Privacy Policy

Last updated 30 October 2026.

Who we are

Epic Italy Limited is registered in England and Wales (company number 15794918). Our registered office is Fulford House, Newbold Terrace, Leamington Spa, Warwickshire, CV32 4EA, United Kingdom. We operate from Bassano del Grappa, Veneto, Italy.

Epic Italy Limited is the controller of the personal information described in this policy. Contact us at info@epicitaly.cc.

What information we collect and why

Enquiries and brochure requests

When you enquire about a holiday or experience, or request a brochure, we collect your name, email address and the information you choose to share, such as preferred dates, group size, riding preferences and your message. We use this information to answer your request, send the material you requested and prepare a quotation. Our lawful basis is generally taking steps at your request before entering a contract; some related correspondence may rely on our legitimate interests.

We store and manage enquiries in HubSpot and receive related email notifications.

If you request our brochure through a form on Facebook or Instagram, Meta collects the answers you give there and passes them to us. We hold them in Brevo, which sends you the brochure and any emails you agreed to receive.

Calls

If you book a call using Calendly, we receive the booking details needed to arrange and conduct the call. Calendly also processes information under its own privacy notice.

Bookings

When you book, we may collect contact information, itinerary preferences and details needed to organise accommodation, cycling, transfers and other experiences. We manage customer records in HubSpot and share only relevant information with the suppliers involved in delivering your booking. The principal lawful basis is performance of our contract, with other bases applying where required by law.

If we need health-related information, dietary information revealing sensitive characteristics, or other special-category data, we will explain the specific use and identify an appropriate additional legal condition before processing it.

Marketing emails

If you actively opt in, we may send occasional emails about Epic Italy holidays, experiences, destinations and news. We use HubSpot to record marketing preferences and Brevo to deliver marketing emails. Marketing consent is optional and separate from requesting a brochure or quotation. You can withdraw it using the unsubscribe link in any marketing email or by contacting us.

We will not automatically enrol all enquiry or brochure contacts in promotional campaigns.

Website operation and advertising

Our website is hosted by Netlify, which processes technical requests and security logs, potentially including IP address, browser information and requested pages. We rely on legitimate interests for necessary website operation and security.

If you consent to optional advertising tracking, Meta Pixel may collect browser identifiers and information about your interactions with our website to measure campaign performance and support advertising. We do not activate optional advertising tracking before the required consent. See our Cookie Policy.

Messages through external services

If you choose to contact us through WhatsApp, that service processes your interaction under its own terms and privacy information. We use the resulting correspondence to respond to your enquiry.

Who receives your information

Depending on your interaction with us, recipients may include Netlify (hosting), HubSpot (CRM), Brevo (marketing email), Calendly (call bookings), Meta (consented advertising technology), WhatsApp and the accommodation, guiding, transport or other travel suppliers needed for your booking. Some providers act as processors; others may act as independent controllers.

We do not sell personal information.

International transfers

Some recipients may process information outside the UK or European Economic Area. Where required, we rely on an applicable adequacy decision or appropriate safeguards such as approved contractual clauses and associated UK arrangements. Contact us for further information about the safeguards relevant to your data.

How long we keep information

We normally keep enquiries that do not become bookings for up to three years after the last meaningful interaction, unless a shorter period is appropriate or a legal reason requires longer retention. Booking and accounting records are kept for the applicable legal and contractual periods. Marketing contact information is retained while the relevant marketing permission remains valid and needed, with limited suppression information retained where necessary to respect opt-outs. Technical logs are retained according to documented hosting and security settings.

Your choices and rights

Depending on the circumstances and applicable law, you may request access, correction, erasure, restriction, portability, or object to processing. Where we rely on consent, you can withdraw it at any time without affecting earlier lawful processing. Contact info@epicitaly.cc; we normally respond within one month, subject to permitted extensions.

You may complain to the UK Information Commissioner's Office at ico.org.uk or the Italian Garante at garanteprivacy.it, or another competent supervisory authority.

Information needed to respond to you

We need at least suitable contact details to reply to an enquiry. Without information needed to plan a requested trip, we may be unable to prepare a meaningful quotation. Marketing consent is never required to submit an enquiry.

Changes to this policy

We will update this page if our processing changes and show the date of the latest revision.