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Private Travel by Design (“Private Travel by Design”, “us”, “we” or “our”) is committed to respecting your privacy and complying with applicable data protection and privacy laws.
We wish to help you make informed decisions, so please take a few moments to read the sections below and learn how we may use your personal information.
This policy was written in May 2021 and will be reviewed annually.
HOW WILL WE COLLECT PERSONAL INFORMATION?
We will only collect personal information from you by specifically asking for it:-
When you make a booking with us over the telephone.
When you write, telephone, email or contact via social media or complete a contact form on our website to stay in touch.
When you register with us to receive newsletters or email updates; and when you take part in surveys and customer feedback.
In connection with a specific holiday, project or event and when you use services from Private Travel by Design.
WHAT INFORMATION WILL WE COLLECT?
We may collect all or some of the following information relating to you or other members of your holiday party, guests of your event or attendees for a project:-
Full Names, job title and contact details (including telephone number, email and postal address)
Passport details (including number and date of birth) – when booking a trip including flights)
IP (internet protocol address)
Payment details (these are not stored)
When you make a booking, depending on the service you opt for, you may be prompted to give credit/ debit card or other payment details to a third-party payment processor. Whilst it may feel like we are collecting this information, it is actually being collected by the payment processor directly in order to take authorised payments.
HOW WILL WE COLLECT NON-PERSONAL INFORMATION?
We may also collect non-personally identifying information about your visit to our website based on your browsing activities. This information may include the pages you browse and services viewed for example. This helps us to better manage and develop our sites, to provide you with a more enjoyable, customised service and experience in the future, and to help us develop and deliver better services tailored to your individual interests and needs.
From time to time, if you consented accordingly we may also store and use your information to contact you for market research and marketing purposes. We may contact you by email, phone or mail.
HOW WILL WE USE THE INFORMATION YOU GIVE US?
When you enlist one of our services for planning a personal holiday, event or your bespoke travel requests, we must use your information in the following ways:-
We will use the names and dietary requirements of all people on your booking or attending your event to pass on to the providers of the services making up your travel arrangements such as hotels, ground services providers, caterers and cruise lines. They need this information in order to arrange and secure your travel and event arrangements.
We will use the postal and email address you give us to send you confirmation and itinerary documentation and, with your specific consent, we will use it to contact you with future offers and information about the services we provide.
We will use the payment details you provide to process and secure your booking with the relevant service providers such as hotels, airlines, ground agents as applicable to your booking requirements.
The passport details of all members of the travelling party will be used to book flights and to expedite immigration processes when possible.
We may also pass on other information relating to you for immigration, 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. For example, in some countries, we are required to provide API to border control, customs and law enforcement officers at ports of entry and exit on your itinerary.
If you fail to provide us with this information, we may not be able to plan or confirm your booking.
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 emailing us at [email protected]. But please note the implications if you withdraw your consent to us using your information as described.
SOCIAL MEDIA, BLOGS & REVIEWS
Any social media posts or comments you send to us (on the Private Travel by Design Instagram page or associated pages, for instance) will be shared under the terms of the relevant social media platform (e.g. Instagram / Facebook) on which they are written and could be made public. Other people, not us, control these platforms. We are not responsible for this kind of sharing. We recommend you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you will understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you are unhappy about it.
Any blog, review or other posts or comments you make about us or our services on any of our blogs or reviews will be shared with all other clients of that service and the public at large. Any comments you make on these services and on social media in general must be not offensive, insulting or defamatory. You are responsible for ensuring that any comments you make comply with any relevant policy on acceptable use of those services.
WE’D LIKE TO STAY IN TOUCH
We value your custom and we would like to use the lead name on your booking and the postal and email address used to make the booking to contact you from time to time with information about special offers, loyalty discounts, new services and forthcoming news.
Receiving this information will allow you access to priority booking prices and to receive special offers for trips similar to those you have previously enjoyed.
When we collect your name, postal and email address as part of our booking process, we will ask you for your permission to make use of those details for these purposes and if you give us that permission, you can change your mind and ask us not to stay in touch at any time by contacting us via telephone on +44 7703 173539 or via email at [email protected].
We will never share information about you with third parties for their own marketing purposes.
WHAT OTHER RIGHTS DO YOU HAVE?
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
In the first instance, please talk to us directly so we can resolve any problem or query.
Please quote your name and address together with your mobile and/or email address (if relevant). We would be grateful if you could also provide brief details of what information you would to enquire about (this helps us to more readily locate your data).
You can do so by contacting us at [email protected] if you wish to make a request.
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.
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.
Please be aware that communications over the Internet, such as emails/webmails, are not secure unless they have been encrypted. Your communications may route through a number of countries before being delivered – this is the nature of the World Wide Web/Internet.
ODP Travel Ltd cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.
UPDATES AND CHANGES
As our privacy statement may change due to developments in the law we encourage you to re-read this from time to time so you are aware of any changes in how we gather and use your personal information.
OUR CONTACT DETAILS
Name: Private Travel by Design
Address: 54 High Street, Sevenoaks, Kent, TN13 1JG
Email: [email protected]
Phone Number: 07703 173539