Privacy Policy

What is the purpose of this privacy policy?
This privacy policy is to advise what personal data we collect from you and why, and what we will do with this data. From 25 May 2018 onwards, you and your personal data will be protected by the EU General Data Protection Regulation (the “GDPR” and a new UK Data Protection Act 2018 (the “DPA”). We will only process your personal data as set out in our privacy policy, or otherwise notified to or agreed by you, or as we are otherwise permitted to do in accordance with data protection laws.

When we refer to “you” in this privacy policy, we mean every person who communicates with us in respect of a booking, booking request, enquiry, or for any other reason, and all persons for whom a booking or booking request is made.

What is our role in relation to your personal data?
For the purposes of GDPR & DPA laws, we, Travel Stop Limited, are a data controller.

Changes to our privacy policy
From time to time we may need to review and make changes to this privacy policy. These may be necessary as a result of changes in data protection laws, in the guidance issued by regulators such as the Information Commissioner’s Office (the ICO), or where we make changes to our procedures.

What is my personal data and what does ‘process’ mean?
When we refer to personal data, we mean any information which relates to an identified or identifiable individual. Where we refer to process or processing, we mean anything which we may do with your personal data including collecting, storing, using, disclosing to third parties, and erasing it.

What personal data will we collect from you and why?
To enable us to respond to an enquiry, administer and fulfil your booking, or send you a brochure or other promotional material, we may need to collect personal information from you. If you book travel or holidays with us, we will ask you to provide certain personal data and this is likely to include:
names and passport information for all passengers

contact details (such as telephone number, postal and e-mail addresses) of the person making the booking

preferences and frequent flyer club memberships

emergency contact details

credit / debit card or other payment information for the person paying for the booking

information in respect of sensitive personal information, namely any medical conditions, disabilities, access requirements, or special dietary requirements which may affect you or anyone travelling with you – this comes within special categories of personal data

For a booking or booking enquiry, we will process your personal data on the basis that this is necessary for us to fulfil our contract with you and provide you with the quality of service we strive to provide. We may also need to do so to comply with a legal obligation to which we are subject.
We may retain some of this personal information so that we can use it when you next book with us, as we have a legitimate interest to ensure our customers have the best possible experience while still ensuring your rights are protected.

What are special categories of personal data?
Personal data which concerns your health are special categories of personal data. Other information also comes within special categories but this is unlikely to be relevant to the booking and provision of travel arrangements.

Accordingly, information concerning any disability, medical condition or restricted mobility which may affect your travel arrangements (and related requirements) as well as dietary restrictions which may disclose your religious beliefs are special categories of personal data. We will ask for your consent to process this information at the time you make your booking or your booking enquiry.

How we share personal information
To process your booking we will need to share your personal information as necessary. Suppliers and other selected trusted third-party business partners are likely to include the following, depending on the arrangements booked:

airlines

transfer operators

hotels and the providers of other forms of accommodation

overseas ground agents

tour managers, guides, excursion and activity operators

credit card companies / banks in respect of payments

service providers (such as Travelport)

The information may also be provided to government / public authorities such as customs or immigration if required by them, or as required by law.

We share your address with a trusted local printer to produce and send our six monthly newsletters to you. We will take appropriate steps which are intended to ensure that anyone to whom we pass your personal data for any reason agrees to keep it secure, only uses it for the purposes of providing their services, and does not collect any personal data from you in the course of performing their services.

We do not share your personal information with third parties for them to use for the purposes of sending you marketing information, or for those third parties to use your information for their own purposes.

Can we use your personal data to send you information about our holidays or other services in the future?
We may send you information as necessary for the purposes of our legitimate interests in ensuring our clients have the best possible experience, whilst always ensuring that your rights are protected.

If you have consented to receiving marketing communications from us, we may continue to use your personal data for this purpose until you withdraw your consent or otherwise for as long as we reasonably consider your consent remains valid and effective. To remove your consent contact us at
Travel Stop Limited, 1-3 Ipswich Road, Claydon, Ipswich, Suffolk, IP6 0AA, Telephone 01473 832111 or email: claydon@travel-stop.co.uk

Where will we process your personal data?
Your personal data may be processed within the UK, within the European Economic Area (EEA) or outside the EEA depending on where your travel arrangements are for.

How do we protect your personal data?
Our website is protected by an SSL encryption certificate to create a secure link between our website and your browser protecting your information from hackers. Our Website is hosted on highly secure UK data servers with dedicated firewall protection. Your digital data is kept securely on password protected online storage and database. Your data on paper is kept securely on Travel Stop premises.

Do we collect any other information from you?
Calls may be recorded for quality purposes. CCTV may be in operation. Like many other websites our website uses Cookies. Cookies are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They do not identify you as an individual but can collect statistical data about your browsing actions and patterns which can help us improve our website user experience and deliver a better service. For more details see our Cookie Policy at www.travel-stop.co.uk/cookie-policy

How can you find out what information we are holding about you?
You are entitled to ask us (by letter or e-mail at claydon@travel-stop.co.uk) what personal data of yours is being held or processed, for what purpose, and to whom it may be or has been disclosed. No fee will be charged for responding to this request unless it is obviously unfounded or excessive or we have previously provided the same information.

We promise to respond to your request without delay, and in any event within one month unless the request is complex or you have made numerous requests, in which case we may be able to extend our response time by a further two months.

What should you do if the personal data we are holding is inaccurate, out of date or incomplete?
If you believe this is the case, please tell us by e-mail as soon as possible. We will rectify the problem within one month, or three months if the rectification request is complex.

How long can we retain and process your personal data?
We will keep your personal information for limited and appropriate periods of time only and the applicable retention periods will always be linked to our purposes for processing your personal information. Where your personal data has been provided for the purpose of the holiday arrangements or other services you have contracted, we are entitled to retain this data for a period of seven years after those arrangements have been completed. In certain circumstances, we may be able to retain it for a longer period.

Can you ask us to delete your personal data?
Yes, we can erase your personal information without undue delay where there is no good reason for us to continue to use it. However, this is not always the case. Please see the previous paragraph for further information on the period of time we may retain personal data.

Can you ask us to transfer your personal data?
Yes, you can request a move, copy or transfer of your personal data, from one IT environment to another. We will provide the information in a structured, commonly used and machine readable format to another controller.

What should I do if I have a complaint about the processing of my personal data?
If you have any complaint about the way in which your personal data has been dealt with, please let us know by e-mail at claydon@travel-stop.co.uk, and we will investigate and respond to you as soon as possible.

If you remain dissatisfied, you may complain to the Information Commissioner’s Office. For further details, see www.ico.org.uk or Tel: 0303 123 1113

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