Here at Travel Places Ltd (“Travel Places”, or “we”, “us”) we pride ourselves on our customer service. This includes how we handle your personal information. We try to be clear about what information we hold, to give you choices about how we use it, and to ensure its security.
Your privacy is extremely important to us so we want you to know exactly what kind of information we collect about you whether you are a customer, potential customer or just enquirer (whether as a direct booker, via a corporate partner, third party travel arranger, website visitor, app user, job applicant or otherwise).
Travel Places provides this privacy statement to describe how we may collect, use, share and otherwise process your personal information.
WHAT INFORMATION WE COLLECT ABOUT YOU
If you contact us, are a client of ours or receive services from us, we collect information about you. The type of information we collect depends on the nature of your interactions with us. Depending on the circumstances, we may collect any of the following.
Details about you
This may include your name, email address, phone numbers, employer and physical addresses. We may also require passport number, expiry date, gender and date of birth for all travellers. All information goes into your traveller profile which is where we store the information necessary to book your travel and provide you with our services
Details about the services you arrange with us
You may choose to provide additional information in your traveller profile including meal and other travel preferences, frequent traveller details, emergency contact information, information required for other requested services and if necessary, information about your health to the extent that it’s relevant to your fitness to travel or to provide you with special assistance. We hold all information on your travel arrangements (such as your flight, hotel and ground transport information).
Details about payments you make
To pay for bookings and other transactions through our services, we collect payment card information and/or bank details along with other details necessary to process payments.
Details of how you use our systems and services
Details of the way in which you use our site, app, call centre and/or social media pages (for further details, please see the “Marketing and your choices” section below).
If you apply for a job with us, your CV, work history, educational details & the role you’re applying for.
In certain circumstances, we may collect data that is deemed sensitive. This is most likely to include information about health, for example if you ask us to provide you with special assistance during your travels; or religion, for example if you specify an airline meal preference that indicates a particular religion. We seek to limit any sensitive personal data that we collect and, unless we have other specific lawful reasons to use this information (such as in an emergency situation), we will ask for your consent to collect it.
HOW WE COLLECT INFORMATION ABOUT YOU
How we collect information about you depends on the nature of your interactions with us. You may give us the information directly, or your employer may send it to us. If you submit details on behalf of any other person it is important to ensure that you have their permission first.
Depending on the circumstances, your information may be submitted in a variety of different ways, for example but not limited to:
• By sending emails and text messages
• By using our website
• By interacting with our social media platforms such as Facebook or Twitter etc.
• By talking to us in person or over the telephone
• By using our mobile app or online chat
• By making a complaint via a third party (such as an airline or hotel)
• By using our mobile app or online chat
• By applying for a job; and/or
• By attending any events we may participate at or host
HOW WE USE YOUR INFORMATION
We may use your information in a number of different ways, including, but not limited to
To provide you with our products and services
In order for us to provide you with our services we need to collect personal data for booking travel and notifying relevant suppliers and government agencies as per required legislation. We are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. In addition we use data, to communicate with you about our products and services, provide customer service and manage your account.
To process payments
We use your information for accounting purposes and to provide you with related customer service.
To operate websites and mobile applications
We use device data to monitor and improve the performance and content of our services, optimise delivery, provide updates, analyse trends and usage in connection with our services, and measure whether our ads and offers are effective.
To send you marketing communications
Using your information, we may from time to time contact you with our latest news, events, offers and sales materials that we think might be of interest or relevant to you (either on the basis of your consent where we have requested it, or our legitimate interests to provide you with marketing communications where we may lawfully do so).
To process job applications
We use your information to process any job applications that you submit to us, whether directly or via an agent or recruiter (speculatively or in response to any ad) (on the basis of our legitimate interest to recruit new employees or contractors).
To operate and improve our business and comply with legal requirements
We use your information for compliance with our company policies and procedures, for accounting and financial purposes, to detect or prevent fraud or criminal activity, to perform, analyse and improve our business and services, and otherwise as required by law.
WHO WE SHARE YOUR INFORMATION WITH
Travel suppliers and other third party service providers
We share information with travel suppliers (for example, airlines and hotels) and travel service providers (for example, car hire companies, ground agents and online booking/management providers), as necessary to book your travel and provide travel-related services to you and your employer.
Other third party suppliers that we work with in connection with our business
We may share your information with third party suppliers that provide us with services in connection with our business and the provision of our services to you. This includes for example: IT developers, service providers and hosting providers, advertising providers and networks, site analytics providers, medical service providers and credit card screening companies.
As required or permitted by law
We may disclose information to regulatory authorities, courts, and government agencies where we believe doing so would be permitted or required by law, regulation or legal process.
We do not sell information to third parties so that they can independently market their own products or services directly to you.
Our contractors are obliged to keep your details securely, and use them only to fulfil the service they provide to you on our behalf.
MARKETING AND YOUR CHOICES
Collecting your data helps us understand what products and services are of interest to you, enabling us to deliver an improved offering and customer experience.
Specifically, we may use data:
• For our own internal records
• To improve the products and services we provide
• To contact you in response to a specific enquiry
• To customise our website experience for you
• To send you promotional emails about the products, services, offers and other things we think might be relevant to you
• To send you promotional mailings or to call you about products, services, offers and other things we think might be relevant to you
• To contact you via email, telephone or mail for market research purposes
Opting out of or withdrawing your consent in relation to marketing
If you no longer want to receive marketing communications from us, you can opt out or unsubscribe by:
• Following the “unsubscribe” link contained in any marketing communications that you receive from us
• By Email to: firstname.lastname@example.org
• By Phone on: +44 (0)1903 832861
Visitors to our website
As you may already know, when you visit www.travelplaces.co.uk, we collect information through a third party site analytics service provider, (we use Google Analytics) using cookies. This collects standard internet log information and details of visitor behaviour patterns. We use this information to help improve our functionality and services, track visitor movements, gather broad demographic information, analyse trends and personalise your website experience.
HOW WE PROTECT AND STORE YOUR INFORMATION
We maintain reasonable administrative, technical, and physical security measures to protect your information from unauthorised access and use. Travel Places will process – that means collect, store and use – the information you provide in a manner that is compatible with the EU’s General Data Protection Regulation (GDPR).
Our website may contain links to third party websites or micro-sites not controlled or owned by us. If you provide information to a website to which we link, we are not responsible for its protection and privacy. It is your responsibility to check the status of these sites before using them. Please read the site’s data protection and privacy policies in full.
In some instances, the law sets the length of time information has to be kept, but in most cases Travel Places will use its discretion to ensure that we do not keep records outside of our normal business requirements. We keep your information for as long as is reasonably necessary to enable us to provide you with the services that you have requested from us, to comply with any legal obligations that require us to keep information, or for as long as we reasonably require for our legitimate interests, including for example for the purposes of exercising our legal rights or defending ourselves against claims.
You have certain rights in respect of the personal information that we hold about you, including:
• The right to be informed of the ways in which we use your information, as laid out in this Privacy Statement;
• The right to ask us not to process your information for marketing purposes;
• The right to request access to the information that we hold about you;
• The right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
• In certain circumstances, the right to ask us to stop using information about you
You will have certain additional rights in respect of the information that we hold about you from 25 May 18:
• The right to withdraw consent for us to process or keep your personal details;
• The right to object to our using your data;
• The right to ask us to limit or cease processing your data
Please note that this may prevent us from being able to offer our product and services to you.
If you wish to withdraw your consent, object to how we use your data, ask us to delete it or restrict how we use it please see the ‘How to contact us’ details below. We may ask you to provide additional information (such as to confirm your identity and/or to confirm what information you wish to access) in order to process your request.
We may need to retain certain information for recordkeeping, to complete any transactions you began before your request, or for other purposes as permitted by law.
If we can not resolve your concern and would like to make a formal complaint, you can contact the Information Commissioner’s Office (also known as the “ICO”). The ICO is an independent authority and the UK’s supervisory authority for information rights. (https://ico.org.uk/)
HOW TO CONTACT US
If you have questions or complaints about Travel Places and privacy, or to exercise your rights, please contact us at:
FAO: Privacy Compliance Officer
61 Chapel Road
Travel Places, in association with American Express Global Business Travel