice.

We keep brochure-request records, including any optional trip-email choice and its audit details, only for as long as reasonably needed to fulfil the request, maintain appropriate records or resolve a query, then delete or anonymise them. Download grants expire after one hour.

We keep booking and payment records for six years after your trip ends, to meet accounting and tax rules and to deal with any claim. We delete health questionnaires and doctor's letters 12 months after your trip ends, unless we need them for an incident, complaint or claim.

The atlas_consent cookie is set for 180 days; the same current choice may also be held in local storage until you change it or remove it through your browser. The visitor identifier and the arrival record set after an Analytics choice last 180 days. Google Analytics event data is retained according to the setting configured for the Atlas51 GA4 property. Meta's cookies last up to 90 days and Meta retains pixel data under its own policies. Our Cookie notice lists each cookie.

8. Your rights

Depending on the circumstances, you have rights to access, correct, erase, restrict or receive a copy of your personal data.

Your right to object: you can object at any time to processing based on our legitimate interests. We will stop unless we have compelling legitimate grounds or need the information for legal claims.

You can withdraw permission for trip-specific emails by replying to one of those emails or writing to tommy@atlas51.co. You can withdraw Stories from the Field and community-invitation consent together using an unsubscribe link or by emailing us. You can update or withdraw a community-interest request by replying to its receipt or emailing us; this is separate from marketing consent. You can withdraw Analytics or Marketing consent using Cookie settings in the site footer. Withdrawing consent does not affect processing already carried out before withdrawal.

You also have the right to complain to the Information Commissioner's Office.

9. What this site does not offer

The site does not make automated decisions about you and does not offer online payment, customer accounts or online booking. Trips are booked with us directly.

10. Changes to this notice

We may update this notice when our processing changes. The date at the top of this page shows when it was last substantively updated.