Why health, dietary and accessibility information may be requested

1. Why we may ask

• To plan walking distances, rest points and the length of a travel day.
• To arrange an adapted room, a ground-floor room or a room near a lift.
• To book airport special assistance on your behalf.
• To tell a hotel or caterer about an allergy or a dietary requirement.
• To know who to contact, and what matters, if something goes wrong while you are away.

2. What we do not need

We do not need a diagnosis, a medical history, a letter from a doctor or the name of any medication, and we will not ask for them. What helps is practical: how far someone can walk in one go, whether stairs are manageable, what must be avoided.

3. Who can see it

• The coordinators working on your specific departure.
• A supplier who needs it to do their job — a hotel, a caterer, an airline assistance desk.
• Nobody else. It is not visible to our marketing, and it is not attached to your profile.

4. How long it is kept

Twelve months after you travel, then it is deleted. It is never carried forward to a later booking, even for the same person on the same journey a year later — circumstances change, and we would rather ask again than assume.

5. What we can and cannot do in an emergency

Your coordinator can reach local medical services, speak to suppliers on your behalf and contact the person you have named as an emergency contact. They are not medically trained and cannot make medical decisions for you.

6. Your responsibility

Tell us anything that genuinely affects how a journey should be planned, and tell us before you book where you can. If something changes between booking and departure, tell us then — we can usually still act on it up to about two weeks before you travel.