Whether you are a client, a client who has been party to a group booking, a prospective client, an individual, a company representative, a business owner, a sole trader, a member of or employed in the “professions”, someone that our directors, staff have met and been given a business card or contact details for the purpose of future contact, a member of a group or association that we have been in communication with or someone who has been introduced to us by a third party your privacy is very important to us.
Livingstone’s Travel World role in relation to your personal data
For the purposes of data protection laws, Livingstones TW Limited trading as Livingstone’s Travel World, Livingstone’s Club Concordiale, Livingstone’s Holiday Tours, Livingstone’s Golf, Livingstone’s Sport, Livingstone’s UK & Ireland Heritage Tours is a data controller in respect of the personal data you provide us with.
Personal data and what is meant the by process
When we refer to personal data, we mean any information which relates to an identified or identifiable individual.Where we refer to process or processing, we mean anything which we may do with your personal data including collecting, storing, using, disclosing to third parties and erasing it.
Personal data we collect
If you make a booking with Livingstone’s Travel World, we collect personal data essential to the process that will usually include some or all of the following information:
- Full names of all persons travelling
- Dates of birth of all persons travelling
- Passport information of all persons travelling
- Postal address of the person making the booking
- Credit/debit card or other payment details
- Travel insurance details including insurance company, policy number and emergency assistance telephone number
- Special requests such as dietary requirements and hotel room types or configuration
- Details of any medical condition or health issues which may affect your holiday experience or which you otherwise choose Holiday enhancement to include preferred holiday types, destinations, activities, lifestyle interest and details of a special occasion like a birthday or wedding anniversary
Livingstone’s Travel World need to collect personal data
No booking, or to a lesser degree booking enquiry can be processed without your personal data (other than any data which comes within special categories of personal data – see below) and on the basis it is entirely necessary for the performance of your contract with us or to enable us to take certain steps at your request prior to your entering into a contract with us. We may also need to do so to comply with a legal obligation to which we are subject or in order to protect your vital interests (for example, in an emergency situation).
Should you wish to receive brochures or other promotional material from us, we will need your name and the contact details applicable to the form of communication you have requested.
We do not use any personal information for marketing purposes other than the names and applicable contact details of the person who has consented to receive such material.
If you visit our website, your IP address and ‘cookies’ are collected in order to personalise your use of the site, assist your use of the site and improve the website generally. To learn more about cookies, and how you can choose to disable them on your internet browser, visit www.aboutcookies.org
Personal data special categories
Personal data that concerns your health or reveals your racial or ethnic origin, religious beliefs or sexual orientation are special categories of personal data. This information could fall within special categories but is unlikely to be relevant to the booking and provision of holiday and travel arrangements.
The processing of special categories of personal data does require the explicit consent of the person concerned, like the information concerning disabilities, medical conditions, restricted mobility; dietary restrictions that disclose religious beliefs or any health issue like HIV are special categories of personal data. At any time, this could be pertinent to the processing of a booking or enquiry we will seek your consent for us to process information or you decide or indicate that you intend to provide such information. This consent may be provided by the lead passenger during the booking process on behalf of the person concerned where the lead passenger is authorised to do so. Alternatively, the person concerned may provide their consent to us directly.
Personal data disclosure
Your personal information will only ever be shared with Livingstone’s Travel World staff or appointed representatives if necessary and for a specific purpose that requires your personal data information. This personal data will also be shared with our service providers, hotels, accommodation providers, ground handlers, destination management companies, visa processing companies, airlines, other transportation providers and special activity service providers. These service providers are located in and outside the UK/EEA and those we use in relation to a travel or holiday booking will be dependent upon the destinations connected to a holiday or travel arrangement.
The personal information we will share will always be limited to that just necessary for the supply of the required services which will be those in keeping with the nature of our businesses and or a particular booking or travail service. From time to time, we may be required to disclose this personal information to UK and overseas government agencies requiring your passport information or contact details for visas, immigration, security and anti-terrorism purposes. All credit and debit card payments are processed by automated software that is secure with the functionality to protect against fraudulent transactions, when we need to collect a payment from a credit or debit card provided by our client we only provide our payment provider with sufficient details to enable them and the system they use to process that transaction at the time.
We would never sell personal data and only ever provide third parties with the personal data they require in order to deliver the services required and necessary to fulfil a travel booking or service. If such data is ever required in relation to government or public authorities, over whom we have no control, we will take appropriate steps we consider necessary to ensure that anyone we pass your personal data to also agrees to keep it secure, and that it is only used for the purpose intended.
Where your personal data is processed
All your personal data is currently only processedwithin the UK. However from time to time in order to arrange your travel or holiday it will be necessary to make available your personal data or certain elements of your personal data to other countries of the European Economic Area (EEA) and countries outside the EEA where data protection laws may be different or not as secure. When this situation arises, we will endeavour to provide an adequate level of data protection in accordance with your instructions, and even then will only provide personal data to a government or public authority if we are obliged to do so to deliver your holiday or travel booking.
Personal data protection
Our Data Protection Officer is Mr. B Walker who can be contacted on 033 3456 2110 or by email at firstname.lastname@example.org. Livingstone’s Travel World recognises the need and importance to keep your personal data secure, and has taken, and undertakes to maintain appropriate technical and administrative measures to protect against unauthorised or unlawful processing of personal data which might result from the unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the data to be protected.
Our undertaking in this regard is meaningful but we have to take into account technological developments and the cost of implementing such measures that may be necessary at some given point. We also make it clear, and you should be aware that no data transmission over the Internet is, or can be 100% guaranteed to be totally secure but network access control technology to limit access to the systems are in place as is a “firewall” to protect our internal information from the internet.Our websites use an SSL Digital Certificate (www.wikipedia.org/wiki/HTTPS), recognised by the padlock icon in the browser address bar, to establish a secure connection between our website and your browser Although we strive to protect your personal information we cannot ensure or warrant the security of any information you send us, and you do so at your own risk.
The personal data we hold which has been provided by you directly or sources that have been made available through acquisitions, promotions, networking and the course of our day-to-day business activities are stored securely in a cloud server, accessible only by an authorised officer but may be viewed from time to time by our IT service provider for maintenance purposes. Personal data information provided during the course of a booking or booking enquiry is also held on paper files in our administration office. Email addresses may also be stored on our email service provider’s server over which we have total control. Access to all personal data is monitored by the Protection Officer and measures are in place to protect against loss, misuse or alteration of information that we have collected and hold.
Currently all areas of our marketing are undertaken in-house so personal data and information is totally under control and when applicable our email marketing and travel bites are distributed via a secure email marketing software system that only uses an email address irrespective of any other personal data that we hold, and any additional personal data that arises from these types of communication will only be that provided with the specific consent of the recipient.
We will only retain and use your personal data for marketing purposes where you have specifically consented for us to do so and you will always have the opportunity to stop receiving further marketing communications, by unsubscribing on our website Contact Us page.
Accessing and updating personal information
Anyone who believes we are holding their personal data is entitled to ask what personal data of yours is being held or processed and for what purpose and to whom it may be or has been disclosed. The request can be made by email or telephone to the Data Protection Officer or by post at Livingstone’s Travel World, Claremont House, 70-72 Alma Road, Windsor SL4 3EZ, Berkshire, England.
We will respond to this request within 28 days, and sooner if possible, unless it is obviously unfounded or excessive or we have previously provided the same information, in that instance the time frame will be extended by a further 60 days.
Should you think that the information we hold on you is not correct or your personal information has changed contact us. We will happily rectify any inaccuracy or update your personal information as quickly as possible and certainly within 28 days of receiving your request.
Retention and personal data processing
We will never process personal data that enables us topersonally identify you any longer than is necessary in order to fulfil the purpose for which it was originally collected or for any other legitimate business purpose.
Where your personal data has been provided for the purpose of the holiday arrangements or other services you have contracted with Livingstone’s Travel World, we can retain this data for a period of 6 years after those arrangements have been completed, and in some limited circumstances, we may be able to retain it for a longer period.
If you have consented to receiving marketing communications from us, we may continue to use your personal data for this purpose until you withdraw your consent or otherwise for as long as we reasonably consider your consent remains valid and effective.However, in some cases, removal may not be possible for a period of time but this would be in unusual circumstances which would be clarified if such a request was to be denied.
Complaint about the processing of my personal data
Should you ever need to complain or make a complaint about the way in which your personal data has been handled you should let us know by e-mail to bw15@ltworld-uk. Our Data protection Officer will investigate and respond to you as soon as we reasonably can. In the event that you remain dissatisfied with our procedures or the outcome, you do have a right to complain to the Information Commissioner’s Office, see www.ico.org.uk
Livingstones Travel World
70-72 Alma Road
Berkshire, SL4 3EZ
Telephone: 020 7118 2110
Emergency 24/7: 074 8312 7647
Livingstones TW Limited is registered in England & Wales Company No 09313275