Our Data Protection Commitment
Brewood Travel Limited (trading as Brewood Travel, North American Highways, South African Highways, New Zealand Highways and Travel 57) is an independent travel agency and tour operator. At Brewood Travel, we understand your concerns about how data may be stored, sent and used by companies. We are thoroughly committed to complying with all data protection laws and we want you to feel confident in the measures we are taking to uphold your data privacy rights.
Information we may collect about you
As a company we are striving to keep the information we collect about you to the minimum required.
Information that we do collect does depend on how you are interacting with us. If we are arranging a holiday or flight for you, we will ask for more information than if you are only requesting a brochure or browsing our websites. It is possible that we may collect, use, store and transfer different kinds of personal information about you and the people in your party (including minors).
We have summarised the types of data we collect below -
Details about you: This could include your reasons for travel, first and last name, title, date of birth, gender, marital status, e-mail address, telephone number(s), applicable loyalty membership details, meal and other travel preferences or dietary requirements.
Payment details: Your bank details and payment card details used when making a booking with us. Details about any payments to and from you and other details of products and services you have purchased from us.
Identification documents: From time to time, you may travel on a route that requires advance passenger information, your passport or identity card details including your passport number, the country in which your passport was issued along with the expiry date.
Details about your booking with us: Details such as where you are flying from and to, your booking information (including anyone else on the booking), any onward travel details if relevant, details of experiences or excursions booked through us, baggage requirements, upgrade information, lounge visits, seat preferences, meal preferences or requirements, details of any special assistances required and any other relevant information so that we can provide you with the travel or other service you have arranged with us.
Details from your interactions with us: Information about interactions or conversations with us and our staff, including when you make enquiries, comments, complaints or submit feedback to us. This could also include username and password and your interests, marketing preferences and survey responses.
Your use of our systems and services: This includes how you use our site, telephone communications and/or social media pages, IP addresses and information you may post on social media.
Job applications: If you apply for a job with us, your CV, work history, educational details and the role you are applying for.
Special types of data: In some circumstances we may need to collect information from you that is deemed sensitive. For example, we might collect:
- Data about your health. Knowing your dietary requirements and any medical conditions you have will ensure that the trip is suitable for you and any necessary adjustments are made.
- Information about your religion (for example if you specify a meal preference that indicates a particular religion, such as a kosher or halal meal).
We always take the approach of wherever possible, limiting the amount of sensitive personal data we collect to the minimum possible. Unless we can demonstrate a specific and lawful reason to use this information, we will ask for your consent to collect it.
If you fail to provide personal data: We may be required to collect personal data by law, or under the terms of a contract we have with you. If you fail to provide this data when requested, this could result in us being unable to perform the contract we have or hope to have with you. For example, to be able to provide you with your flights or holiday. If this occurs, it’s possible we may have to cancel a service or product you have with us. We will always notify you of this at the time. Cancellations will be subject to our Terms and Conditions.
How do we collect your information and why?
Depending on how you contact us, we will collect information in the following ways -
- Direct Interaction: You may give us your identity, contact, and financial data by completing forms or by corresponding by post, phone and email or otherwise. This includes personal data you may have provided when you:
- Book or search for a holiday or other service (such as a flight, cruise, transportation or special assistance) through our offices, electronically though our websites / email, via hard copy documents or telephone interaction.
- Request a brochure, sign up to receive email updates, participate in any of our promotions (including via social media), surveys or market research;
- Provide us with information about an accident, illness or incident that occurred or some other feedback;
- Apply for a job with us by email or via the website;
- Contact us via our offices, social media, post, email or by instant messenger. Our interactions with you may be recorded and monitored to improve customer service, training and for general business purposes.
- Automated technologies or interactions: As you interact with our websites, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
- hird parties or publicly available sources: We may receive personal data about you from various third parties as set out below:
- Airlines, hotel providers or other parties we work with if you make a complaint to them.
- Analytics providers
What do we use your information for?
Data protection laws permit us to only use personal information if we have a proper reason to do so such as:
- to fulfil a contract we have with you or;
- when it is our legal duty or;
- when it is in our legitimate interest (or those of a third party) and your interests and fundamental rights do not override those interested or
- when you consent to it
Generally, we do not rely upon consent as a legal basis for processing your personal data other than in relation to sending our own direct marketing communications to you via e-mail. You have the right to withdraw consent to marketing at any time by contacting us.
Please find below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
- To manage your booking with us. We will use your information to provide you with any travel or event services that you request or purchase through ourselves. This includes booking flights, accommodations, organising tours, transportation and car hire as well as providing you with your tickets (on the basis of performing our contract with you) and providing you with any special assistance you require (where you give us your consent).
- To contact you with information about your bookings and support services: We will use your contact details to send you communications and information which relate to your booking or services you have requested. The types of information usually included would be: e-mails responding to enquiries, providing you with tickets, alerting you to changes in itineraries or responding to any complaints you have. We do these things in order to fulfil our contract with you and on the basis of our legitimate business interest of providing you with customer service.
- To send you marketing communications. We will use your information to contact you in order to keep you up to date with the latest news, offers, events, sales, brochures, promotions and competitions that we consider may be of interest or relevant to you. We will usually only do this when we have your consent to do so or on the basis of our legitimate interest to provide you with customer service. Please see the Marketing section below for more information.
- To personalise your customer experience and improve our service. We use your information to provide you with a more personalised service. This might include personalising the communications we send to you with preferences, sending you only with advertising that we think you might like and/or enhancing your holiday experience (on the basis of our legitimate interests to present you with the right kinds of products and services). We may also record and/or monitor calls in order to improve our customer service.
- To process your job applications. We will use your information to process any job applications that you submit to us, whether directly or via an agent or recruiter (speculatively or in response to any ad) (on the basis of our legitimate interest to recruit new employees or contractors);
- To use data analytics to improve our website, products/services, marketing, customer relationships and experiences. This is necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
- To comply with our legal obligations. In certain circumstances, we will need to use your information to comply with our legal obligations, for example to comply with any court orders or subpoenas (on the basis of our legitimate interests to comply with a legal obligation).
What about our marketing processes?
When will we get in touch with you?
One of the other reasons we may collect your information is so that we can form a view on what we think you may want or need, or what may be of interest to you. With this information we decide which products, services and offers may be relevant for you and what marketing you may be interested in.
We hope to keep you up to date with our latest offers, partnerships, sales, promotions, competitions that we think might be of interest/relevance to you.
We will only contact you in this way if:
- You have signed up to receive marketing communications from us and have not later told us that you don’t want to hear from us.
- ou have made a booking with us and have not told us that you do not want to hear from us.
What if I don’t want to receive marketing?
We never want to send our marketing to someone who isn’t interested in receiving this content. If you have decided that you no longer wish to hear from us, you can unsubscribe from marketing by clicking on the ‘unsubscribe’ link included in all of our e-mails or by contacting us. We have no interest in sending marketing to someone who does not want to receive this content. If you do wish to no longer hear from us, you will always have the option of unsubscribing from marketing directly by accessing the ‘unsubscribe’ link which is always included in any marketing emails we may send. Alternatively, you can always contact us directly to request this.
Third parties and marketing
We do not pass your information to other parties for marketing purposes. Sometimes we may use 3rd parties to send the communication to you on our behalf. For example, we use a third party provider, to deliver our e-newsletters. However, these companies do not have the right to send marketing to you for their own purposes.
The marketing material we send to you we may occasionally also include information about selected business partners who provide services closely related to our own product.
When do we share your personal data?
In order to provide you with the services and on the lawful grounds described above, we may share your personal information with third parties such as:
- Third party suppliers we work with to provide your booking and our other services to you. We may share your information with parties such as travel agents, booking agents, airlines, hotels, tour operators, transport companies, excursion providers, airport authorities, insurance companies, car hire companies, ground handling agencies, and cruise companies.
- Other suppliers that we work with in connection with our business. We share your information with third party suppliers that we use to provide services in connection with the experiences we offer to you. This might include marketing agencies and/or companies that run our marketing campaigns, IT developers, service providers and hosting providers, third parties that manage promotions or competitions, third party software companies ground agents, site analytics providers, medical service providers and credit card screening companies;
- Airports, immigration / border control and/or other government authorities. Sometimes we have to provide ‘Advance Passenger Information’ about you to border or immigration authorities of the country of your travel destination. This would usually be the basic information contained in your passport but the laws of certain countries may require additional information. We will provide this information when we are required to do so.
- Credit references and fraud prevention agencies.
- Courts or advisors. We may have to share your information with other third parties (such as legal, accountants or other advisors, regulatory authorities, courts and government agencies) to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law; and
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require and ask all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
When do we send your data outside the EEA?
We will only send your data outside of the European Economic Area (“EEA”) to:
- follow your instructions
- comply with a legal duty
- work with our suppliers and third parties who we use to help deliver our services
Due to the nature of international travel, some of our external third parties are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA. Controls on personal data and data protection outside the EEA, may not be as robust as within the EEA. However, we will use our best endeavours to ensure the same level of protection as that found within the EEA.
Your Personal Data Rights
What are your rights?
It is important to us that you feel reassured that you have control of your personal information. See below for details of your rights in relation to the data we hold about you.
- The right to ask us to correct any information you believe is incorrect.
- The right to ask us to not to use your information for marketing purposes.
- The right to receive a copy of the personal data we hold about you or to request that we transfer this to another service provider.
- In certain circumstances, the right to ask us to stop using information about you.
- The right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.
- The right to withdraw consent that you have provided to us to use your personal information.
How can you exercise your right?
In order to exercise your rights over your data then please contact us or check the applicable boxes on forms which we collect information on. You can also tell us directly that you do not wish to participate in marketing. You will always have the option of unsubscribing from email lists – these are usually found at the bottom of emails with a link entitled – unsubscribe.
We will comply with your requests, unless we have a lawful reason not to do so. We may need you to provide additional details to confirm your identity in order to process your request.
As with all companies that obtain and process individuals data, the onus is on us to ensure appropriate security measures are in place to prevent your personal data from being lost, accessed or used in an unauthorised way, altered or disclosed. Along with this, we will limit access to your personal data to those employees, agents, contractors and other third parties who have a legitimate business need to know. They will only process your personal data on our instructions and of course are subject to a duty of confidentiality.
Procedures are in place to deal with any suspected personal data breach and we will notify you and any applicable regulator of a breach where we are legally required to do so.
How long do we keep your data for?
We will only keep your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements.
We operate a data retention policy and look to find ways to reduce the amount of information we hold and the length of time we hold it for. By law we have to keep basic information about booking and our customers for six years for legal claims and tax purposes.
Where you are a regular customer we may retain some personal information so that we can use it for your next booking as we have a legitimate interest in improving our customer experience. Please let us know, if, as a regular customer, you do not wish us to do this.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
How to contact us
We have our own assigned Data Protection Manager who is responsible for overseeing questions in relation to the above privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below. Data Protection Manager, Brewood Travel Limited, Craven House, 14 - 18 York Road, Wetherby, LS22 6SL.
Please contact us in the first instance if you have any concerns. If we are unable to resolve your concern, you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk) or the relevant data protection authority where you live.
Other Privacy Information
Change of purpose
We will only use your personal data 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 data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.