Our commitment to the General Data Protection Regulation (GDPR)
At Travelodeal Limited we are committed to protecting your personal data and only sharing this data where it is absolutely necessary (see below). We will never sell or use your information with any outside parties unless it is in connection with the travel arrangements you have made with us. Travelodeal Limited is not responsible, and does not accept any liability, for any breach of security or any act or omission of third parties who receive your information as part of your travel arrangements. When you use our website, communicate with us or book a tour with us, you accept this Privacy Statement.
What data do we need?
In order to process any booking you make with us, and to ensure that your travel arrangements run smoothly, and match your expectations, we (and any travel agent you may have instructed) need to collect certain information from you. This information will include your name, address, email address, phone number, details of your travelling companions, any special needs / dietary / religious requirements etc., details of your insurance company and details of any next of kin. In certain circumstances we may also need to request a scanned copy of your passport. Subject to how you wish to pay for your travel arrangements we may also request your debit / credit card details.
If you have booked travel arrangements with us, please note we will not share the data you have provided with any third parties except as outlined below.
Some of the information listed above can be classed as sensitive data such as religious needs, ethnicity, and special educational needs. This level of information is only required to enable us to provide the services to meet those needs. I.e. Wheelchair assistance, dietary issues such as Halal. Some data is legal requirement of travel, without which you will not be permitted to travel with us. If you are unwilling to provide this data (or allow us to use it) it may mean we are unable to meet the needs of that person(s). In this instance there will be no entitlement to any refund(s).
Who do we share your personal information with?
We use your data to enable you to travel and have the best experience possible. Without a transfer of information (data) we would not be able to provide those services. To communicate effectively we will request your telephone and email contact details. We will contact you by the email address provided or from an email address advertised on your public domain website. We will update you on relevant offers, respond to your enquiries, and communicate throughout the arrangements of a booking. As part of our communication we regularly send emails to school/group email addresses with offers we think are relevant to you. The contact data is obtained from information you have provided or from contact details available from your public domain website. You have the option to unsubscribe from these emails at any/all times. If for any reason this should not happen you should email the Data Controller on email@example.com and request to be removed. You will receive an email confirming this has been actioned. If you open one of these marketing emails, we use software to record details of your email address and the pages that you have looked at. This allows us to record your interest to help us to offer an improved service and to send further offers on the same theme. We will always consider the relevance of any publicity email and the impact upon the recipient. Our contact data is never shared with any third parties for marketing purposes. All email communications are stored in our cloud based storage – there are no physical servers in our offices. To administer a reservation we will use personal data to enable us to meet the needs of each individual and to tailor the experience to meet the needs and aspirations of the group. Data for accounting reasons will only be shared with third parties linked to the legal running of a business e.g. Accountants, Banks, and HMRC. Financial data is never passed on to other statistical third parties. Travelodeal Limited does not store any Credit/Debit card details. Data for Travel Insurance – Travelodeal Limited is an Appointed Representative of XXXX. Name, date of birth, dates of travel, group name, amount paid are collected. Any data regarding pre-existing medical conditions or claims is dealt directly between the passenger and XXXX. Data regarding accidents and incidents (provided by the group or third party) is recorded and retained including; group name, names of people involved, date, and details of accident. This information will be retained and will only be disclosed to the travel insurance company, client, relevant authorities e.g. Police if required. Data concerning post tour comments / reviews are retained to enable us to improve the service we provide. With permission comments may be shared with third parties if there is need for service improvements to be made. Images will be retained for marketing purposes. If these images are personal or relate to a group in any way, permission will be requested prior to any use. Permission will be requested and given by email and retained.
Use of our website
How do we store your personal information?
We take the security of your personal information very seriously indeed and so we have taken appropriate security measures to protect this information. As such all information collected by us is kept securely and can only be accessed by the employees of Travelodeal. Also we have put in place appropriate technical, and organisational, measures to prevent the unauthorized processing of personal information and the accidental loss, or destruction of, this data. However as no system can be said to be totally secure we do not, and cannot, guarantee the total security, or the complete accuracy, of the information we hold.
Should you wish us to delete your personal information at any time then please contact us (details below) and we will ensure a secure deletion of this information.
How Long Do We Hold Your Data?
We will only hold your personal information for such time as is reasonably necessary to carry out the services we have agreed to provide you with, to satisfy any legal & tax requirements, and also to service our relationship with you as a tour operator providing bespoke travel arrangements.
What are your rights?
At any time you have the following rights and on giving us the appropriate notice you are entitled to:
(i) Request a copy of the personal information that we hold;
(ii) Request that your personal information be corrected where inaccurate or incomplete;
(iii) Request that your personal information be deleted, or that we stop using your personal information where it is no longer necessary (the right to be forgotten);
(iv) Request that we stop sending you direct marketing communications. Alternatively you can always opt out of receiving our monthly newsletter by using the unsubscribe button at the bottom of the newsletter.