Why do we have this policy?
At Theobald Barber we respect the personal information we hold about our clients and we take the security of that information very seriously. This policy sets out the sort of information we ask for, why we ask for it, and how we use it.
What information do we collect about you and why?
The information we collect from you will depend on whether you are signing up for our email newsletter, whether you are simply asking for a quotation or whether you are actually making a booking with us:
(i) Email newsletter sign up – when you sign up to receive our email newsletter, via our website or by written request, you will be asked to provide your name and your email address. This information will be entered into our database and we will then send you occasional emails. However, you will be able to unsubscribe from our emails at any time using the unsubscribe link or by contacting our office (details below). Please note we will never share the data you have provided with any third parties.
(ii) Quotation requests (online or by phone) –in order that we can offer you the best possible service when providing a quotation for travel services we will ask you for some personal information at the time of your request. This will include your name, your email address, postal address and a telephone number. In certain circumstances we may also ask for the names of your travelling companions. We will use this information to respond efficiently to your request. You may then be sent an email asking whether you wish to receive our newsletter or not. If you choose to receive (or opt in) into our newsletter you are free to unsubscribe at any time using a link provided in the newsletter. Please note we will never share the data you have provided with any third parties.
(iii) Bookings – in order to process any booking you make with us, and to ensure that your travel arrangements run smoothly, and match your expectations, we (and any travel agent you may have instructed) need to collect certain information from you. This information will include your name, title, marital status, address, email address, phone number, details of your travelling companions, any special needs / dietary / religious requirements etc, the details of your insurance company and details of any next of kin. In most circumstances we may also need to request a scanned copy of your passport or the details of your passport. Subject to how you wish to pay for your travel arrangements we may also request your debit card details.
If you have booked travel arrangements with us, please note we will not share the data you have provided with any third parties except as outlined below.
Who do we share your personal information with?
If you are signing up for our email newsletter, or asking for a quotation, we will never share the personal information you have provided with any third parties.
In the event that you make a booking with us, we will not share your debit / credit card details with anyone at all and your card details will not be retained. With regard to your other personal information we will only disclose your name, passport details and other relevant details to the requisite hotels, ground handling companies and airlines involved in your booking, and then only for operational purposes and so that we can fulfil your booking to the best of our abilities.
Many of our external third parties (suppliers of travel services abroad) are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA. Where you have made a booking of travel services which are located or otherwise due to be fulfilled outside the EEA, we are required and are permitted to transfer your personal data to the supplier of the services that you have purchased, outside the EEA in order to fulfil the contract we have with you.
Please also note any information we hold may also be provided to security or credit checking companies, government authorities such as customs & immigration, and law enforcement agencies, but only if specifically required by them or as required by law.
When is my information used for marketing purposes?
We will not pass on your personal information to any third parties for marketing purposes. However, if you have made a quotation request, or a booking with us, we may add your email address to our newsletter database. You will then be sent an email asking whether you wish to receive our newsletter or not. If you choose not to receive our newsletter your details will be removed from the database. If you choose to receive our monthly newsletter you are free to unsubscribe from it at any time using a link provided in the newsletter.
How do we store your personal information?
We take the security of your personal information very seriously indeed and so we have taken appropriate security measures to protect this information. As such all information collected by us is kept securely and can only be accessed by the employees of Theobald Barber ltd. Also, we have put in place appropriate technical and organisational measures to prevent the unauthorised processing of personal information and the accidental loss, or destruction of, this data. However as no system can be said to be totally secure we do not, and cannot, guarantee the total security, or the complete accuracy, of the information we hold.
Should you wish us to delete your personal information at any time then please contact us (details below) and we will ensure a deletion of this information.
How long do we keep your personal information for?
We will only hold your personal information for such time as is reasonably necessary to carry out the services we have agreed to provide you with, to satisfy any legal & tax requirements, and also to service our relationship with you as a tour operator providing bespoke travel arrangements.
What are your rights?
At any time you have the following rights and on giving us the appropriate notice you are entitled to:
(i) request a copy of the personal information that we hold;
(ii) request that your personal information be corrected where inaccurate or incomplete;
(iii) request that your personal information be deleted, or that we stop using your personal information where it is no longer necessary (the right to be forgotten);
(iv) request that we stop sending you direct marketing communications. Alternatively you can always opt out of receiving our monthly newsletter by using the unsubscribe button at the bottom of the newsletter.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
The cookies we use are ‘analytical’ cookies and, as well as ensuring that our website offers the best possible service to you, they also allow us to recognise and count the number of visitors to our website and to see how visitors move around the site when they’re using it. None of this information do we ever use but apparently it is there if needed.
From time to time we may also work with third parties, or social media platforms, who will collect non personal information (such as an IP address) to analyse website visits. In the course of doing so, these third parties may place their own cookies on your device so that they can collect information about your visit. Again you can remove or disable any such cookies through the settings on your web browser.
To find out more information about cookies, please visit www.allaboutcookies.org
When was this policy last updated?
How can you contact us?
By phone: 020 7723 5858
By email: firstname.lastname@example.org
By mail: Theobald Barber | 15 The Old Aeroworks | 17 Hatton Street | London NW8 8PL
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.