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Project, Expedition & Media Privacy Notice

 

explore4knowledge (E4K) – Project, Expedition & Media Privacy Notice

Last updated: [1 Jan 2026 ]
This notice applies to E4K projects and expeditions, including corporate, NGO and education programmes, and to the use of our websites and participant portals.

1. Who we are

United Kingdom (UK GDPR)

Data controller: explore4knowledge / e4k®TRAVEL™ Ltd / e4k®CONSULTING™ Ltd (as applicable to the service)
Registered in: England and Wales, United Kingdom

South Africa (POPIA)

Responsible party: explore4knowledge® e4k®FUND NPC‑PBO and/or the relevant South African E4K operating entity (as applicable)

Privacy contact (all requests): info@explore4knowledge.com
Please use the subject line: “Data Protection / POPIA”.

If a project is delivered with partners (for example WWF or Reckitt), the project may involve joint processing or separate controllers. In those cases, each organisation will process personal data only for agreed project purposes and in line with the consents and choices you make.

2. What this notice covers

E4K designs and delivers expedition travel and tour operations, education and training programmes, corporate sustainability experiences, conservation fieldwork, consulting, and documentary/media production.

This notice explains:

  • what we collect

  • why we collect it

  • how we share it

  • how long we keep it

  • your rights under UK GDPR and POPIA

3. Personal data we collect

We collect only what we need to plan, deliver, safeguard and document projects.

3.1 Identity and contact

  • Name, surname

  • Email, phone number

  • Organisation, school, role

  • Date of birth (where required)

3.2 Travel, booking and logistics (where relevant)

  • Passport and nationality details (where required for bookings / accommodation registration)

  • Flight and transport details

  • Accommodation details

  • Dietary requirements

  • Insurance details

  • Emergency contact information

3.3 Health, safety and safeguarding (where relevant)

  • Medical or accessibility information you choose to provide (including allergies)

  • Risk, incident and safeguarding records

  • Safety briefings, participation confirmations

3.4 Participation and programme delivery

  • Attendance and participation records

  • Training outcomes, evaluations, feedback

  • Communications with E4K (email, phone, messaging platforms)

3.5 Media and storytelling

  • Photographs, video and audio recordings

  • Interviews, voice recordings

  • Expedition documentation footage

  • Captions or contextual information used to describe the project (for example role or location)

3.6 Website / portal usage data

When you use our websites and portals we may collect:

  • device and browser information

  • IP address and approximate location

  • pages viewed, referral URLs, timestamps

  • form submissions

This may be collected via cookies and similar technologies (see section 10).

4. How we collect personal data

We collect personal data when you:

  • enquire, apply, register, or book

  • submit forms on our websites or portals

  • communicate with us (email/phone/in person)

  • participate in a project

  • appear in media captured during a project

You may also provide data about other people (e.g., fellow travellers). If you do, you must ensure they understand this notice and you have authority to share their data.

5. Why we use your data (lawful basis)

We use different lawful bases depending on what we’re doing.

5.1 Project delivery, travel operations and safety

UK GDPR basis: contract necessity and/or legitimate interests
POPIA basis: performance of a contract and/or legitimate purpose

We use data to:

  • plan and operate travel and expedition logistics

  • manage bookings and supplier arrangements

  • communicate essential project information

  • manage safety, risk, welfare and safeguarding

  • deliver education, training and field activities

  • monitor and evaluate outcomes

  • report project outcomes to partners, funders and regulators

5.2 Legal, insurance and regulatory compliance

We may process and retain data to:

  • meet legal obligations (financial/audit/insurance/immigration/accommodation registration)

  • manage incidents, claims, disputes, safeguarding requirements

5.3 Optional marketing and communications

UK GDPR basis: consent and/or legitimate interests (depending on the channel and relationship)
We send newsletters or promotional updates only where you have opted in, or where we have a lawful basis to do so under applicable marketing rules. You can opt out at any time.

5.4 Media and public storytelling

UK GDPR basis: consent (for identifiable personal media)
Identifiable media (e.g., interviews/portraits/clear close-ups) is used only if you provide consent through the relevant media consent agreement.

Non-identifiable project media (where individuals are incidental and not reasonably identifiable) may be used for reporting, educational and documentary purposes, as described in the media consent agreement.

6. Who we share data with

We share personal data only where necessary for project delivery or the purposes described above, including with:

  • project partners (e.g., WWF, Reckitt) where relevant to the project

  • funders and grant providers (reporting and audit)

  • accommodation providers and destination operators

  • airlines/transport providers

  • insurers and emergency responders (where needed)

  • professional advisers (legal, finance, audit)

  • IT, communications and media service providers acting on our instructions

  • platforms where you have consented to identifiable media being published (e.g., social media/video platforms)

We do not sell personal data, and third parties are not allowed to use it for unrelated marketing.

7. International transfers

Because projects operate internationally, personal data may be accessed or processed outside the UK and South Africa.

Where international transfers occur, we use appropriate safeguards such as:

  • contractual data protection clauses (e.g., UK IDTA / SCCs where applicable)

  • access controls and security requirements

  • confidentiality and processor agreements

8. Retention – how long we keep data

We keep personal data only as long as necessary for the purposes above.

Travel and tour operating records

We retain core travel/booking/participant records for up to 10 years (for operational, liability, insurance, and legal/audit reasons).

Typical retention periods (guide)

  • Identifiable media (with consent): up to 5 years from date of capture (unless withdrawn earlier), subject to legal exceptions

  • Non-identifiable project media: may be retained indefinitely for historical, educational and documentary use

  • Financial/audit records: retained for statutory periods

  • Safeguarding/incident records: retained as required by safeguarding and legal obligations

We may retain data longer where required to establish, exercise or defend legal claims.

9. Your rights

Under UK GDPR

You can request:

  • access to your personal data

  • correction of inaccurate data

  • deletion/erasure (where applicable)

  • restriction of processing

  • objection to processing (in some circumstances)

  • data portability (in some circumstances)

  • withdrawal of consent at any time (for consent-based processing)

You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Under South African POPIA

You can request:

  • access and correction

  • deletion of personal information (where applicable)

  • objection to processing in certain circumstances

  • to lodge a complaint with the Information Regulator

How to exercise rights: email info@explore4knowledge.com. We may request proof of identity to protect your information.

10. Cookies, analytics and online tracking

Our websites and portals may use cookies and similar technologies for:

  • essential site functionality

  • security and fraud prevention

  • analytics (to understand site usage)

  • optional marketing/advertising (where enabled)

You can manage cookie preferences via our cookie banner/settings (where available) and through your browser settings. If you disable cookies, some site features may not work.

Embedded content (e.g., videos, maps, social media embeds) may set cookies and collect data as if you visited that third-party site.

11. Security

We use reasonable technical and organisational measures to protect personal data, including access controls, least‑privilege handling, and secure storage practices. No system is 100% secure; however, we continuously work to protect data from unauthorised access, loss or misuse.

12. Disclaimer and Agreement of Carriage

Explore 4 Knowledge and Inspired Routes are committed to maintaining a safe, respectful, and lawful environment for all participants and stakeholders throughout the expedition.

Should any participant, staff member, Management Member, or Project Management Member act in a manner that:

  • Actively endangers or has the potential to endanger the safety, wellbeing, or security of any individual on the expedition (including but not limited to fellow participants, suppliers, transport providers, crew, lodge staff, or guides); or

  • Violates the laws or regulations of the host country; or

  • Seriously breaches expedition conduct standards or reasonable safety directives,

Explore 4 Knowledge and Inspired Routes reserve the right, at their sole discretion, to remove such individual from the expedition where it is deemed necessary to safeguard the wider group.

This right of removal rests with the Owner and/or their duly appointed representatives.

Duty of Care Upon Removal

In the event that a participant is removed from the expedition under this clause, Explore 4 Knowledge and Inspired Routes will exercise reasonable due diligence and duty of care by:

  • Arranging transport to the nearest international airport;

  • Providing one (1) night of accommodation; and

  • Covering one (1) day of meals (breakfast, lunch, and dinner),

at the company’s expense.

Following these arrangements, Explore 4 Knowledge and Inspired Routes shall bear no further liability or responsibility for the individual’s onward travel, costs, claims, losses, or any consequential expenses.

13. Changes to this notice

We may update this notice from time to time to reflect changes in our practices or legal requirements. The version in force at the time you provide data (or participate in a project) will apply, and we will record the version where appropriate.