Privacy Policy

 

What is the purpose of this Privacy Policy?

The purpose of this Privacy Policy is to tell you what Personal Identifiable Information (PII) we may hold on file and how we use this information. It also tells you how to access the information that we hold and how to withdraw consent and have that information deleted. We will only process your personal information 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. Your personally identifiable information will be protected by the EU General Data Protection Regulation (which is otherwise known as GDPR) and a new UK Data Protection Act 2018.

 

Why and how we collect and use personally identifiable information?

We need to collect personally identifiable information in order to process your bookings with us and to deliver our service. As an example, we need your name and address to send you any brochure requests or to pick you up and take you on one of our holidays.

 

When you make a booking, the personally identifiable information we need to collect, and process is likely to include;

• names of all people travelling

• date of birth

• contact details (for example the telephone number, postal and e-mail addresses) of the person making the booking

• travel insurance details for all people travelling (only when travel insurance is booked with us)

• dietary information

• any medical conditions, mobility issues or disabilities which may affect you or anyone else travelling with you

• emergency contact or next of kin details for all people travelling

 

How do we collect personally identifiable information?

We collect personally identifiable information when you make an online booking, fill in our online forms or create an account. We also collect this information when you call us to make a booking or request a brochure to be posted out. We only collect personally identifiable information when you give it to us, or through any travel agency with whom you make your booking or booking enquiry. We don’t collect personally identifiable information covertly or secretly.

 

How do I view or edit the personally identifiable information that you hold on me?

You can view the key PII that we hold on you by logging into your online account. Here you can make changes to your name and address, email, telephone number etc to keep us informed if you move to a new house for example. In addition to you can write to us or email us to ask for a copy of the PII that we hold or ask us to delete any such information. Please note if you wish to have your PII deleted and still have any active bookings for Holidays or Day trips that have not yet occurred you may need to cancel your bookings first. Any cancelations will be subject to our cancelation tariff which can be viewed in our Trading Charter.

 

Who will we pass your personally identifiable information on to?

We do not sell your information to anyone else, don’t worry. We will only pass on your information for legitimate business reasons or in connection with any bookings that you have made for example:

• To a hotel that you may be staying at

• Meal stops en route

• Attractions and admissions which may be part of your holiday or day trip.

• Travel insurance companies

• Credit card companies or banks

• Travel agents (only if you’ve booked through one)

• Mailing house (this is only for registered users or customers to be included in our priority annual distribution of our holiday and day trip brochures)

 

How do we protect your personally identifiable information?

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. Any personally identifiable information is stored in our specialist booking software which is built with GDPR compliance in mind. Only designated staff members have access to this system and each staff member has their own password protected log on credentials.

 

The system also logs every action taken so we can track who, when and how anyone uses our system. Our IT equipment hard drives are encrypted, and we operate with up to date antivirus software. Paper records are being phased out, but for the remaining paper records these are kept in a locked filing cabinet. Our staff have received training regarding dealing with personally identifiable information and take periodic training and examinations, especially regarding processing personally identifiable information in connection with travel insurance.

 

How long can we retain and process your personal data?

We will not process your personally identifiable information in a form which enables you to be personally identified for any longer than is necessary in order to fulfil the purpose for which it was originally collected or for any other legitimate business purpose.  Where your personally identifiable information has been provided for the purpose of holiday arrangements or day trips, we are entitled to retain this data for a period of up to 6 years after those arrangements have been completed.

 

If you have consented to receiving marketing communications from us, such as a brochure request for example, we may continue to use your personally identifiable information for this purpose until you withdraw your consent or for as long as we reasonably consider your consent remains in place.  We will retain your information for the periods outlined above as necessary to ensure you receive an excellent service, or as required to fulfil our legal obligations.

 

How to I request that you delete any information that you hold on me?

If you wish to delete your account or request that we no longer use your information you can contact us at info@movingpeopleltd.co.uk. Alternatively you can write to use at Moving PEOPLE Ltd, Hawkside, Longsight Road, Clayton-le-dale, BB2 7JA.  We will respond to your request in a timely manner and delete all records that do not conflict with our legal requirements.