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Independent Travel Experts Limited GDPR Policy Notice

Introduction and background

The purpose of this policy is to outline how Independent Travel Experts Limited, as part of The Travel Network Group, has established measures to protect your privacy and information rights.

Your rights

We recognise that you have rights as a ‘data subject’, and that we have an obligation to uphold these.
This privacy notice aims to remind you of your rights, and outlines how we maintain these rights. In particular, it outlines:

  • How we collect and process your information

  • Why we do this

  • How you can exercise your rights;

  • Who to contact in the event you’re unhappy with our performance.

Depending on why we have collected your information, your information rights could include:

  1. Right to be informed: This encompasses the obligation for us to be transparent in how we collect and use your personal data.
  2. Right of access: You have the right to access your personal data and supplementary information.
  3. Right to rectification: If the information we hold on you is inaccurate or incomplete, you can request we correct this.
  4. Right to erasure: You can request we delete or remove personal data where there is no compelling reason us to continue processing
  5. Right to restrict processing: You have the right to request we cease processing your data, if: You consider it inaccurate or incomplete; Where you object to processing and we are considering whether we still have a legitimate interest to process it. Where we don’t need the data for the original reason we collected it, but may need it to support a legal claim.
  6. Right to data portability: Where you have consented to our processing your data, or where the processing is necessary for us to deliver a contract, you can request a copy of that data be provided to a third party in electronic form.
  7. Right to object: You have the right to object to our processing under certain circumstances. For example, you can object to: direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics.
  8. Rights relating to automated decision making including profiling where we apply automated decision making, we must: give you information about the processing, introduce simple ways for you to request human intervention or challenge a decision, carry out regular checks to make sure that our systems are working as intended.

Information related to automated decision making is contained later in this notice.

Information we collect

Please find below a summary of the information we collect and how we use this to deliver services to you.

Business function

Information we collect

Why we collect this

 

ITE

We collect the personal information needed to arrange a booking or the customer, including name, address, date of birth. We may also collect passport details if these are needed to support the bookings

These details are necessary for us to perform the contract we have entered in to with our members (i.e. to book the requested travel)

Trustees

We hold the personal data of our client’s customers to ensure appropriate financial protection for the customer is in place.

These details are necessary for us to perform the contract we have entered in to with our members

 

Transfer of data

We work with a number of service providers in the course of providing services to you. These are outlined below:

  • Tasker

  • Our insurance company in the event of a claim or to allow for cover to be provided.

  • CAA only

  • Our legal representatives

  • Aggregators such as Inspiretec & Paxport

  • The suppliers of services we facilitate on your behalf, such as airlines, accommodation providers, tour operators, cruise operators and local agents.

  • Business partners, to allow you access to the services we have negotiated on your behalf.

  • Worldpay, Banks and other payment providers.

  • Third Party Supplier (Mailchimp Email System) – where we are asked to support a member’s campaign.

  • Third Party SMS Provider, where we are asked to support a member campaign

  • Royal Mail, to support posting materials.

  • Propak Printers, to print brochures and labels.

  • WuFoo

  • Suppliers supporting the events you have subscribed to (for example, caterers)

Retention of data

Independent Travel Experts Limited retains information for seven (7) years from our point of last contact. We hold this information to support our legal and regulatory requirements. If you object to this retention, please contact us – details provided in the ‘Contact’ section.

Securing your information

Information and data security are important to us. Independent Travel Experts Limited applies technical and organisational security measures in line with industry good practices.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Contact details

We recognise that you may have questions on how we process and/or store your data, or may want to change either the data we hold on you or how we communicate with you in the future.

If you have given consent for processing, you are free to withdraw that consent. To let us know this is the case please contact us at: Independent Travel Experts Limited, 2 Crown Square, Woking, Surrey, GU21 6HR.

If you have any questions in respect of this notice, or would like to exercise your rights as a data subject (for example, to correct data or to exercise your right to access):

  • The Travel Network Group Limited, as data controller, can be contacted as follows: Enquiries@traveltrust.co.uk or at The Travel Network Group, 2 Crown Square, Woking, Surrey, GU21 6HR

  • Vim Vithaldas can be contacted as follows Vim.Vithaldas@thetravelnetworkgroup.co.uk or at The Travel Network Group, 2 Crown Square, Woking, Surrey, GU21 6HR

If you are unhappy that we have responded to your query adequately, of if you have a further complaint, The Information Commissioner’s Office can be contacted on:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF