PRIVACY POLICY

This is an important notice regarding your privacy and the way in which Eton Travel Agency Limited (referred to as “we”, “our” or “us” in this policy) collects and makes use of your personal data. We want to be open and transparent with you, and therefore encourage you to contact us if you have any questions about this policy or the ways in which we use your personal data.

This policy applies to our applicants, business contacts, corporate customers and individual customers generally. We take our privacy responsibilities seriously and are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of applicable privacy legislation, we are Eton Travel Agency Limited of 104/105 High Street, Eton, Windsor, Berks, SL4 6AF. Our company registration number is 01732607.

Questions regarding this policy should be directed to our Data Protection Compliance Team. The Data Protection Compliance Team is responsible for ensuring compliance with all relevant data protection legislation and with this policy. Our Data Protection Compliance Team can be contacted at datasecurity@eton-travel.co.uk. Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Data Protection Compliance Team.

1. What information do we hold about you?

We may collect, store and use personal data about you (referred to throughout this privacy policy as personal information):

Applicants

  • Personal contact details such as your name, title, address, telephone number, date of birth and e-mail address.
  • Recruitment information (including personal information such as your passport, CV or cover letter which is sent to us as part of the application process).
  • Information provided to us by our recruitment partners in relation to your application for employment with us.
  • Your personal information needed to carry out right to work checks.
  • Information collected during the course of your application.

Employees of our corporate clients and suppliers

  • Contact details such as your name, address, business telephone number and business e-mail address.
  • Information you provide or we collect during our interactions with you or your employer, such as how long we have done business with you or how long you have worked at your company.
  • Your personal information needed to manage your booking for example, your full name and passport details.
  • Payment information such as credit/ debit card number, expiration date, security code and name as it appears on the card and address the card is registered to.
  • Personal information of travel managers of our corporate clients and personal details and individual profiles of employees of our corporate clients who we are providing travel agency services to.
  • Sensitive personal information provided to us by you or by travel managers relating to any heath, disability or allergy requirements travellers or customers may have.

Individual Customers

  • Personal details such as your name, title, personal telephone, e-mail address, address and passport details to facilitate travel bookings.
  • Payment information such as credit/ debit card number, expiration date, security code and name as it appears on the card and address the card is registered to.
  • Sensitive personal information to include data relating to your health, disability and allergy information as appropriate.
  • Any other additional personal information you provide us with about yourself or anyone else.

Generally

  • Any personal information gathered when you visit our offices via our visitor sign-in process, including your name, company name (if applicable) and time of arrival.
  • Any personal information you provide to us via our website, for example, by using the “Get in touch” page on our website.
  • Any personal information you provide to us during your interactions with us.
  • Information gathered by cookies used on our website. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve the way our website works. For detailed information on the cookies we use and the purposes for which we use them please refer to our Cookie Policy below.
  • Information provided to us by third party service providers we work with, for example, payment service or analytics providers.

2. How long will we use your personal information and what is the legal ground we rely on for doing so?

We will only use your personal information when the law allows us to. When we use your personal information, we must have a legal ground for doing so. The following are (amongst others) the legal grounds by which we can use your personal information:

  • Where you have provided us with your consent for us to do so.
  • Where we need to perform the contract we have entered into with you or to take steps to enter into a contract with you.
  • Where we need to comply with a legal obligation to which we are subject.
  • Where it is in pursuit of our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

More specifically, we will use your personal information in the following circumstances:

Applicants

  • To evaluate and progress your application for employment with us – to perform the contract with you or to take steps to enter into a contract with you, and in pursuit of our legitimate interests to verify your suitability for our vacancies.
  • To keep a record of your application – in pursuit of our legitimate interests in the event we wish to offer to place you in another role within our organisation.
  • To carry out right to work checks – to comply with a legal obligation to which we are subject.

Employees of our corporate clients and suppliers

  • Your contact details and payment information – in pursuit of our legitimate interests to facilitate business between your organisation and ours.
  • Your contact details to provide you with further information on our services. This may include technical information and/or marketing information – in pursuit of our legitimate interests (keeping you informed about our products, services and business updates).
  • Individual traveller details – in pursuit of our legitimate interests (performing our contract with our corporate client).
  • Sensitive personal information relating to health, disability or allergy requirements – where you have provided your employer with a lawful basis to transfer it to us in connection with the services we are providing – this will usually be done with your explicit consent.

Individual Customers

  • Your contact details to facilitate your transaction or proposed transaction with us – to perform the contract with you or to take steps to enter into a contract with you.
  • Your sensitive personal information e.g. health, disability or allergy information to ensure your safety whilst travelling – with your explicit consent.
  • Your contact details to provide you with information on our products and services – where you have given us your consent to market to you.
  • Your personal details and payment information – to perform the contract with you.
  • Your personal details and payment information to identify and prevent fraud – in pursuit of our legitimate interests (to prevent fraud for you and for us).

Generally

  • To ensure our premises are kept secure – in pursuit of our legitimate interests (site security and evidence).
  • Health and safety purposes – to comply with a legal obligation.
  • To administer our website and for internal operations, including troubleshooting, data analysist, testing, research, statistical and survey purposes – in pursuit of our legitimate interests (to better understand how people interact with our website and solve any issues it may have).
  • To improve our website to ensure that content is presented in the most effective manner for you – in pursuit of our legitimate interests (to improve our content and your experience).
  • To transfer to third party service providers – in pursuit of our legitimate interests (outsourcing for effectiveness and efficiency).
  • To contact you if we wish to use your personal information for a purpose not set out in this policy – to comply with a legal obligation.

3. What happens if there is a change of purpose?

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

4. Which type of third parties might we share your personal information with?

We may share your personal information with the following types of third parties:

  • Third party service providers to facilitate the contract entered into with you such as our travel partners for example airlines and hotels.
  • Travel and ticket booking software providers in order to facilitate the requested bookings. We use a number of systems for this purpose which include booking systems provided by Sabre and Concur.
  • Technical support providers, for example, assisting us with our website.
  • Recruitment partners assisting us with employment related matters, for example, recruitment agencies and job boards.
  • Professional advisers such as lawyers, accountants and business analysts.
  • Providers which assist us in assessing your suitability for employment, for example, providers who facilitate online testing.
  • Providers who assist us in our disaster recovery procedures, for example, back up data centres.
  • Providers which help us collate and organise information effectively and securely.
  • Third party software hosting companies which provide us with software solutions such as our customer relationship management system.
  • Providers which host our servers in their data centres (these are all within the UK).
  • Providers assisting us with payment and fraud prevention solutions.

5. Data retention

How long will you use my personal information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for.

We assess the appropriate retention period for different information based on the size, volume, nature and sensitivity of that information, the potential risk of harm to you from unauthorised use or disclosure of that information, the purposes for which we are using that information, applicable legal requirements for holding that information, and whether we can achieve those purpose(s) through other means.

Applicants

  • Where your application for employment with us is successful, we will provide further information during the course of your employment as to how we use your personal information.
  • Where your application for employment with us is unsuccessful, we will keep your personal information for 6 months only.

Employees of our corporate clients and suppliers

  • Where we have collected your personal information during the course of your and our organisations doing business, we will keep your information for as long as this business carries on, or for as long as we have a commercial interest in holding your personal information, for example, with a view to maintaining business with our corporate clients and suppliers in the future.

Individual Customers

  • Where we have collected your personal information during the course of you requesting our services, we will keep your information for as long as we have a commercial interest in holding your personal information and for as long as is necessary following the date that our services have been carried out.

Generally

  • Where you use our website and one of our cookies are activated, that cookie will operate for the duration set out in our Cookie Policy
  • Any personal information collected through our visitor sign-in process is stored for 30 days only.

6. Where we store your personal information

Electronic versions of your personal information are stored on our servers which are currently located in the UK and on our back up servers for disaster recovery purposes which are currently in the UK. We have taken steps to ensure that our service providers respect your personal information and treat it in accordance with the law.

Where we use third party service providers to assist us, your personal information may also be stored in accordance with their practices and procedures. We require third parties to respect your personal information and to treat it in accordance with the law.

7. Rights of access, correction, erasure and restriction

Your rights in connection with your personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Compliance Team in writing using the contact details set out at the beginning of this privacy policy.

8. No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

9. What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to another person who has no right to receive it.

10. Marketing

Where we are providing you with marketing information, you can also change your marketing preferences by using the unsubscribe button at the bottom of our marketing e-mails to you.

11. What happens if you fail to provide personal information?

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing you with our products or services), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of visitors to our offices).

12. Right to complain

You have a right to make a complaint if you wish to do so. The organisation with oversight of our processing is the Information Commissioner’s Office which can be contacted in writing at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, by telephone (0303 123 1113) or by e-mail (casework@ico.org.uk).

13. Changes to this privacy notice

We may change, modify, add or remove portions of this privacy policy at any time, and any changes will become effective immediately.

Any changes we make to our privacy policy will be posted on this page and, where appropriate, notified to you.

 

COOKIE POLICY

1. What Are Cookies?

Cookies are small files which are stored on a user’s computer. They are designed to hold a modest amount of data specific to a particular client and website, and can be accessed either by the web server or the client computer. This allows the server to deliver a page tailored to a particular user, or the page itself can contain some script which is aware of the data in the cookie and so is able to carry information from one visit to the website (or related site) to the next.

2. Why are Cookies Used?

Cookies are a convenient way to carry information from one session on a website to another, or between sessions on related websites, without having to burden a server machine with massive amounts of data storage. Storing the data on the server without using cookies would also be problematic because it would be difficult to retrieve a particular user’s information without requiring a login on each visit to the website.

3. How Long Does a Cookie Last?

The time of expiry of a cookie can be set when the cookie is created. By default the cookie is destroyed when the current browser window is closed, but it can be made to persist for an arbitrary length of time after that.

4. What Cookies do we use?

Our website code generates only one (1) cookie, which is used to prevent the cookie notification from repeatedly displaying. Any other cookies are third party cookies created by Google Analytics.

5. Third party reference cookies:

  • public_html/assets/admin/vendor/angular/angular.min.js
  • public_html/assets/admin/vendor/foundation/foundation.min.js

For more information on Google’s privacy policy, please visit: https://policies.google.com/privacy

 

For details of our Booking Terms and Conditions, please click here.