Privacy Policy

Who we are

Outfitter Bicycle Tours, LLC (“OBT,” “we,” “us”) runs guided and self-guided cycling tours in the United States, France and Italy, and operates the Motorsports Tours division.

This policy explains what personal information we collect through outfittertours.com, our registration forms, email, phone, social media and our tours, how we use it, who we share it with, and the choices you have. It applies to guests, prospective guests, newsletter subscribers, affiliates and anyone who visits our website.

The short version

We collect what we need to book and run your tour safely: contact details, travel details, bike sizing, and any medical or dietary information you choose to share.
We share it only with the people who help deliver your trip (hotels, guides, transfer and bike rental partners) and the service providers who run our business.
We do not sell your personal information.
You can unsubscribe from marketing at any time, and you can ask us to access, correct or delete your information by emailing info@outfittertours.com.

Information we collect

Information you give us

Category	Examples	When we collect it
Contact details	Name, email, phone, mailing address	Inquiries, newsletter sign-up, registration
Registration and travel details	Date of birth, citizenship, tour and dates, room preference, roommate name, emergency contact name, phone and email	Registration
Bike fit and gear	Height, inseam, bike type and size, pedal and saddle preferences, jersey size	Registration
Riding background	Cycling experience, previous OBT tours	Registration
Health and dietary information	Medical conditions that could affect your safety, dietary restrictions, medical proxy authorization	Registration (optional except where needed for your safety)
Parent or guardian details	Name, phone and email of the parent or guardian registering a minor	Registration of a guest under 18
Payment information	Billing name and payment details	Deposit and final payment
Marketing and referral details	How you heard about us, favorite bike shop, discount or referral codes	Registration, referral and affiliate programs
Communications	Emails, calls, messages, reviews and testimonials	Whenever you contact us

Bookings and payments are handled through WeTravel, our booking and payment platform. WeTravel collects your booking and payment details on our behalf and shares your booking information with us. We do not receive or store your full card number. WeTravel’s own privacy policy also applies to the information it collects.

We do not collect passport numbers or other government ID numbers.

Information collected automatically

When you visit our website, we and our service providers collect device and usage information such as IP address, browser type, device type, approximate location (city or region), pages viewed, referring website and time on site. We use cookies, pixels and similar tools to do this, including Google Tag Manager and Google Analytics. See Cookies and tracking below.

Information from others

We may receive information about you from a friend or past guest who refers you, from our affiliates and travel partners, from a travel companion who registers you as a roommate, and from social media platforms when you interact with our pages.

When we receive information about you from someone else, such as a travel companion or a friend who referred you, we will tell you that we hold it, usually in your booking confirmation or our first email to you.

Sensitive information

Some information you share with us is sensitive, including health conditions, dietary needs, date of birth and citizenship. We use it only to plan and run your tour safely, meet hotel and border requirements, and respond in an emergency. We share it only with the guides, accommodation and emergency or medical providers who need it for those purposes. You consent to that use by ticking the health information checkbox on our booking form. You can decline to provide optional health information, though it may limit our ability to support you on tour.

How we use your information

To book and deliver your tour: confirm your registration, reserve accommodation, size your rental bike, plan meals, arrange transfers and send your tour packet.
To keep you safe: share relevant health information with guides, contact your emergency contact, and arrange medical care if you are injured or ill.
To take payment and manage your account: process deposits, final payments, refunds and discounts.
To communicate with you: answer questions, send trip updates and handle feedback.
To market our tours: send newsletters and offers, run referral and affiliate programs, and measure which campaigns work. You can opt out at any time.
To run and improve our website: analyze traffic, fix problems and prevent fraud or misuse.
To meet legal obligations: keep tax and accounting records, respond to lawful requests, and enforce our Terms and Conditions and Waiver.

Artificial intelligence tools

We do not currently enter guest information into artificial intelligence (AI) tools. We may use AI tools in the future to help draft emails, plan itineraries or answer questions. If we do:

We will use providers that are contractually barred from using our guests’ information to train their models.
We will not enter health information or payment details.
A member of our team will review AI output before it is sent to you or used in planning your tour.
We will not use AI to make decisions that significantly affect you, such as accepting or declining a booking, without human review.

Before we start using AI tools with guest information, we will update this policy and name the providers we use.

Who we share it with

We do not sell your personal information for money. Our advertising pixels may count as “sharing” or “targeted advertising” under some state laws, and you can opt out as described under Your privacy rights. Otherwise, we share your information only as follows:

Tour suppliers: hotels, B&Bs, local guides, transfer companies, bike rental partners and event organizers in the countries you travel to, limited to what they need to serve you.
Service providers: companies that host our website, handle bookings and payments (WeTravel), send email (Mailchimp), provide analytics and advertising tools (Google and Meta), and support our bookkeeping. They may use your information only to provide services to us.
Emergency and medical providers: when needed to protect your health or safety.
Referral and affiliate partners: only to confirm that a booking qualifies for a reward. We do not share your health, payment or travel details with them.
Legal and safety: when required by law, court order or government request, or to protect the rights, property or safety of OBT, our guests or others.
Business transfer: if OBT is sold or merged, your information may transfer to the new owner, who must honor this policy.
With your consent: for any other purpose you agree to.

Cookies and tracking

Cookies are small files stored on your device. We use:

Essential cookies that make forms and checkout work.
Analytics cookies (Google Analytics, loaded through Google Tag Manager) to understand how visitors use the site.
Advertising cookies and pixels (the Meta Pixel and Google Ads tags) that measure our ads and show you relevant ads on Facebook, Instagram, Google and other sites.

You can change your choices at any time through the Manage cookies link in our website footer, block or delete cookies in your browser settings, opt out of Google Analytics at tools.google.com/dlpage/gaoptout, adjust Google ad preferences at adssettings.google.com, and adjust Meta ad preferences in your Facebook or Instagram Accounts Center. Blocking essential cookies may stop registration from working. Where required by law, we ask for your consent before setting non-essential cookies, and we treat a Global Privacy Control signal as a request to opt out of targeted advertising. Our site does not respond to browser Do Not Track signals, which have no agreed industry standard.

Email

We send tour news and offers only if you sign up for our newsletter on our website or tick the newsletter box when you book. Every marketing email identifies us, includes our mailing address and an unsubscribe link, and we act on unsubscribe requests within 10 business days, and you can also email info@outfittertours.com. We will still send messages about a tour you have booked. We do not send marketing text messages.

Photos and video on tour

Our guides may take photos and video on tour and use them in our marketing, as described in our Terms and Conditions. If you would prefer not to appear in our marketing, tell your guide or email us and we will not feature you going forward.

How long we keep it

We keep personal information only as long as we need it for the purposes above or as the law requires.

Information	How long we keep it
Health and dietary details	Deleted within 12 months after your tour ends, unless needed for an insurance claim or legal matter
Registration, waiver and booking records	7 years after your tour, for tax, accounting and legal claims
Payment records	7 years after the transaction (card numbers are held by our processors, not by us)
Newsletter and marketing data	Until you unsubscribe or ask us to delete it
Inquiries from people who do not book	Up to 3 years after our last contact
Website analytics	Up to 14 months

How we protect it

Our website uses encrypted connections (TLS/HTTPS). Card payments are processed by providers that meet the Payment Card Industry Data Security Standard (PCI DSS). We limit access to personal information to staff and contractors who need it, and we require our service providers to protect it. No system is completely secure, so we cannot guarantee absolute security.

If a security breach affects your personal information, we will notify you and the appropriate authorities as required by law, including the North Carolina Identity Theft Protection Act and the breach notification laws of Canada, Australia and New Zealand where they apply.

Your privacy rights

For everyone

Wherever you live, you can ask us to:

Tell you what personal information we hold about you and give you a copy
Correct information that is wrong or incomplete
Delete your information, unless we must keep it for legal, tax or safety reasons
Stop sending you marketing
Stop using your information for targeted advertising

Email info@outfittertours.com or call +1 877 275 9241. We will verify your identity before acting, usually by matching details we already hold, and respond within 30 days (20 working days for New Zealand residents). You may use an authorized agent if you give them written permission. We will not charge you or treat you differently for using these rights.

US state residents

Several US states, including California, Colorado, Connecticut, Virginia and others, give residents specific privacy rights. We honor the rights above for every guest, whether or not a state law applies to OBT. If we decline your request, you can appeal by replying to our decision with “Appeal” in the subject line, and we will respond within 60 days. If you are unhappy with the result, you may contact your state Attorney General.

Guests in the European Economic Area, United Kingdom and Switzerland

If you are in these regions, OBT is the controller of your personal information. We rely on these legal bases:

Contract: to book and deliver your tour
Consent: for health information, marketing and non-essential cookies. You can withdraw consent at any time.
Vital interests: to get you help in a medical emergency
Legitimate interests: to run, secure and improve our business, where your rights do not override those interests
Legal obligation: to keep required records

You also have the right to object to processing, restrict processing, receive your data in a portable format, and complain to your local data protection authority (for example the CNIL in France, the Garante in Italy or the ICO in the UK).

Guests in Canada, Australia, New Zealand and other countries

We follow the privacy laws that protect you at home, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec’s Law 25, Australia’s Privacy Act 1988 and the Australian Privacy Principles, and New Zealand’s Privacy Act 2020.

Consent: We ask for your consent for health information and marketing. You can withdraw it at any time, and we will tell you if that affects our ability to deliver your tour.
Anonymity: You can ask general questions about our tours without giving your name. We need your details to book.
Overseas disclosure: Your information is held in the United States and shared with suppliers in the countries on your itinerary. These countries may not have privacy laws equivalent to yours, so we share only what each supplier needs and require them to protect it. For Quebec residents, we assess the protection your information will receive before it leaves Quebec.
Access and correction: You can see and correct the information we hold about you. We respond within 30 days, or 20 working days for New Zealand residents.
Complaints: Contact our Privacy Officer first (see Contact us). If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada, the Commission d’accès à l’information du Québec, the Office of the Australian Information Commissioner or the Office of the Privacy Commissioner New Zealand.

If you live anywhere else, you can use the rights under For everyone and contact your local data protection authority.

International transfers

OBT is based in the United States, and your information is processed there. To deliver tours, we also transfer information to suppliers in the countries on your itinerary, currently France and Italy. Our service providers (such as WeTravel, Mailchimp, Google and Meta) may store or process information in the United States and other countries. Where the law requires, we protect transfers with safeguards such as the European Commission’s Standard Contractual Clauses or providers certified under the EU-US Data Privacy Framework.

Children

Our website is not directed to children under 13, and we do not knowingly collect personal information online from them, in line with the Children’s Online Privacy Protection Act (COPPA). Guests under 18 may join a tour only when a parent or legal guardian registers them and provides their information. If you believe a child under 13 has given us information directly, contact us and we will delete it.

Links to other websites

Our site links to other websites, including booking partners, event organizers and social media. Their privacy practices are governed by their own policies, not this one.

Changes to this policy

We may update this policy as our business or the law changes. We will post the new version here with a new effective date. If we make a material change, we will also notify guests by email before it takes effect.

Contact us

Outfitter Bicycle Tours, LLC, USA Email: info@outfittertours.com Phone: +1 877 275 9241 (USA and Canada, toll free)

Privacy Officer: Jamie Gilpin, Owner, info@outfittertours.com. Our Privacy Officer handles all privacy questions, requests and complaints.