Twelve Pilgrims Members Area — Privacy Policy

Effective Date: 27/10/2025

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Twelve Pilgrims Travel (“we”, “us”, “our”) is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, and protect your personal data when you use the Twelve Pilgrims Members Area (the “Platform”).

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1. Who We Are

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Twelve Pilgrims Travel is a trading name of Twelve Pilgrims Ltd, registered in [England and Wales], company number 16728905, with its registered office at Twelve Pilgrims Travel Ltd. Office Address:182-184, 14743 High Street, North East Ham, London, E6 2JA.

If you have any questions about this policy or your data rights, you can contact us at:

Email: info@twelvepilgrims.co.uk
Website: www.twelvepilgrims.co.uk

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2. The Data We Collect

When you join or use the Members Area, we may collect the following personal information:

a. Information you provide directly

• Full name

• Email address

• Username and password

• Contact details (e.g. phone number, if provided)

• Profile information (bio, photo, church affiliation, etc.)

• Messages, posts, or comments shared within the Platform

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b. Information collected automatically

• Login data, browser type, and device information

• Usage data (e.g. pages viewed, time spent)

• IP address and approximate location for security purposes

We do not collect sensitive data (such as religion, health, or ethnicity) unless you choose to share it in your profile or posts. You can edit or delete such data at any time.

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3. How We Use Your Information

We use your personal data to:

• Manage your member account and provide access to the community

• Facilitate communication between members in a safe, structured way

• Send important updates or community notifications

• Monitor usage for security and performance

• Comply with legal obligations and enforce our Terms & Conditions

We will never sell your data to third parties.

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4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing:

• Contract: to provide you with access to the Platform and its features.

• Legitimate interests: to maintain a safe and active community, prevent misuse, and improve our service.

• Consent: for optional communications such as newsletters or promotional updates (you can withdraw consent at any time).

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5. Sharing Your Data

We may share limited data only when necessary:

• With our trusted IT and hosting providers who maintain the Platform.

• With law enforcement or regulators if required by law.

• Within Twelve Pilgrims Ltd for internal business purposes (never external companies for marketing).

All third-party processors are contractually bound to comply with UK GDPR standards.

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6. Data Visibility Between Members

Your name, profile, and any content you post (such as group discussions or tour plans) may be visible to other members within the Platform.
We encourage you to share only information you are comfortable making visible to others.

Email addresses and contact details are never publicly displayed unless you choose to share them voluntarily.

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7. Data Retention

We keep your data for as long as you maintain an active membership.
If you close your account or request deletion, your personal data will be permanently deleted within 30 days, except for limited information required for legal or administrative purposes.

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8. Your Data Rights

You have the following rights under the UK GDPR:

• Right of access: request a copy of your data.

• Right to rectification: correct inaccurate or incomplete information.

• Right to erasure: request deletion of your data.

• Right to restrict processing: ask us to pause certain uses of your data.

• Right to data portability: obtain your data in a readable format.

• Right to object: object to certain processing (e.g. marketing).

To exercise these rights, contact us at info@twelvepilgrims.co.uk. We will respond within 30 days.

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9. Cookies and Analytics

We may use cookies or analytics tools to:

• Remember your login session.

• Measure Platform performance.

• Improve usability and security.

You can adjust your browser settings to refuse cookies, though some features may not function properly.

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10. Security

We take your privacy seriously and apply appropriate technical and organisational safeguards, including encryption, secure hosting, and limited staff access.
However, no system is completely immune from risks, so please use strong passwords and be cautious when sharing personal details online.

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11. Children’s Privacy

The Platform is intended for users aged 18 and above.
We do not knowingly collect data from minors.

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12. International Transfers

We store and process your data within the United Kingdom or other countries that provide an equivalent level of data protection under UK GDPR.
If data is transferred outside the UK, we ensure appropriate safeguards are in place.

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13. Changes to This Policy

We may update this Privacy Policy from time to time.
We will post any updates on this page and, where appropriate, notify members by email.
The “Effective Date” above indicates when it was last updated.

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14. Complaints

If you are unhappy with how we handle your data, please contact us first at [insert email].
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk.

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15. Contact Us

For any privacy or data protection queries, please contact:
Data Protection Officer
Twelve Pilgrims Travel
info@twelvepilgrims.co.uk