Archipelago Choice Ltd – Privacy Notice and Policy 2018
Information we require and our commitment to your privacy.
The new data protection law: On the 25th May 2018 new data protection laws came into effect and all of us at Archipelago Choice have worked hard so that we comply with this important legislation as we all stand to benefit from it. However, if at any time you have concerns about the data we hold on you or would like us to delete this data then please follow the steps in the next paragraph.
How do I stop unwanted communications or request details of the data held on me by Archipelago Choice?
- You can stop emails from us at anytime by clicking the unsubscribe links or buttons in any email we send you, or
- by replying to any email and asking us to stop emailing you, or
- by forwarding your email to Ian Coates (our Data Controller) at firstname.lastname@example.org, or
- by telephoning us on 01768775672
What if you have concerns about the data held by Archipelago Choice? We will respond responsibly and quickly to any questions or concerns you may have. At your request, we will send details of, or delete, any personal data we hold on you. However, we have a legal obligation to keep some information (usually for a set number of years) which allows us to comply with existing laws on our financial position and our public liability.
For example: we may need to keep your names, what you purchased, how to contact you and if you had any special medical or dietary requests. Once you have travelled, we do not need to keep information like passport and driving licence details.
Why does Archipelago Choice need to collect your information? This falls under the term ‘Legitimate Interest’, which means that in order to process your booking and ensure that your travel arrangements run smoothly and meet your requirements we need to use the information you provide such as name, address, email, any special needs/dietary requirements etc. We keep this information secure and only pass on what is actually needed to the relevant partners.
Why does Archipelago Choice need to share your data? Once you make a booking, we will need to pass certain information onto the relevant suppliers of your travel arrangements such as airlines, hotels, transport companies etc. However, we will not pass unnecessary information on to any person who is not responsible for part of your travel arrangements.
For example: An airline requires your names, dietary requirements, and passport details. If you do an activity, our partners will need your names, if you have any medical or dietary requirements and maybe heights and weights for wetsuits or bike hire.
What is sensitive or personal data? This is any sensitive information that you give us such as details of any disabilities, or dietary or religious requirements. When booking with Archipelago Choice, you consent to this information being passed on to the relevant persons as this will help improve the experience you have when travelling with us.
What is ‘Legitimate Interest’? Legitimate Interest is the grey area in May 2018 legislation because we can all say we have ‘legitimate interest’. At Archipelago Choice we have taken a considered and historical view on this. We’ve looked at how people have communicated with us over the past 20 years and what they have come to expect from us. We feel that the service we offer falls comfortably under the ‘Legitimate Interest’ category. Because, enquiring about and booking a holiday often takes many months and even years (for some people) to plan. Once contacted, we start a helpful and informative journey with people until they book, or you tell us you’re no longer interested. This process is at the core of what Archipelago Choice offers our clients: “A helpful, informative service, based on hands on personal experience”. We can only offer this service with your consent and when you make an enquiry our processes are clearly laid out, along with the information and contact methods you can use if you’d like to tell us ‘you’re no longer interested’.
What happens to my credit and debit card information? Once transacted, we do not store your credit or debit card details. All card information is destroyed immediately after each transaction. We will contact you when further balance payments are required.
What happens when you request a brochure? The information you give to us is only used by Archipelago Choice. We WILL NOT pass this information on to any 3rd parties for marketing purposes. The requested brochure will be sent out to you within 48hrs and we will follow up with an email after 7 days to make sure it has arrived safely. We then like to follow up over a period of 3 months with 4 additional helpful information emails as we feel that getting the right information helps with planning a successful trip. For example, if you have requested an Azores brochure we will send additional information on the Azores.
What happens when you place a holiday enquiry? The information you give to us is only used by Archipelago Choice. We WILL NOT pass this information on to any 3rd parties for marketing purposes. The requested itinerary will be sent out to you between 1 and 4 days after receiving your enquiry (taking into account weekend etc.). We will then follow up with an email after 2 days to make sure you have received the suggested itinerary and to see if you have any questions. As we all lead busy lives, we like to help further and if you have yet to decide on your travel plans you’ll receive up to 3 more emails with additional helpful information. For example, if you have requested an Azores holiday itinerary we will send additional information on the Azores.
What happens when you sign up for one of our e-newsletters? The information you give to us is only used by Archipelago Choice. We WILL NOT pass this information on to any 3rd parties for marketing purposes. Each week we send out an e-newsletter with helpful information on the destinations and services we offer.
Our Primary websites include the following:
This list of domains is not exhaustive and subject to change however every website is identified clearly as belonging to us and includes a direct link to this privacy notice.
What data do we gather? We may collect the following information:
Name and title
• Contact information including email address
• Demographic information, such as postcode, preferences and interests
• Website usage data
• Other information relevant to client enquiries
• Other information pertaining to special offers and surveys
How do we use this data? Collecting this data helps us understand what you are looking for from the company, enabling us to deliver improved products and services.
Specifically, we may use data:
For our own internal records.
• To improve the products and services we provide.
• To contact you in response to a specific enquiry.
• To customise the website for you.
• To send you promotional emails about products, services, offers and other things we think might be relevant to you.
• To contact you via email, telephone or mail for market research reasons.
What is a Cookie? A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website.
Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.
Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.
• Identify whether you are signed in to our website. A cookie allows us to check whether you are signed in to the site.
• Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content.
• Store information about your preferences. The website can then present you with information you will find more relevant and interesting.
• To recognise when you return to our website. We may show you relevant content, or provide functionality you used previously.
Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.
Controlling information about you: When you fill in a form or provide your details on our website, you will see one or more tick boxes allowing you to:
- Opt-in to receive marketing communications from us and only us by email, telephone, text message or post.
- Opt-in to express an interest in the destinations and services we offer
If you have agreed that we can use your information for the purposes of our own marketing to you, you can change your mind easily, via one of these methods:
Every marketing communications email that we send you contains a link to unsubscribe and to change your opt-in settings.
We will never lease, distribute or sell your personal information to third parties unless we have your permission, or the law requires us to.
Security: We will always hold your information securely.
To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.
Links from our site: Our website may contain links to other websites.
Unfortunately, we have no control of websites outside of the Archipelago Choice domain names listed above and the transmission of information via the internet is not completely secure. If you provide information to a website to which we link, we cannot be responsible for its protection and privacy.
Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.
A considered approach: Archipelago Choice is a small family run travel business which has been trading for over 20 years. We have always put our clients’ needs first and will always do so. Data protection, in reality, is a can of worms and as we have seen with the larger tech’ companies it can be hard to get things just right. However, we are only a phone call or email away and if asked we’ll respond quickly and responsibly to any request or concerns you have about your data …… just call and we’ll act.
Tel: 017687 75672
This policy was updated on the 25th of May 2018