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)
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 dont 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, dont 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 youve 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 firstname.lastname@example.org. 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.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
We may also hold CCTV images of you if you visit our premises or travel on one of our vehicles. We record images for reasons including compliance, crime prevention and to help protect our property, staff and members of the public. Images are typically stored for up to 3 months dependant on the type of system. CCTV images are controlled by our Data Controller Glen Chamberlain.
Request CCTV footage of yourself
You have the right to request CCTV footage of yourself. If you wish to view any images that we may have then you will need to make a request to our data controller Glen Chamberlain, you can do this either in writing to or by email to Moving PEOPLE Ltd, Hawkside, Longsight Road, Clayton-le-dale, BB2 7JA or by emailing email@example.com. We will provide the footage free of charge within 1 calendar month where appropriate.
To assist in processing your request please provide information to help us identify you, for example:
a specific date and time
proof of your identity
a description of yourself
We may not be allowed to share any footage if:
other people can be seen in it
were not able to edit out people to protect their identity
We may invite you to a viewing of the footage if:
were unable to provide you with the footage itself.
you agree to that arrangement.
We can refuse your request if sharing the footage could put an ongoing criminal investigation at risk.
Our vehicles often carry school children so it is unlikely that we will be able to provide footage in most case due to the likelihood of capturing other children in the footage and the improbability of being able to successfully redact their images. However, we will usually provide images to a school safeguarding lead, other nominated senior member of staff or the Police.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org. Alternatively, you can write to use at Moving PEOPLE Ltd, Hawkside, Longsight Road, Clayton-le-dale, BB2 7JA.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICOs address:
Information Commissioners Office