Your privacy is important to me, and so is being transparent about how I collect, use and share information about you.
This policy is intended to help you understand what personal information I will ask you for, what I use this information for, how I keep your data safe and much more.
This policy also explains your choices about how I use information about you. Your choices include how you can object to certain uses of information about you and how you can access and update certain information about you. If you do not agree with this policy, please do not use my services or interact with any other aspect of my business.
What personal information will I ask you for?
I collect information about you when you provide it to me, when you use my services. This will include contact details so that I may provide information to you and create accurate quotes.
What do I use this information for?
How I use the information I collect depends in part on which services you use, how you use them and any preferences you have communicated to me. Below are the specific purposes for which I use the information I collect about you
For quotes: I use your details to provide you with the information requested and to be able to pass this information on to you.
For marketing purposes: I would like to use this information to keep you informed about mine and Travel Counsellors' products and services as well as future events and special offers that I think you will be interested in. This may be based on your travel preferences where appropriate. You can use the 'unsubscribe' button on my marketing emails to remove yourself from the list at any time. Please get in touch with me using the details at the bottom of this policy if you would like me to remove your details from our customer records entirely.
For bookings: I use your data for contact purposes, to prepare quotes and book holiday arrangements according to your requirements including your payment, flight, holiday, security, incident/ accident management or insurance, etc. In order for you to travel abroad, it may be mandatory to disclose and process your information for immigration, border control, security and anti-terrorism purposes, or any other purposes which they determine appropriate. Some countries will only permit travel if you provide your advance passenger data (for example Caricom API and US secure flight data). These requirements may differ depending on your destination and you are advised to check. Even if not mandatory, I may exercise my discretion to assist where appropriate. It may sometimes be necessary to collect personal data that may be considered Special Category (e.g. health, religion) to cater to your needs or act in your interest. I will only be able to accept this data for booking purposes with your consent.
With your consent: I use information about you where you have given me consent to do so for a specific purpose not listed above. For example, I may publish testimonials or featured customer stories to promote my services, with your permission.
Lawful Basis For Using your Personal Data in this way
Contract: I use the personal information provided because you have asked for something to be done, eg for some information to be sent or a quote.
Contract: The processing is necessary in relation to a contract you have entered into for a holiday or other arrangement or because you have asked for something to be done, eg a quote, car hire, travel insurance.
Consent: If it is necessary to process sensitive personal information in relation to your request (eg relating to health or religion) I will obtain your consent to collect this data and to share it with suppliers when necessary.
Legitimate Interest: If you have requested any of my services, eg a quote, registered for attendance at one of my events or requested an informational download, I would like to keep in touch about my products and services. If you do not want to receive any further information on forthcoming events, destination news and special offers, no problem. Just let me know using the contact details below or use the unsubscribe option on my emails.
What happens if you do not provide this Personal Information?
If you do not wish to supply me with this information, it will not be possible for me to answer your enquiry.
Who do I share your data with?
I WILL NEVER SHARE YOUR DATA WITH OTHER COMPANIES FOR MARKETING PURPOSES. NOR WILL I SELL OR RENT YOUR DATA TO THIRD PARTIES.
No third parties have access to your personal data unless the law allows them to do so.
In the case of a confirmed booking, please be informed that I must pass it to suppliers of your travel arrangements, including airlines, hotels and transport companies; I may also supply it to public authorities such as customs and immigration. When you make this booking, you consent to this information being passed to the relevant people. I will let you know who we need to share your information with at the time of booking.
I sometimes use GDPR compliant third party software to help with tasks and therefore need to process your data via their servers for processes such as bookings. I disclose only the personal information that is necessary to deliver the service.
How long do I keep your data for?
Personal data that I process via this website for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
I will retain your personal data as follows:
Personal data supplied for the purposes of a holiday enquiry or quote will be retained for a minimum period relating to the valid date of a quote and for a maximum period of the length of our business relationship.
Data supplied for the purposes of general enquiries will be kept until the enquiry has been satisfactorily answered.
Personal details attached to your booking will remain on my booking system invoices and be retained in accordance with the law relating to income tax and audit purposes. I do not retain any payment card details.
How do I keep your data safe?
No system is guaranteed 100% secure but I have taken the appropriate precautions to safeguard your data wherever possible.
My website is protected by an SSL encryption certificate to create a secure link between my website and your browser protecting your information from hackers.
I store your personal details securely on my CRM software hosted on UK servers.
I have taken all reasonable steps and have in place appropriate security measures to protect your information. I follow Data Protection Policies and use security measures such as password protected access to the Travel Counsellors' in-house computer systems, data sharing agreements with joint controllers, eg tour operators and processing contracts with software providers.
Do I transfer your personal information outside the EEA and what safeguards are in place?
As a travel company it is sometimes necessary for me, Travel Counsellors or our suppliers to send your data to countries outside the EEA and outside the EC list of countries deemed to have adequate levels of Data Protection for international transfers of data in order to fulfil your booking. Please ask if you have any concerns.
Do I collect any other information from you?
Your information is controlled by Ruth De Avila of Travel Counsellors. If you have questions or concerns about how your information is handled, please direct your enquiry to me, as set out below:
Ruth De Avila
No 1 Old Park Lane