Privacy
policy.

Who we are

Wild Desk is run by Agostina Massarini, a sole trader based in Geneva, Switzerland, who is responsible for the personal data described in this policy. This policy explains how we collect, use and protect your personal information when you visit wilddesk.ch, join our waitlist or newsletter, or come on a trip. Questions? Email us at hello@wilddesk.ch.

What information we collect

Information you give us. When you send a request to join a trip, sign up to our waitlist or newsletter, or write to us, we collect the information you provide, which may include: your name, email address, phone number, country of residence, job title, contact preferences, the trip dates that suit you, your room preferences, dietary requirements and allergies, and an emergency contact. When you confirm a booking, we also collect your invoicing details (name, address and, if you need a company invoice, your company name and VAT number) and your choice about photos and videos. We also record when you accept the Participant Terms and this Privacy Policy, and which version you accepted. We also keep the messages you send us by email or WhatsApp.

Payments. When you pay, we receive your name, the amount and your bank or payment details as they appear on the transfer.

During the trip. We take photos and videos of the group during trips, in which you may appear, often from behind. When you confirm your booking, you tell us whether we may use images in which you can be recognised. If you ask us to keep your face out, we only publish images where you can't be recognised.

When you visit our website. We don't use analytics, advertising trackers or cookies of our own. Our hosting provider automatically records basic technical data (such as your IP address, browser type and the time of your visit) in its server logs, for security and to keep the website running.

We do not buy personal data or obtain it from third parties.

Allergies and other sensitive information

Information about allergies, intolerances or other health needs is sensitive personal data under Swiss law. We only ask for it so we can prepare food safely and look after you during the trip. We share it only with the people who prepare the meals or run the activities on your trip, and we delete it within 30 days of the end of the trip, unless you ask us to keep it for future trips. We ask for your explicit consent to use this information when you give it to us, and you can withdraw it at any time by writing to hello@wilddesk.ch.

How we use your information

We use your information to: process and manage your request and booking; plan future trips around the dates you tell us suit you, and contact you about them; communicate with you before, during and after the trip, including pre-trip logistics; prepare meals and activities that suit your needs; manage payments and keep our accounting records; send you news about future trips if you've signed up for it or have been on a trip with us; share photos from the trips on our website and social media; ask for your feedback after a trip; and protect the security of our website and services.

Legal bases for processing

Under the Swiss Federal Act on Data Protection, and the EU General Data Protection Regulation (GDPR) where it applies to you, we process your information on these grounds: to carry out your booking (our contract with you); your consent (for newsletter and waitlist sign-ups, for sensitive information such as allergies, and for photos and videos in which you can be recognised); our legitimate interests (to improve our trips, to keep our website secure, and to tell past participants about similar trips); our legal obligations (for example, keeping accounting records); and your vital interests (emergency contact information is held for your safety). You can withdraw your consent at any time, without affecting what we did before.

Who we share your information with

We do not sell your personal information. We share it only where needed:

People who help us run the trips: co-organisers and trip leads, and local partners such as the venue, guides, restaurants and caterers, who receive your name and, where needed, your dietary requirements. Your emergency contact is used only if something happens to you, and may be passed on to doctors or rescue services. If you join the trip's WhatsApp group, the other participants can see your name and phone number.

Service providers who process data for us: JotForm (some of our forms), Google Workspace (email, the forms on our website that save your answers in Google Sheets, and file storage), Zoho Campaigns (our emails about upcoming trips), Vercel (website hosting), WhatsApp (messages during and around trips), and our bank and payment providers. They process your data according to their own privacy policies and security standards.

Social media: if you appear in photos we publish, they are shared on Instagram, Facebook and other social networks we use.

Authorities: where the law requires it.

Data stored outside Switzerland

Some of our service providers store or process data outside Switzerland. Our mailing list is stored by Zoho Campaigns in the EU, which Switzerland recognises as having adequate data protection. Jotform stores form answers in the United States and is certified under the Swiss-US Data Privacy Framework, which Switzerland also recognises as giving adequate protection.

Google, Vercel, WhatsApp and our other providers may also process data in the EU or the United States. For the United States, we rely on the provider's certification under the Swiss-US Data Privacy Framework or on standard contractual clauses recognised by the Swiss Federal Data Protection and Information Commissioner.

Google Maps

Our website includes an embedded Google Maps element to show trip locations. When it loads, Google may collect information (such as your IP address) according to its own privacy policy at policies.google.com/privacy. We do not use Google Maps to collect or store your location.

How long we keep your information

We keep participant data for up to 3 years after the end of a trip, so we can recognise returning participants and handle any follow-up. Payment and accounting records are kept for 10 years, as Swiss law requires. Allergies and other health information, and emergency contact information, are deleted within 30 days of the end of the trip. Newsletter data is kept until you unsubscribe. Waitlist data is kept until the trips you picked have taken place or been cancelled, unless you ask us to remove it sooner. Photos published on our website and social media stay online until you ask us to remove them or withdraw your consent. We act on such a request as soon as we can.

How we keep your information safe

We take reasonable technical and organisational measures to protect your personal information, and we only use providers who maintain their own security standards. No system is 100% secure, and we cannot guarantee absolute security.

Automated decisions

We don't make decisions about you based only on automated processing. Every request to join a trip is read by a person.

Children

Our trips are intended for people aged 18 and over. We do not knowingly collect data from children under 18.

Your rights

You have the right to ask what personal data we hold about you and to receive a copy of it, to have it corrected or deleted, to object to or restrict how we use it, to withdraw your consent, and to receive the data you gave us in a common electronic format. To exercise any of these rights, contact us at hello@wilddesk.ch. We'll reply within 30 days.

If you believe we are processing your data unlawfully, you can contact the Swiss Federal Data Protection and Information Commissioner at edoeb.admin.ch. If you live in the EU, you can also contact the data protection authority in your country.

Opting out of our emails

Every email about upcoming trips includes an unsubscribe link. You can also write to hello@wilddesk.ch and we'll remove you from our list.

Updates to this policy

We may update this policy from time to time. The date at the top of the page shows the most recent revision.

Contact

For any questions about this policy: hello@wilddesk.ch