We will only collect, process use, share and store your personal information where we are satisfied that we have an appropriate legal basis to do this. In most cases this is because we need to perform your booking for accommodation or take steps to enter into that contract with you; but it could also be where you have given us your specific consent to the use of your information, to comply with a relevant legal or regulatory obligation that we have, or for our legitimate commercial interests as a commercial organisation. The policy below sets out the legal basis for our use of your personal information in each relevant situation.
HOW WILL WE COLLECT INFORMATION?
We will only collect personal information from you by specifically asking for it when you write, telephone or email us or contact us via our website to make an enquiry; or when you make a booking with us over the telephone, via our website or by email.
WHAT INFORMATION WILL WE COLLECT?
We may collect all or some of the following information relating to you and other members of your holiday party:
- Full names of all guests
- Home address
- Home and Mobile Numbers
- Date of Birth
- A copy of your passport
- Dietary Requirements
- Special Information e.g. heights, weights and medical conditions
Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. We will use such information to identify you as a visitor. We may also collect statistics about the behaviour of visitors to our website.
HOW WILL WE USE THE INFORMATION YOU GIVE US?
When we enter into a contract to provide you with accommodation, we must use your information in the following ways:-
We will use the names, dates of birth and contact details of all people on your booking to pass on to the providers of the services making up your booking. They need this information in order to arrange and secure your booking, and to assess whether the profile of the group is suitable for the accommodation in question. We use the copy of your passport to verify your identity.
We may also use the postal and email address you give us to send you confirmation and itinerary documentation.
Your credit/ debit card or other payment details may be used to take authorised payments for your booking or to process refunds.
We need to understand any special requirements you have (such as those relating to any dietary requirement, disability or medical condition) so that we can check that the services you have selected are appropriate for you. Where appropriate, and with your specific consent, we will pass this information on to the suppliers of your travel arrangements so that they can plan your stay effectively.
We may also pass on other information relating to you for security and anti-terrorism purposes; or for any other purposes which a government authority determines appropriate or to comply with a relevant legal or regulatory obligation that we have.
If you fail to provide us with this information, we may not be able to plan or confirm your booking. And/or (after we have confirmed your booking) we may not be able to assist in you reaching and utilising your accommodation.
We will pass selected information to organisations who act as “data processors” on our behalf in order to provide you with our services. These functions include direct marketing, administration, customer care, website hosting and the re-organisation/structuring/sale of our business.
These third parties have agreed to confidentiality obligations and to use any personal information we share with them or which they collect on our behalf solely for the purposes of providing their service to us.
If you would like to withdraw your consent to our use of the information as set out above, you should inform us as soon as possible by writing to us at firstname.lastname@example.org. But please note the implications if you withdraw your consent to us using your information as described.
We will never use your information for marketing purposes or share information about you with third parties for their own marketing purposes. You will however have the opportunity to receive marketing information about us and the holiday arrangements we sell from the agent via which you made your booking with us.
WHAT OTHER RIGHTS DO YOU HAVE?
In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk. You may ask us in writing for a copy of the information we hold about you (for which we may charge a fee if your request is excessive) and in some circumstances to delete, rectify and block the information we hold about you; to complete and restrict its use, and to port it to another organisation. You have the right to request additional information about the handling of your personal data and to object to the processing of your data in some circumstances. Where we have asked for consent to process your data, you may withdraw this consent. Please note that we may not be able to provide some of these services if your request requires disproportionate effort on our part and any information that we do hold may already have been destroyed in line with our data retention policy (see below).
SECURITY AND RETENTION OF INFORMATION
We will take all necessary steps to make sure that the information we hold about you is kept secure at all times against unauthorised or unlawful loss or disclosure. We will retain it only for as long as it is needed for its original purpose or to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Any information no longer required will be deleted or disposed of confidentially and completely. We also have appropriate contractual obligations with our ‘data processors’ to ensure that they comply with the requirements of UK law. However, outside the European Economic Area, controls on data protection may not be as wide as the legal requirements in this country.
UPDATES AND CHANGES
As our privacy statement may change due to developments in the law we encourage you to revisit this from time to time so that you are aware of any changes in how we gather and use your personal information.