What is our role in relation to your personal data?
For the purposes of data protection laws, we, Kilimanjaro Company, are a data controller in respect of the personal data you provide us with.
What is my personal data and what do you mean by process?
When we refer to personal data, we mean any information which relates to an identified or identifiable individual. Where we refer to process or processing, we mean anything which we may do with your personal data including collecting, storing, using, disclosing to third parties and erasing it.
What personal data will we collect from you and why?
In order to respond to an enquiry, administer and fulfil your booking, or send you promotional material, we need to process personal data we obtain from you. This personal data is always obtained from you directly, never from a third party, and is likely to include:
· names of all persons travelling
· contact details (such as telephone number, postal and e-mail addresses) of the person making the booking
· date of birth of all persons travelling
· passport numbers and expiry dates of all persons travelling
· travel insurance details for all persons travelling
· dietary information where applicable
· credit / debit card or other payment information for the person making the booking
· information in respect of any medical condition, disability or reduced mobility which may affect you or anyone travelling with you. In this instance, we will ask for your consent to our processing this information at the time you make your booking or your booking enquiry.
For an enquiry, the personal data we will need to process is likely to include the name, telephone and emails details of the person making the enquiry.
For a booking, we will process your personal data on the basis that this is necessary for the performance of your contract with us as part of our contractual obligations.
Who may we provide your personal data to?
Where you make a booking, appropriate personal data will be passed on to the relevant suppliers of your chosen arrangements and any other third party who needs this information so that your travel arrangements can be provided.
Suppliers and other third parties are likely to include the following:
· car hire companies
· in-country transport operators
· hotels and accommodation providers
· overseas ground agents
· tour managers and guides
· excursion and activity operators
· travel insurance providers
· credit card companies / banks in respect of payments
The information may also be provided to government / public authorities such as customs or immigration if required by law. We only provide third parties with the personal data they require in order to deliver their services. Other than in relation to government / public authorities (over whom we have no control), we will take appropriate steps which are intended to ensure that anyone to whom we pass your personal data for any reason agrees to keep it secure, only uses it for the purposes of providing their services and does not collect any personal data from you in the course performing their services.
Where will we process your personal data?
Your personal data may be processed within the UK and/or any other country of the European Economic Area (EEA). We may also process personal data outside the EEA. Data protection laws may not be as strong outside the EEA as they are in the EEA. Personal data will not be transferred to a country outside the EEA unless:
(1) the personal data is transferred to a company which is required through our contractual obligations to deal with the data to securely to confirm your travel arrangements
(2) we are obliged to provide the personal data to a government / public authority in order to provide your holiday.
How do we protect your personal data?
Equatours has implemented various physical, electronic and managerial security procedures in order to protect personal information from loss and misuse, and from unauthorized access, modification, disclosure and interference. Our data controller regularly reviews security and utilises encryption technologies to protect your personal information as fully as we protect our own confidential information.
Can you withdraw your consent to our processing your personal data?
Yes, you can withdraw your consent to receiving marketing material or other communications from us at any time by e-mailing us at email@example.com
How can you find out what information we are holding about you?
You are entitled to ask us what personal data of yours is being held or processed, for what purpose and to whom it may be or has been disclosed. No fee will be charged for responding to this request. We promise to respond to your request without delay and in any event within 1 month.
What should you do if the personal data we are holding is inaccurate, out of date or incomplete?
If you believe this is the case, please tell us by e-mail as soon as possible. We will rectify the problem within 1 month.
Can you ask us to delete your personal data?
Yes, you can ask us to erase your personal data in certain circumstances, for example, where you have withdrawn your consent to further marketing material where the data in question has only been processed for this purpose.
How long can we retain and process your personal data?
We will not process your personal data in a form which enables you to be personally identified for any longer than is necessary, up to a maximum of seven (7) years from our point of last contact. We hold this information to support tour legal and regulatory requirements. If you object to this retention, please contact us on firstname.lastname@example.org
What should I do if I have a complaint about the processing of my personal data?
If you have any complaint about the way in which your personal data has been dealt with, please let us know by e-mail to email@example.com. We will investigate and respond to you as soon as we can. If you remain dissatisfied, you may complain to the Information Commissioner’s Office. For further details, see www.ico.org.uk.