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Privacy Policy

Soft Landing Club Privacy Policy

Last Updated: 23 September 2026

Welcome to Soft Landing Club.
 

This Privacy Policy explains how we collect, use, store, share and protect your personal information when you visit our website, join our community, register your interest in a trip, book or attend a trip, communicate with us, participate in a group chat or otherwise interact with Soft Landing Club.
 

For the purposes of this Privacy Policy, these activities are referred to collectively as our “Services.”

Who We Are

Soft Landing Club (“Soft Landing Club”, “we”, “us” or “our”) is responsible for determining how and why your personal information is collected and used in connection with our services.
 

Data Controller: Soft Landing Club Ltd

Contact: hello@softlandingclub.com

1. Information We Collect

We collect different types of personal information depending on how you interact with Soft Landing Club.
 

a) Website, waitlist and trip interest sign-ups
 

When you join a waitlist, register your interest in a trip, sign up for updates or submit an enquiry, we may collect information including:
 

  • First name

  • Last name

  • Email address

  • Phone number

  • Age or date of birth, where relevant

  • Country or location

  • Trip preferences or interests

  • Information you choose to include in forms or messages
     

We use this information to respond to enquiries, manage waitlists, understand interest in our trips and, where permitted, keep you updated about Soft Landing Club.
 

b) Trip bookings through WeTravel
 

When you book a Soft Landing Club trip through WeTravel, we may collect information including:
 

  • First name

  • Last name

  • Email address

  • Phone number

  • Date of birth

  • Country of residence

  • Booking details

  • Room type or occupancy selection

  • Payment status and transaction information

  • Information required to confirm eligibility for a particular trip
     

Payments are processed through WeTravel and its payment providers. Soft Landing Club does not receive or store your full payment card details.
 

c) Post-booking travel information
 

Once you have booked a trip, we may request additional information needed to organise and deliver your trip.
 

This may include:
 

  • Full legal name as shown on your passport

  • Preferred name

  • Date of birth

  • Country of residence

  • Nationality

  • Passport number

  • Passport expiry date

  • Passport information or copies where required by a supplier

  • Emergency contact details

  • Dietary requirements or allergies

  • Accessibility requirements

  • Relevant health or medical information that you choose to provide

  • Rooming preferences

  • Roommate matching information

  • Arrival and departure dates

  • Flight numbers

  • Flight arrival and departure times

  • Travel insurance information, where required

  • Other information reasonably required to organise your trip safely
     

We only request information that we reasonably consider necessary for the organisation, administration or safe delivery of your trip.
 

d) Roommate matching
 

Where you book a shared room and request roommate matching, we may collect information to help us make rooming arrangements.
 

This may include information such as:
 

  • Age or age range

  • Sleeping habits

  • Interests

  • Travel style

  • Lifestyle preferences

  • Other preferences you choose to share through our roommate compatibility survey
     

We use this information only for the purpose of arranging room shares and improving the experience of travellers sharing accommodation.
 

We cannot guarantee roommate compatibility.
 

e) Group chats and community spaces
 

We may create group chats or online community spaces for people attending Soft Landing Club trips.
 

Depending on the platform used, we may process information including:
 

  • Your name

  • Username

  • Profile picture

  • Phone number

  • Messages and interactions

  • Photos, videos or other content you choose to share
     

Other participants in the same group may also be able to see some of this information.

Third-party platforms such as WhatsApp or other community services have their own privacy policies and may process your information independently of Soft Landing Club.
 

f) Events, forms and communications
 

When you attend an event, complete a survey or form, provide feedback or contact us directly, we may collect:
 

  • Your name

  • Contact details

  • Preferences

  • Dietary or accessibility requirements

  • Feedback

  • Survey responses

  • Communication history

  • Any other information you choose to provide
     

g) Photos and video
 

Photos and videos may be taken during Soft Landing Club trips and events.

These may include images or recordings in which you appear.
 

We may use this content for purposes including:

  • Documenting Soft Landing Club trips

  • Social media

  • Our website

  • Promotional content

  • Marketing materials

  • Future trip promotion
     

Where appropriate, we will provide information about photography and filming before or during a trip and will respect applicable data protection rights relating to the use of your personal information.
 

h) Information collected automatically
 

When you use our website, we may automatically collect certain technical information through cookies and similar technologies, including:
 

  • IP address

  • Browser type

  • Device information

  • Pages viewed

  • Website usage information

  • Referral sources

  • Approximate location information
     

This may be used to operate our website, understand how visitors use it and improve our Services.

2. How We Collect Your Information

We may collect personal information:
 

Directly from you
 

For example, when you:
 

  • Join a waitlist

  • Register your interest in a trip

  • Book a trip

  • Complete a form or questionnaire

  • Provide travel information

  • Attend an event

  • Join a group chat

  • Contact us

  • Participate in a Soft Landing Club trip
     

Through WeTravel

We use WeTravel to manage trip bookings, payments, traveller information and trip-related communications.
 

Through third-party platforms

We may receive or process information through platforms used to operate Soft Landing Club, such as payment providers, communication platforms, email providers, form providers and social media platforms.
 

Automatically

Certain information may be collected through cookies, analytics tools and similar technologies when you visit our website.

3. How We Use Your Information

We may use your personal information to:
 

  • Manage trip bookings

  • Process and monitor payments

  • Confirm your place on a trip

  • Manage waitlists and registrations

  • Communicate with you about your booking

  • Provide important trip information and updates

  • Arrange accommodation

  • Coordinate airport transfers and other transport

  • Arrange tours, activities and experiences

  • Manage rooming and roommate matching

  • Coordinate with hotels and other suppliers

  • Respond to questions or provide customer support

  • Manage emergencies or safety concerns

  • Organise events and community activities

  • Manage trip group chats

  • Improve our trips and Services

  • Request feedback

  • Maintain appropriate business and financial records

  • Comply with legal and regulatory requirements

  • Protect the rights, safety and security of Soft Landing Club and our travellers

  • Send marketing communications where permitted

  • Promote Soft Landing Club through photos, videos and other content where appropriate
     

We will not use your personal information for purposes that are incompatible with the reasons it was originally collected unless permitted by law.

4. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful reason for processing your personal information.
 

Depending on the circumstances, we may rely on:
 

Contract
 

Where processing is necessary to enter into or perform our contract with you.
 

For example, we need certain information to process your booking, arrange your accommodation and organise the trip you have purchased.
 

Legitimate Interests
 

We may process information where it is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights.
 

This may include:

  • Operating Soft Landing Club

  • Managing customer relationships

  • Improving our Services

  • Preventing fraud

  • Maintaining security

  • Managing our community

  • Handling enquiries

  • Keeping appropriate business records
     

Consent

We may rely on your consent for certain activities, including some marketing communications or where we ask you to provide certain sensitive personal information.

Where we rely on consent, you may withdraw that consent at any time.
 

Legal Obligation

We may process information where necessary to comply with a legal, regulatory, tax, accounting or other statutory obligation.
 

Vital Interests

In exceptional circumstances, we may process or share personal information where necessary to protect your life or the life of another person, such as during a serious medical emergency.

5. Sensitive and Special Category Information

Some information you provide may be considered special category personal data under UK GDPR.
 

For example, information concerning:
 

  • Health or medical conditions

  • Disabilities or accessibility requirements

  • Allergies

  • Religious requirements

  • Racial or ethnic origin

  • Sexual orientation
     

Dietary information may also reveal information about your health or religious beliefs.

Where we process special category personal data, we will only do so where we have both a lawful basis for processing the information and an appropriate additional condition under UK data protection law.
 

Where appropriate, this may include obtaining your explicit consent.
 

We ask that you only provide health, dietary, accessibility or other sensitive information that is relevant to your participation in the trip.

6. WeTravel

We use WeTravel as our trip booking and payment management platform.
 

When you book a Soft Landing Club trip or submit information through WeTravel, your information may be processed by WeTravel to facilitate:
 

  • Bookings

  • Payments

  • Payment plans

  • Booking confirmations

  • Traveller forms

  • Trip communications

  • Booking administration
     

Depending on the processing activity, WeTravel may act as a data processor on behalf of Soft Landing Club or as a separate data controller for certain activities.
 

Payment processing may also involve third-party payment providers used by WeTravel.
 

Soft Landing Club does not store your full payment card details.
 

We recommend reviewing WeTravel's Privacy Policy for information about how WeTravel processes personal information.
 

7. Sharing Your Information

We do not sell or rent your personal information.

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We may share personal information where reasonably necessary to organise and deliver your trip.

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This may include sharing information with:

  • WeTravel

  • Hotels and accommodation providers

  • Tour and activity operators

  • Transport and transfer providers

  • Restaurants or catering providers

  • Local guides

  • Trip suppliers and destination partners

  • Payment providers

  • Technology and communication providers

  • Professional advisers such as accountants, insurers or legal advisers

  • Government, regulatory or law enforcement authorities where legally required
     

We only aim to share the information reasonably necessary for the relevant supplier or service provider to perform their role.

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For example, a hotel may require your name and room allocation, while an airport transfer provider may require your name, flight number and arrival time.

​

Some travel suppliers will process your personal information as independent data controllers and may have their own privacy policies.

8. International Data Transfers

Soft Landing Club organises international travel.
 

As a result, it may sometimes be necessary to transfer your personal information outside the United Kingdom.
 

For example, we may need to provide traveller information to a hotel, tour operator, transport provider or other supplier in the destination country in order to deliver your trip.

Some of our technology providers may also store or process information outside the UK.

Where UK data protection law applies to an international transfer, we will take appropriate steps to ensure that the transfer is lawful. Depending on the circumstances, this may include relying on:
 

  • UK adequacy regulations

  • Appropriate contractual safeguards

  • Other transfer mechanisms permitted under UK data protection law

  • An applicable legal exception where necessary
     

Because international travel may require us to provide certain personal information to suppliers in the destination country, some Services may not be possible to provide if the required information cannot be shared.

9. Marketing Communications

Booking a trip or contacting Soft Landing Club does not automatically mean that you will receive all future marketing communications from us.
 

We may send you essential service communications relating to something you have requested or booked. These may include:
 

  • Booking confirmations

  • Payment reminders

  • Itinerary information

  • Travel requirements

  • Schedule changes

  • Safety information

  • Important trip updates
     

These communications are necessary to manage your booking and are not treated in the same way as optional marketing messages.
 

We may also send promotional communications about Soft Landing Club trips, events or services where you have consented to receive them or where we are otherwise permitted to do so under applicable law.
 

You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us at hello@softlandingclub.com.
 

Unsubscribing from marketing will not prevent us from sending essential information about an existing booking.

10. Cookies and Analytics

Our website may use cookies and similar technologies to:
 

  • Operate essential website functions

  • Remember preferences

  • Understand how visitors use our website

  • Measure website performance

  • Improve our Services

  • Support advertising or marketing activities, where applicable
     

Where required by law, we will ask for your consent before placing non-essential cookies on your device.
 

You can also manage cookies through your browser settings.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
 

The amount of time we retain information may depend on:
 

  • Whether you have an active booking

  • The type of information involved

  • The length of our relationship with you

  • Legal, accounting or tax requirements

  • Insurance requirements

  • The need to resolve complaints or disputes

  • The establishment, exercise or defence of legal claims
     

Certain booking and financial records may need to be retained for longer periods to comply with legal, tax and accounting obligations.
 

Travel information that is no longer required for operational or legal purposes may be deleted or securely disposed of.
 

Where possible, particularly sensitive travel information such as passport and medical information will not be kept for longer than reasonably necessary.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
 

The amount of time we retain information may depend on:
 

  • Whether you have an active booking

  • The type of information involved

  • The length of our relationship with you

  • Legal, accounting or tax requirements

  • Insurance requirements

  • The need to resolve complaints or disputes

  • The establishment, exercise or defence of legal claims
     

Certain booking and financial records may need to be retained for longer periods to comply with legal, tax and accounting obligations.
 

Travel information that is no longer required for operational or legal purposes may be deleted or securely disposed of.
 

Where possible, particularly sensitive travel information such as passport and medical information will not be kept for longer than reasonably necessary.

12. Data Security

We take reasonable organisational and technical measures to protect personal information against:
 

  • Unauthorised access

  • Loss

  • Misuse

  • Alteration

  • Disclosure

  • Destruction
     

Access to personal information is limited to people and service providers who reasonably need it for legitimate business or trip-related purposes.
 

However, no electronic system, online platform or method of data transmission can be guaranteed to be completely secure.

13. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights including the right to:
 

  • Request access to the personal information we hold about you

  • Request correction of inaccurate or incomplete information

  • Request deletion of your personal information

  • Request restriction of how your information is used

  • Object to certain uses of your personal information

  • Request transfer of certain information to you or another organisation

  • Withdraw consent where we rely on consent

  • Object to direct marketing
     

These rights are not absolute and may depend on the legal basis on which your information is processed.
 

To exercise your rights, contact: hello@softlandingclub.com
 

We may need to verify your identity before completing a request.

14. Data Protection Complaints

If you are concerned about how Soft Landing Club has handled your personal information, please contact us first so that we have an opportunity to investigate your concern.
 

Contact: hello@softlandingclub.com
 

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.
 

Information about making a complaint is available through the ICO website.

15. Third-Party Platforms and Links

Our Services may contain links to or use services provided by third parties, such as:
 

  • WeTravel

  • WhatsApp or other communication platforms

  • Social media platforms

  • Payment providers

  • Hotels

  • Tour operators

  • Transport providers
     

These organisations may process your personal information under their own privacy policies.
 

Soft Landing Club is not responsible for the privacy practices of independent third parties.

We recommend reviewing their privacy policies where appropriate.

16. Automated Decision-Making

Soft Landing Club does not currently use your personal information to make decisions based solely on automated processing that have legal or similarly significant effects on you.

Roommate matching and trip management decisions involve human input and are not based solely on automated decision-making.

17. Age Requirements

Soft Landing Club trips are intended for individuals aged 18 and over.
 

We do not knowingly accept trip bookings from children under 18.
 

If we become aware that personal information relating to someone under 18 has been collected in connection with a trip booking contrary to our eligibility requirements, we will take appropriate steps to address this.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:
 

  • Our Services

  • The information we collect

  • The platforms or suppliers we use

  • Our business practices

  • Applicable laws or regulatory guidance
     

The latest version will include the date on which it was most recently updated.
 

Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where required.

19. Contact Us

If you have any questions about this Privacy Policy, how Soft Landing Club handles your personal information, or you would like to exercise a data protection right, please contact:
 

Soft Landing Club Ltd
Email: hello@softlandingclub.com
 

We want you to feel confident about how your information is handled while travelling and connecting with Soft Landing Club.

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