Privacy Policy

Out of Office Collective Privacy Policy

Last Updated: 01.02.2026

Welcome to Out of Office Collective.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, book trips, join our community, or otherwise interact with us.

By using our website (https://www.outofofficecollective.co.uk), WeTravel booking pages, Discord server, events, trips, forms, communications, or any other services provided by Out of Office Collective Ltd, the data controller of your personal information (collectively referred to as the “Services”), you agree to the terms outlined in this Privacy Policy.

Who We Are (Data Controller)

Out of Office Collective Ltd is the data controller responsible for your personal information.

This means we determine how and why your personal data is collected and used in connection with our Services.

If you have any questions about this Privacy Policy or how your data is handled, you can contact us at: hello@outofofficecollective.co.uk

1. Information We Collect

We collect different types of personal information depending on how you interact with our Services.

a) Website sign-ups and community membership

When you sign up via our website or join our community, we may collect:

  • First name

  • Last name

  • Email address

  • Phone number

  • Date of birth

We use this information to manage your membership, communicate with you, and confirm eligibility for our community.

b) Trip bookings via WeTravel

When you book a trip through WeTravel, we may collect:

  • First name

  • Last name

  • Email address

  • Phone number

  • Date of birth

  • Gender

  • Pronouns

  • T-shirt size

  • Booking and payment information

Payments are processed via WeTravel. We do not store full payment card details.

c) Post-booking travel information (via WeTravel)

After booking, we may request additional information through WeTravel forms, including:

  • Full name (as on passport)

  • Middle name (if applicable)

  • Last name (as on passport)

  • Preferred name

  • Country of residence

  • Nationality

  • Passport number

  • Passport expiry date

  • Dietary requirements

  • Roommate / rooming preferences

  • Arrival and departure dates

  • Flight landing and departure times

  • Flight numbers

This information is required to organise accommodation, logistics, transfers, supplier coordination, and to ensure your safety and smooth delivery of the trip.

d) Discord community and group chats

When you join or participate in our Discord server or community spaces, we may collect:

  • First name

  • Last name

  • Date of birth

  • Location

  • Gender

  • Username or profile information

  • Messages, interactions, and content you choose to share

We use this information to manage the community, organise events and trips, moderate discussions, and maintain a safe environment.

e) Events, forms and other interactions

When you attend events, complete forms, or contact us, we may collect:

  • First name

  • Last name

  • Date of birth

  • Dietary or accessibility requirements

  • Preferences and feedback

  • Communication history

2. How We Collect Information

We collect personal information in the following ways:

Directly from you

When you sign up to the Collective, join our community, book a trip, complete forms, attend events, or contact us.

Through WeTravel

When you book trips, make payments, and submit booking or post-checkout information through our WeTravel platform.

Through Discord and community platforms

When you join and interact within our Discord server and trip/community chats.

Automatically

Through cookies and similar technologies when you use our website (e.g. analytics, device and usage data).

3. Use of WeTravel (Third-Party Booking Platform)

We use WeTravel as our booking and trip management platform.

When you make a booking or submit travel information, your data is processed through WeTravel on our behalf. WeTravel acts as a data processor and may process your data in accordance with their privacy policy:

https://www.wetravel.com/privacy

We only collect information via WeTravel that is necessary to manage bookings, coordinate logistics, communicate updates, and meet legal or travel requirements.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience, analyse behaviour, and enhance our Services.

You can manage cookies through your browser settings.

5. How We Use Your Information

  • Manage bookings and deliver trips

  • Coordinate accommodation, transfers, and logistics

  • Communicate important updates and support

  • Verify identity and booking details where required

  • Manage and moderate our community

  • Improve our Services and user experience

  • Comply with legal and regulatory obligations

6. Lawful Basis for Processing (UK GDPR)

We process your data under the following lawful bases:

  • Contract: to provide events, trips, bookings, and Services you have requested

  • Legitimate interests: to operate and improve our community and Services

  • Legal obligation: to comply with applicable laws and regulations

This includes processing essential travel information such as passport details, where necessary to fulfil your booking, coordinate with suppliers, and comply with applicable travel and legal requirements.

Where we process higher-risk or sensitive information (such as dietary requirements or other personal preferences), we do so only where necessary for your trip experience, safety, or wellbeing, and in accordance with UK GDPR.

7. Data Sharing

We do not sell or rent your personal information.

We may share your data with:

  • Service providers (e.g. WeTravel, accommodation providers, activity operators, transport providers) where necessary to deliver your trip

  • Operational tools used for communication and analytics

  • Legal authorities where required by law

8. Discord and Community Platforms

We use Discord to host our community and trip-related group chats.

When you participate, we may collect and process information such as your name, date of birth, location, gender, username, and any content you choose to share.

We use this information to manage the community, organise trips and events, moderate interactions, and maintain a safe environment.

Discord has its own privacy policy, and we recommend reviewing it to understand how your data is processed on their platform.

9. Targeted Communications and Consent

By signing up or booking with us, you agree to receive communications related to community updates, trips and/or your bookings. 

You may also receive marketing communications, which you can opt out of at any time.

10. Your Choices

  • Access or update your personal information

  • Request deletion of your data

  • Opt out of marketing communications

To do so, contact us at hello@outofofficecollective.co.uk

11. Data Retention

We retain your personal information only as long as necessary to:

  • Deliver our Services

  • Meet legal and regulatory requirements

  • Resolve disputes and enforce agreements

12. Your Rights (UK GDPR)

  • Access your personal data

  • Request correction or deletion

  • Restrict or object to processing (where applicable)

To exercise your rights, contact us at hello@outofofficecollective.co.uk

13. International Data Transfers

As we operate internationally, your data may be transferred outside your country of residence.

We take appropriate safeguards, such as relying on trusted service providers and standard contractual protections, to ensure your data remains protected.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of our Services constitutes acceptance of any updates.

15. Contact Us

If you have any questions, please contact:

hello@outofofficecollective.co.uk

By using our Services, you consent to the terms of this Privacy Policy.

Thank you for being a part of the Out of Office Collective community!