Privacy Policy

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British Routes Holidays Tours (we/us/our) is committed to protecting and respecting your privacy. This Privacy 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 and the purpose for our collection of it. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

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Data protection

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For the purpose of the Data Protection Act 2018 (the Act) and the provisions of Regulation (EU) 2016/679 (the General Data Protection Regulation or GDPR), British Routes Holidays is the data controller of your personal information:

This policy explains how we may collect and process personal data about:

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• clients and prospective clients;
• suppliers;
• visitors to our website;
• job and work experience applicants and current employees; and
• any other individual whose personal data we may hold.

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Depending on our relationship with you this policy may be supplemented with additional information, policies or guidelines relating to our use of your personal data, for example in our application forms, Terms and Conditions, and employment documentation including our staff manual (for job applicants and employees). Or in the terms and conditions for those visitors accessing our tours.

What personal information do we collect and why do we collect it?

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We may collect and process personal information about you including information:

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• that you provide by filling in forms on our website, requesting further services or reporting a problem with our website;
• that you provide when you use our professional services as a client or employee;
• received in correspondence that you send to us;
• concerning your visits to our website (including but not limited to traffic data) and the resources that you access.

We may also collect information about you in other ways, for example:

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• if you are a supplier of ours, from that supplier relationship; and
• Identity Data includes your name, marital status, title, date of birth and gender.
• Contact Data includes addresses, email address and telephone numbers.
• Financial Data includes bank account and payment card details. In most cases customers will pay online and this information will not be available to British Routes Holidays.
• Transaction Data includes details about our services that you have used with us.
• Profile Data includes orders made by you, medical details and preferences.
• Usage Data includes information about how you use our website and how you use our services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Special Categories of Personal Data (Employees only) Includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, information about your health. This information is given freely by yourself as part of our equality and equal opportunities section.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

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• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

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The way we process your personal data we collect as set out above varies depending on our relationship with you. In each case the purposes for which we request the information will be clear from the context in which it is acquired.

These include:

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• keeping a record of the services you have subscribed to and deliver services you may have requested;
• administration, billing and record-keeping purposes;
• communicating with you by telephone, email, fax or post;
• meeting our legal, regulatory and contractual obligations arising from our relationship with you;
• providing and improving customer service and support;
• verifying or enforcing compliance with this policy and applicable laws; and
• to inform you of developments that may affect you or to inform you of products, services or events.

Disclosure of your personal data

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We will only disclose your personal information to another person or organisation where we:

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• need to share the information to provide a product or service you have requested;
• need to send the information to persons or organisations who engage our services on their behalf, including where you are that third party’s customer;
• need to send the information to persons or organisations that work on our behalf to provide a product or service to you. Where such a person or organisation does work on our behalf we will ensure that they are contractually required to take appropriate technical and organisational measures to protect your personal information against unauthorised or unlawful processing and against accidental loss or destruction of, or damage to, personal information and only use the information in order to provide a product or service on our behalf; and
• are required to disclose the information in order to comply with the law or the requirements of a regulatory authority.

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We require 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.

 Our legal basis for using your personal data

Our use of your personal data as outlined above is subject to different legal bases for processing, including where necessary for:

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• the purposes of the performance of any contract we enter into with you or to take steps at your request prior to entering into a contract with you;
• our legitimate interests, for example in providing our services, managing and monitoring our website operation, preventing fraud and for our business compliance purposes; and
• compliance with our legal and regulatory responsibilities.

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If you do not agree to provide your personal data to us we may not be able to provide you with our services or process or, as an employee your application for employment. Where our use of your data is not necessary for one of the purposes outlined above we may use it in a particular way with your consent. Where we ask for your consent you are free to refuse our use of your personal data for those purposes and you may withdraw your consent at any time by contacting us using the details set out below. This shall not affect the lawfulness of any processing that was based on your consent before you withdrew it.

Retention of your personal data

We will retain your personal information for a minimum of 1 year and so long as is reasonably necessary for the purpose for which it was obtained and in accordance with our legal obligations and follow our data destruction policy and processes thereafter. Your personal data may be retained by use for more than 1 year from time of booking for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your rights

Your personal information is protected under data protection law and you have a number of rights (see below) which you can seek to exercise. Please contact us in writing, by email or telephone using the details shown under ‘Contact’ below if you wish to do so, or if you have any queries in relation to your rights. Please note these rights do not apply in all circumstances.

Right of access – subject to certain exceptions, you have the right of access to your personal data that we hold (commonly known as a “data subject access request”).

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Right to rectify your personal information – if you discover that the information we hold about you is inaccurate or incomplete, you have the right to have this information rectified (i.e. corrected).

Right to be forgotten – you may ask us to delete information we hold about you in certain circumstances. This right is not absolute and it may not be possible for us to delete the information we hold about you, for example, if we have an ongoing contractual relationship or are required to retain information to comply with our legal obligations.

Right to restriction of processing – in some cases you may have the right to have the processing of your personal information restricted. For example, where you contest the accuracy of your personal information, its use may be restricted until the accuracy is verified.

Right to withdraw consent – you have the right to withdraw your consent where we are relying on consent to process your personal data. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

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Cookies

(CURRENTLY NOY IN USE)

What are cookies and why do we use them?

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Cookies are small text files that are created and stored on your browser or the hard drive of your computer by websites that you visit to enable the website to operate properly to ‘remember’ who you are and to monitor website traffic. Cookies are generally only visible to the website that serves them and not to other websites.

Cookies are used on our website to ‘remember’ information so that it can be passed from page to page and to collect website statistics. This statistical data collected may be used to help improve our website and the services that we offer to you. Some of our cookies will also recognise you as a previous visitor the next time you visit our website to improve your experience.

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How to manage cookies

Most internet browsers accept cookies automatically however, you can accept, delete or disable cookies if you wish; the process for which can usually be found in your internet browser’s ‘Help’ menu.

For more information about cookies and instructions on how to adjust your browsers settings to accept, delete or reject cookies, see the IAB website here: http://www.youronlinechoices.com/uk/

If you disable cookies then, whilst you may be able to browse all of our website, some of the cookies we use may be essential for the website to operate and some features may, therefore, not be available to you. Unless you have adjusted your browser settings so that it will refuse cookies, our system will issue cookies as soon as you visit our website.

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Our use of cookies

We use cookies on this website. None of them stores any information that identifies you personally, such as a name or postal address.
If you register with us or if you continue to use our website, you agree to our use of cookies.

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Security

British Routes Holidays takes great care to ensure the security of our website and your personal information. Only authorised personnel have access to your information. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.  We will keep your information secure by taking appropriate technical and organisational measures against unauthorised or unlawful processing, accidental loss, destruction and damage.

Changes to this Policy

We may change this policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we have made, as they are binding on you. If we make any substantial changes in the way we use your personal information we will notify you by posting a prominent notice on our website.

Contact us
If you have any questions about how we treat your personal data and protect your privacy, or if you have any comments or wish to seek to exercise any of your rights as outlined above, to opt-out of receiving marketing communications from us or to complain about our use of your personal data, please contact us via our website.

Last updated December 31st 2020