Latest Update: February 8th, 2021
This policy will explain how we collect, use and store the personal data you provide us. This policy also covers our commitment to comply with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other relevant legislation. As of May 25, 2018, this will include the processing of personal data as governed by the General Data Protection Regulation (GDPR).
What is considered personal information and why would it be collected?
As defined under the GDPR, when we refer to personal data, we mean any information which relates to a living individual who can be identified either directly or indirectly such as a name, an email address, or other personal details.
In order to respond to an enquiry, manage your booking, or send you promotional material, we need to process personal data we obtain from you. This personal data may be obtained from you directly or through any travel agency with whom you make your booking or booking enquiry.
To book a tour, the personal data we need to collect and process will include:
• Full names of all people travelling
• Contact details of the person making the booking, these details include: Telephone number, postal address and e-mail
• Passport information and travel insurance details of all people travelling
• Dietary information where applicable
• Emergency contact (name and telephone number) for all people travelling
• Relevant medical data and special dietary requirements
For a general enquiry, the personal information we will need to process is likely to include only the name and email address of the person making the enquiry.
For a booking or booking enquiry, we will process your personal data on the basis that this is necessary to book and operate your tour. We may also need to do so to comply with a legal obligation to which we are subject or in order to protect your vital interests (for example, in an emergency situation).
What we do with your information
After receiving your personal data, we will only use it for the following purposes:
• To respond to your enquiries and prepare quotations
• To process your booking and operate your tour
If you have made a booking or an enquiry, we will also send you regular details of offers and information on future holidays you may like to book with us.
We will only send you information about our products and offers if you have actively opted-in to receive them. You can opt-out at any point in the future. We will only send you such messages about our own products and services and will not share your personal information with other organisations for their own marketing purposes.
In order to ensure our marketing communications are relevant to you, we may use details such as your purchasing history, geographical location, gender and age to send messages which we feel will be of specific interest to you.
With whom do we share your personal information?
When you make a booking, only the relevant personal data will be passed on to the suppliers required to operate your tour, including:
• Local transport companies
• Hotels and the providers of other forms of accommodation
• Local tour guides
• Tour operators
• Travel insurance providers
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 only provide third parties with the personal data they require in order to deliver their services. Other than in relation to government / public authorities (over whom we have no control), 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 performing their services.
Where will we process your personal data?
Your personal data will be processed within the UK and Colombia. In Colombia, we will transfer only the necessary personal data required by any of the third parties mentioned above in order to provide the services included in the tour. We will require these third parties to process and maintain appropriate security to protect your personal data.
How we keep your information safe
We take appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data. We limit access to personal data, especially where this may be sensitive information and we have measures in place to prevent any unauthorised access. We use secure methods to ensure personal information is protected when we transmit it to other organisations, for the purposes of fulfilling a request and or a holiday booking.
We only keep your personal data for as long as necessary to fulfil the requests and booking you have made with us. We may also keep personal information for essential purposes such as complying with our legal obligations or resolving disputes. As our requirements can vary, our retention periods reflect this.
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.
How to access your personal information
You are entitled to ask us by e-mail, letter or telephone what personal data of yours we hold and what we are using it for. Upon receipt of such a request we may ask you to provide proof of your identity. We will process your request within the next couple of weeks.
How to delete or amend your personal data
If you wish us to erase your personal data please send us an email to firstname.lastname@example.org We will remove your data during the next couple of weeks after receiving your request.
Please also let us know if the personal information we hold for you is incorrect or needs updating and we will amend our records.
How to stop direct marketing communications
You can stop receiving marketing communications from us at any time by clicking on the unsubscribe link on any of our promotional emails. You can also send us an email to email@example.com requesting to stop direct marketing communications.
Do you have any question?
If you have any questions concerning your personal data and how we handle it, then please contact us via the address below or via email:
Suite No.1425, Kemp House
152 - 160 City Road
London, EC1V 2NX
Company Registration Number: 08092957
Information Commissioner’s Office Registration: Z341570X