Use the designated fields for any optional sensitive information. Please only provide information needed for your trip-planning request.

Privacy and your choices

Version fg-privacy-v1-2026-10-19 · 19 October 2026

Information we use

The trip brief asks for contact details, travel plans, traveller labels, preferences and optional practical requirements. Entries stay in the current page until you submit. Refreshing or leaving discards the draft. A downloaded copy remains on your device.

Submitting sends your brief and contact details to FieldGuide. They are stored with an order reference and a record of the privacy acknowledgement. Customer order access is provided through a private order link. Keep that link secure and do not share it. FieldGuide's authorised administrator can review customer orders.

Optional sensitive details

Allergies, health-related accessibility needs and some dietary requirements can reveal sensitive information. Keep these in the designated traveller sections only. At final review, we require a separate explicit-consent choice for each affected traveller. We record the consent wording version, the declared authority and a server timestamp.

You can remove these optional details and continue without providing consent. Changing a traveller's sensitive details resets their consent choice. If another adult is travelling, obtain their explicit agreement to this wording and notice before entering information on their behalf. A declaration is not a substitute for actually obtaining that permission. Children require an appropriate parental consent process.

Permission covers using these details to review and prepare the itinerary, including revisions and pre-travel checks. It is separate from agreeing to start paid planning early and from any marketing permission.

Why we use your information

FieldGuide uses ordinary personal information where it is necessary to take steps at your request before entering into a contract and to perform the contract if your trip is accepted. This includes reviewing your trip brief, preparing and delivering your itinerary, handling revisions, taking payment and providing customer support.

We may also process information where necessary for our legitimate interests in operating, securing and improving the service, preventing misuse, keeping appropriate business records and handling enquiries or complaints, provided those interests are not overridden by your rights and interests. Where we must keep or use information to meet a legal obligation, we rely on that obligation.

For optional information that amounts to special-category data, such as health-related accessibility information or information revealing religious beliefs through dietary requirements, FieldGuide relies on your explicit consent as described above. You can withdraw that consent at any time.

Providers and tracking

FieldGuide uses Cloudflare for hosting, access protection, database and file storage. Stripe processes customer payments. Hostinger provides the contact mailbox, and Resend provides transactional email delivery. Customer email and checkout are handled through the configured service providers. Do not include payment-card details in a trip brief.

Browser analytics are currently disabled. Necessary server-side order and security records still exist. There is no advertising consent or marketing opt-in in this form.

International transfers

Some of FieldGuide's service providers may process personal information outside the United Kingdom, including in the United States. Where UK personal information is transferred to a country that is not covered by an applicable UK adequacy decision, the relevant provider's contractual transfer safeguards apply, such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism where applicable.

Retention and deletion

FieldGuide uses scheduled retention reviews rather than deleting customer records blindly. Unaccepted enquiries are intended for review after 90 days of inactivity. Accepted trip briefs and itinerary files are intended for review after the trip, with unnecessary sensitive details removed sooner where appropriate. Financial, contractual, security or complaint evidence may need to be kept separately for longer.

A deletion request is recorded for manual review. Eligible local personal and sensitive data can be purged only after the order is no longer active. Provider copies and backups are reviewed separately so a local purge is not described as complete deletion until those steps are addressed.

Your data choices

Use the form below to record an access or deletion request for your FieldGuide order. It goes to the existing administration workflow for manual handling. It does not automatically delete documents or send an export.

Withdrawing sensitive-data consent

Email hello@fieldguidejourneys.com with your order reference and the traveller label concerned. Do not repeat medical details in the email. This opens your email app; it does not send a message until you send it. The request needs manual handling to stop the affected processing and address stored copies. Withdrawal does not make earlier lawful processing unlawful.

You can also contact that address about corrections, restrictions, objections or portability, where applicable. You can complain to the Information Commissioner's Office.

MileWilder purchases

If you buy a MileWilder adventure we use your email address, the order, the confirmations you ticked at checkout and their time, your billing country and the payment status from Stripe (we never receive your card details). We use them to deliver and support the purchase and to meet consumer and tax law (contract and legal obligation). Devices that open your guide are recorded as random, hashed session identifiers so we can apply the 6-device allowance. Lost-link requests are logged for 24 hours to prevent misuse. Order and consent records are kept for 6 years for tax purposes. We do not send marketing emails unless you separately ask for them. If you choose to enter where you are travelling from (on the MileWilder pages or in your guide), we send only the town name or the first half of the postcode to the free postcodes.io service to find an approximate location for a drive estimate; we do not store it, and in your guide it is saved only on your own device. If you open directions, the map service you choose (Google Maps or Apple Maps) receives what you entered under its own privacy terms.

Keeping this notice current

The controller is John Cusick trading as FieldGuide Journeys. The business address and contact details are shown above. FieldGuide reviews its provider, transfer and data-sharing disclosures when the service or its technology changes, so this notice reflects the current live setup.