What personal data we collect and why
Personal data is any information which relates to an identified or identifiable individual. We collect personal information about you when you register for our services or you have made an enquiry and or a booking or otherwise interact with, in person or via telephone, our website, email or other contact methods.
The personal data we obtain directly from you is used to fulfil your specific request; in order to respond to an enquiry, administer and fulfil your booking, or send promotional material.
The personal data we may need to collect and the process is likely to include:
- Names of all persons travelling
- Contact details (such as telephone number, postal and e-mail addresses) of the person making the booking
- Passport information of all persons travelling
- Travel insurance details for all persons travelling
- Dietary information where applicable
- Emergency contact / next of kin details (names and telephone numbers) for all persons travelling
- Information in respect of any medical condition, disability or reduced mobility which may affect you or anyone travelling with you – this comes within special categories of personal data (see below)
- Ad-hoc information about you, for example, general interests, special occasions, special requests
- Payment information
You agree to provide accurate and current information, and not to impersonate or misrepresent any person or entity or falsely state or otherwise misrepresent your affiliation with anyone or anything.
We use personal data about other individuals on your booking that you provide. By providing other people’s personal data, you must be sure that they agree to this and you are allowed to provide it. You should also ensure that, where appropriate, they understand how their personal data may be used by us.
For a booking or booking enquiry, we will process your personal data on the basis that this is necessary for the performance of your contract with us, or to enable us to take steps at your request prior to your entering into a contract with us. We may also need to do so to comply with a legal obligation to which we are subject or in order to protect your vital interests (for example, in an emergency situation).
If you wish to receive promotional material by email from us, we will need your consent and we will need your name and email address.
What are special categories of personal data?
The processing of special categories of personal data requires your explicit consent.
Personal data which is relevant to booking and provision of travel arrangements. This would normally concern your health. Accordingly, information concerning any disability, medical condition or restricted mobility may affect any of your travel arrangements; as well as dietary restrictions which may disclose your religious beliefs are regarded as special categories of personal data.
Who may we share your personal data with?
We do not sell, rent, trade, lend, or otherwise transfer such personal information to affiliates, partners, or any other organisation for marketing purposes.
Where you make a booking, only the necessary personal data will be passed on to relevant suppliers who need this information so that we can arrange your tour. We will take appropriate steps to ensure that anyone to whom we pass your personal data agrees to keep it secure and to only use it for the purposes of providing their services. Such suppliers will themselves separately be controllers of your personal data.
Suppliers and other third parties are likely to include the following, depending on the arrangements booked:
- In-country transport operators
- Lodges and the providers of other forms of accommodation
- Overseas ground agents
- Tour managers and guides
- Excursion and activity operators
- Banks in respect of payments
- Other companies that provide services on our behalf
With government/public or regulatory authorities (over whom we have no control) – it may be necessary to disclose personal data for immigration, border control, security and anti-terrorism purposes, or for any other purposes they require.
As suppliers providing your travel services are located around the world, your personal data will be used outside the European Economic Area to fulfil your travel arrangements. This may involve sending your data to countries where under their local laws you may have fewer legal rights. Your personal data may be transferred to border control and immigration outside of the EEA.
Protecting your personal information
Protecting the confidentiality and integrity of your personal data is a responsibility that we take seriously at all times. We take appropriate security measures to help protect your personal data against unauthorised access, use, alteration and disclosure and against accidental loss, destruction or damage.
When you book or register with us we will ask you if you would like to receive marketing communications. We will only retain and use your personal data to get in touch with you from time to time, via email in the form of a newsletter or to notify you about forthcoming tours that we think will be of interest to you. As you have to specifically give your consent to this you are able at any stage to opt-out of receiving such email marketing communications.
At any time you can withdraw your consent to receiving marketing material or other communications from us, either generally or in any particular way, by emailing us at firstname.lastname@example.org
Your rights and choices about the personal information that we hold
Irrespective of the information we have stored about you, you will always have control over your own data.
You have the right to access, where you can request a copy of the personal data registered with us and verify the data we have about you. To comply with this request we may need you to confirm your identity by providing documents or additional information.
You have the right to ask for what purpose and to whom your data may be or has been disclosed.
You are also entitled to verify the data we have about you and have inaccurate or incomplete data rectified.
You can request that your personal data be deleted if the data is no longer needed for the purpose for which it was collected. However, you are not entitled to request that such information is deleted if we are obliged to keep your data for administrative, legal or security purposes.
If you object to direct marketing, we will cease processing your personal data for that purpose.
We will not retain your personal data for any longer than is necessary. We shall store data for as long as you can be considered a customer.
After a tour, we will keep the information related to your booking so that we can respond to any comments or complaints and fulfill our record-keeping obligations, legal and accounting reasons such as tax auditing.
If you have consented to receive marketing communications from us, we may continue to use your personal data for this purpose until you withdraw your consent.
Social media features
Our websites may contain social media features such as Facebook, Twitter, Google+ etc that have their own privacy notices. Please read their terms and conditions and privacy notice carefully before providing any personal data as we do not accept any responsibility or liability for these features.
Links to other websites
If you have any questions about how we manage your personal data, or if you would like to exercise any of your rights associated with the management of your personal data, please let us know by email email@example.com. We will investigate and respond to you as soon as we reasonably can.
Notification of changes
Last modified 1 December 2018