- Booking or enquiring about booking tour services with or through us; or
- The recipients of any tour services booked with or through us (e.g. you are the passenger for a booking or booking enquiry made by someone else for you); or
- Customers or potential customers or recipients of tour services that can be booked with or through us.
We understand personal data as any information relating to an identified or identifiable individual, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, services obtained or considered, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.
(1) individuals who are making any enquiry or booking with us or through us, and individuals in respect of whom any enquiry or booking is made (such as friends, family members, tour group members, officers and employees of businesses and organisations booking with or through us);
(2) individuals in respect of whom any enquiry or booking is made with us by an agent;
(3) where our customer is a business or organisation, employees or individuals who are acting as representatives of that business or other organisation, and individuals connected to that business or other organisation, such as owners, partners, shareholders, and directors;
(4) individuals whose personal data is obtained from other companies in our group (such as where you have consented to your personal data being disclosed to other group companies for marketing purposes).
When we refer to “processing” of your personal data, this includes obtaining, recording, storing or holding your personal data, and anything we do with it, such as organising, adapting or altering it, retrieving, consulting or using it, disclosing it or otherwise making it available to others, combining it with other data, and blocking, erasing or destroying it.
When we refer to “tour services” this covers all products and services which may be booked with or through us, such as bespoke tours, public tours, package tours, home hosted experiences/ dining tours, lectures, public speaking, merchandise, transport and transfers (whether by air, coach, bus, train, ferry, taxi or other means), car hire, cruises, and charters, and it includes both:
- all such products and services which we supply or operate ourselves (including where we sub-contract); and
- any such products and services provide by a third party which we book for you (acting as agent for you or that third party). Travel services also includes any services we or a third party provide in association with travel, such as obtaining visas, foreign exchange, and providing local representatives and support.
What types of personal data we may process
The Titanic Trail may collect the following:
- Social networking contact details, your social posts about any of our trips and travel experiences.
- proofs of identity and address, copies of passports, driving licences, and utility bills,
- card and other payment details, and financial information,
- health information relevant to your planned travel and travel insurances held,
- results of searches carried out against you (such as to verify your identity, address, and credit status),
- your preferences,
- Frequent flyer or travel partner programme affiliation and member number.
If you are an individual associated with a business or other organisation that is our customer, then your personal data may include the following information that we link to you:
- business or organisation details (such as name, address, telephone numbers, payment arrangements, financial information, etc.),
- your relationship with that business or organisation (such as owner, partner, director, shareholder, employee, or agent), and
- your contact details within that business (such as work address, work telephone and mobile numbers, work fax number, and work e-mail address).
Information concerning enquiries and bookings made with or through us for tour services, including where you are making the enquiry or booking or are the recipient of the tour services to which the enquiry or booking relates. This information may include:
- details of your personal interests,
- needs and other data relevant to your enquiry;
- details of results, quotes, proposals, estimates and other information given in response to enquiries;
- details of the holiday, accommodation, travel, car hire, and other travel services booked or enquired about;
- details of the passengers / holidaymakers travelling;
- details of the provider of the tour services (e.g. tour operator);
- dates and times of travel;
- payment details (including card details);
- passport information and visa information;
- foreign exchange requirements and arrangements; and
- Sensitive information such as health, medical, dietary, mobility, disability, or other requirements relevant to the service you are enquiring about or your contract with us.
Information collected or generated out of any surveys we conduct or generated out of any competitions or promotions we run and information concerning any accounts or bookings with The Titanic Trail is covered by this policy.
We may collect information about your visits to, browsing of, and use of our website, unless your web browser blocks this. The range of data we collect will depend on how you interact with our website.
This information may include:
- your IP address (a unique identifier allocated to your computer for your connection to the internet);
- your computer device details (PC, tablet, smartphone, watch etc.);
- the make and version of web browser (e.g. Internet Explorer, Firefox, Safari, Opera, Chrome) you are using;
- your operating system (e.g. Windows, Windows Phone, OSX, iOS, Android, Linux etc);
- your time-zone;
- your browser plug-ins;
- any web-page you came from, identified as the referrer web page address by your web browser;
- identifiers assigned to you by third-party advertising providers and web beacons you interact with;
- page response times;
- download error;
- pages and parts of pages you visit;
- usage you make of our website, including enquiries and searches undertaken, and registrations for accounts, forums etc.;
- services and products you viewed;
- length of visit to website and pages;
- page interaction information (such as scrolling, keys pressed, mouse clicks, touches, and mouse-overs).
This information may also include:
- data inputted into forms and fields;
- feedback mechanism,
- social functionality,
- newsletters or other features of our site;
What do we use your personal data for?
This section sets out the uses which we make of your personal data and the legal basis on which we rely to do this.
Operate our website
To operate and provide the search, booking, accounts, review, forums and other services, facilities, and functions of our websites.
Provide information and respond to enquiries
To provide information to you about our website, systems, and services, including to respond to booking enquiries and searches for tours, and to keep you updated generally. We process your data because you ask us to take the relevant steps in order to enter into a contract, or because we perform a service that you asked us to provide.
Bookings and other contracts
To enable you to make bookings, and to fulfil, provide, perform, administer, manage, and enforce all bookings, orders, and other contracts which relate to you (including if you are a passenger in a booking made by someone else), and to process any transactions authorised or made with us which relate to you. We process your data because you ask us to take the relevant steps in order to enter into a contract, or because we perform a service that you asked us to provide.
Payments & Communication with customers
To collect and make payments due and administer our accounts. To communicate with you concerning any enquiries, bookings, travel services provided, problems and complaints, and to
respond to any submissions, enquiries or requests from you. We process your data because you ask us to take the relevant steps in order to enter into a contract, or because we perform a service that you asked us to provide.
To keep internal records and maintain reasonable archives, including concerning as to enquiries, bookings, contracts, travel services, and complaints. This is done on the basis of our legitimate interests in ensuring our business is protected or run efficiently, or because we have the legal obligation to do so.
We may use your personal data to help us profile how our customers generally are using our websites and booking tour services with (or through) us. We may also use this information to ascertain interests so that we can better tailor our business offerings. This is done on the basis of our legitimate interests in ensuring our business runs efficiently.
To report aggregate information concerning usage of our websites to our advertisers. We normally create anonymous statistical data about browsing actions and patterns, and do not identify any individual.
Anything you have specifically consented to
For any purpose which we have obtained your consent to. We will do this only where you have a choice whether to consent or not, you have control over that data and you have had to take an affirmative step to give consent on an informed basis. We will ensure that you can withdraw your consent at any time by providing simple mechanisms if you would like to do so.
Period for retaining your data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you would like to know more about our data retention policy, please ask us.
Use of your personal data for direct marketing
We do not use or disclose your personal data for direct marketing purposes unless:
· we have obtained your consent to do so, such as through an opt-in box on any form or website of ours; and/or
· you have made a booking with us and there is our legitimate business interest to do so for similar products or services.
We will use your personal data to send you marketing information about tour services:
1. offered by us;
2. which can be booked with third parties through us;
3. offered by third parties selected by us. However, we will not pass any of your details to third parties without your prior and specific consent.
Direct Marketing by Third Parties
From time to time, we may disclose your contact details (i.e. your name, email address, postal address, telephone number, mobile number, fax number and preferences) to:
Withdrawing from Direct Marketing
You are free to stop receiving marketing information from us at any time by contacting us as detailed in this privacy notice or by following the instructions set out in our marketing communications. If you email us to withdraw your consent, it would be helpful if you could insert the word “Unsubscribe” as the subject heading.”
When you elect to stop receiving marketing information we will, from that point onwards, not share your information further with any other third parties.
You are also free, at any time, to notify any third party to whom we have previously passed your contact details to, that you no longer wish to receive marketing communications from them.
Disclosure of your personal data to third parties
We transfer your personal data to third parties in the following circumstances:
Credit Checks etc.
We may disclose your personal data to third parties (including intermediaries) as necessary to carry out any checks regarding your financial standing. The identities of these parties may change from time to time. They may include credit reference agencies and other companies for use in credit decisions, for fraud prevention and to pursue debtors.
Bookings and performance of contracts
We disclose your personal data to third parties (including intermediaries) as necessary to deal with any booking enquiry being made by or for you, to make any booking requested by or for you, to perform and administer any booking for you or other contract with or in respect of you. This may include;
· to apply for visas on your behalf,
· to collect payments to be made by you,
· to investigate and respond to complaints, and
· to enforce any booking or other contract with you.
Such third parties may include any suppliers or sub-contractors and their agents (e.g. airlines, coach, ferry or train companies, hoteliers, hire companies, cruise companies, tour operators etc.). The identities of these parties may change from time to time and are engaged so we can provide our services to you. We ensure that these third parties carry their tasks with the same level of protection on your personal data that you will expect from us.
Suppliers of travel and other services
We may disclose your personal data to any third party (e.g. supplier, contractor sub-contractor) we make any enquiries with concerning or engage or sub-contract to perform any booking or other contract, including to provide any travel, tour or other products or services we have agreed to provide to you in order to perform our contract with you.
We may disclose your personal data to any supplier with whom we make any enquiry concerning or book any travel or other products and services for you as agent (whether as agent for you, someone representing you, or the supplier), such as a tour operator. Details of any third party tour operators or other third parties who will be responsible for or supply you with the travel services booked or enquired about, may be obtained from us on request, and may be stated in any tour or other brochure provided by us.
We may supply personal data to a government authority or regulator where required to:
· comply with a legal requirement,
· for the administration of justice or when required by a public enforcement body, or
· for the purposes of customs, visas and immigration.
· We may disclose your personal data where otherwise required by or permitted by law.
Business Customers who are businesses (not individuals)
If you are a business or organisation (“Business Customer”), and we are holding personal data of any authorised representative (such as an employee agent, employee, officer, owner, partner, or director), then we may disclose to them that personal data.
If a Business Customer is making a booking or booking enquiry on behalf of an individual, with that person’s authority, then we may disclose to our Business Customer that individual’s
personal data as reasonably required in connection with such booking or enquiry, or the subsequent performance of or payment for any booking made.
How third parties will handle your personal data
Where we provide your personal data to a third party one of the following two circumstances will apply:
Processing on our behalf
Processing on their own account
Location of your personal data
We (and any affiliate, subcontractor or other person processing your personal data on our behalf) may transfer, store and otherwise process your personal data anywhere within the European Economic Area (“EEA”) and the United Kingdom.
We will only send your personal data outside the EEA and the United Kingdom to parties with whom we have a contract based on the Standard Contractual Clauses as published by the European Commission. We ensure your personal data is protected by requiring all our group companies to follow the same rules when processing your personal data. This means organisations with whom we have contracts we ensure that we have in place adequate safeguards in respect of such transfers outside the EEA and the United Kingdom. You can find out about what adequate safeguards these are by contacting us directly using the details provided on our website or by using the details provided in this policy.
Keeping your data secure
Our security measures
We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:
· only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible;
· using secured servers to store your information;
· verifying the identity of any individual who requests access to information prior to granting them access to the information
Unfortunately transmission of information over email is not secure, and if you submit any information to us over the internet by email we will do our best to protect your personal data and have contractual processes in place with our service providers to do this. Once we have received your information, we will use relevant procedures and adequate security measures to prevent unauthorised access.
For your own privacy protection, we encourage you to maintain anti-virus and other malware protection software on your computers and other devices, and to maintain your own measures to protect your personal data. Please do not include sensitive personal data in any e-mails you may send to us, including payment card information.
We also encourage you to be careful about who you give personal data to. We never contact you to ask you for your payment card information, or sensitive personal data such as passport numbers and we will only ask you for such information in person or through our website, or by telephone in connection with a booking you are making or have made. Please let us know if you someone purports to contact you in our name.
You have certain rights under data protection laws, which we summarise below.
If you contact us about these rights, we may ask for proof of your identity before we act on any request, and we may refuse to act if you do not provide this or your identity is not established by you.
This is to ensure that your data is protected and kept secure. To exercise any of your rights below send your request via email to firstname.lastname@example.org
You may request the following information be provided to you:
· whether we are processing personal data about you;
· what personal data we are processing, including a request for a copy of your data;
· what purposes we are processing data for;
· from which sources we have collected the data;
· who we disclose the data to;
We will act within one month, in so far as is possible, after receiving a valid request (i.e. when we will have been able to identify you as the data subject). If your request is complex, or if we have a high volume of requests, we may extend this period for two additional months. We will advise you if this is the case.
The law does allow us, in certain cases, to refuse to act upon your request or to charge a reasonable administration fee, if we estimate that the request is manifestly unfounded or excessive. We will advise you at the time if this is the case along with your possibility of lodging a complaint with a supervisory authority and seeking a judicial remedy.
You have the right to have your personal data amended if it is inaccurate or incomplete.
Right to object
You have the right to object to the use of your personal information for direct marketing or where we use it on the basis that we say we have a legitimate interest in using it.
You have the right to have your personal information deleted or removed in the following circumstances:
· The data is no longer necessary for the purpose for which it was originally collected or otherwise processed;
· Where you withdraw your consent, where consent was used as the legal basis for processing;
· Personal data has been unlawfully processed;
· When you object to the processing and we have no overriding legitimate interest for continuing the processing;
· Erasure is required for compliance with a legal requirement; or
· Data has been collected in relation to the offering of online services to a child.
· When a request for erasure is valid, we will take reasonable steps to inform third parties which are processing the personal data that you have requested us to delete.
We have the right to refuse to act on a request of erasure if the data is necessary for:
· Exercising the right of freedom of expression and information;
· Compliance with a legal obligation;
· The establishment, exercise or defence of legal claims;
You have the right to receive your personal data which you have provided to us, in a structured, commonly used and machine-readable format and to transmit those data to another controller, when:
· the processing is based on consent or on a contract; and
· the processing is carried out by automated means.
You have the right to obtain from us the restriction of processing of your personal data where one of the following applies:
You contest the accuracy of the personal data, for a period enabling us to verify the accuracy of the personal data;
· The processing is unlawful, and you oppose the erasure of the personal data and request the restriction of their use instead;
· We no longer need the personal data for the purposes of the processing, but the data is necessary for you for the establishment, exercise or defence of legal claims;
· You have objected to processing pending the verification whether our legitimate grounds override yours.
Where the processing of your personal data is restricted, at the exception of storage, we will only process your personal data with your consent, for the establishment, exercise or defence of legal claims, for the protection of the rights of another individual or organisation, or because we are legally required to do so.
Right to withdraw your consent
You are free to withdraw your consent at any time, where we rely on your consent as a legal basis for processing.
Right to lodge a complaint with a supervisory authority
The laws we comply with are regulated by the The Information Commissioner’s Office and online at https://www.oic.ie/ and for other member states, the independent supervisory authority responsible for monitoring the application of the regulation. In addition to your rights above, it is open to you, if you have a complaint or a concern, to seek assistance from this supervisory authority who has powers to compel us to comply with applicable laws and fine us for non-compliance. However, before you do so, we would hope that you will contact us first to discuss any complaint or concerns you have. You can contact us using the details provided in this our privacy notice.