Privacy Policy

Our commitment to the General Data Protection Regulation (GDPR)

We are committed to protecting your personal data and only sharing this data where it is absolutely necessary (see below). We will never sell or use your information with any outside parties unless it is in connection with the travel arrangements you have made with us. Rondo Travel Ltd is not responsible, and does not accept any liability, for any breach of security or any act or omission of third parties who receive your information as part of your travel arrangements. When you use our website, communicate with us or book a tour with us, you accept this Privacy Statement.

Rondo Travel Ltd.

This statement refers to Rondo Travel Limited – but also includes all brand names associated with Rondo Travel including; Ranger Breaks, Curriculum Travel, Rondo Travel DMC, Rondo Sports Tours, Rondo Music Tours, Rondo Further Education tours, Battlefield and History Tours (Referred to as Rondo Travel throughout). Set out below is how we manage your data from the initial contact to after the travel has ended. We explain what personal data we collect about you, how and why we use it, who we disclose it to, and how we protect your data.

What data do we need?

Rondo Travel only deals with group travel, so we presume that as group leader you will have gained permission to submit personal data for all members of your group. Personal data is data that refers to you or a member of your group in person. This may/will include such information as name, contact details, dates of birth, passport details, dietary needs, religious needs and special needs. If the group is a school/college group we assume you have received parental/guardian permission to submit personal data on minors. Some of the information listed above can be classed as sensitive data such as religious needs, ethnicity, and special educational needs. This level of information is only required to enable us to provide the services to meet those needs. Ie. Wheelchair assistance, dietary issues such as Halal. Some data is a legal requirement of travel, without which you will not be permitted to travel with us. If you are unwilling to provide this data (or allow us to use it) it may mean we are unable to meet the needs of that person(s). In this instance there will be no entitlement to any refund(s).

How do we use your data?

We use your data to enable you to travel and have the best experience possible. Without a transfer of information (data) we would not be able to provide those services. To communicate effectively we will request your telephone and email contact details. We will contact you by the email address provided or from an email address advertised on your public domain website. We will update you on relevant offers, respond to your enquiries, and communicate throughout the arrangements of a booking. As part of our communication we regularly send emails to school/group email addresses with offers we think are relevant to you. The contact data is obtained from information you have provided or from contact details available from your public domain website. You have the option to unsubscribe from these emails at any/all times. If for any reason this should not happen you should email the Data Controller on info@rondotravel.co.uk and request to be removed. You will receive an email confirming this has been actioned. If you open one of these marketing emails, we use software to record details of your email address and the pages that you have looked at. This allows us to record your interest to help us to offer an improved service and to send further offers on the same theme. We will always consider the relevance of any publicity email and the impact upon the recipient. Our contact data is never shared with any third parties for marketing purposes. All email communications are stored in our cloud based storage – there are no physical servers in our offices. To administer a reservation we will use personal data to enable us to meet the needs of each individual and to tailor the experience to meet the needs and aspirations of the group. Data for accounting reasons will only be shared with third parties linked to the legal running of a business eg. Accountants, Banks, HMRC. Financial data is never passed on to other statistical third parties. Rondo Travel does not accept payment by Credit/Debit card – so no card data is stored. Data for Travel Insurance – Rondo Travel Ltd is an Appointed Representative of Fogg Insurance. Name, date of birth, dates of travel, group name, amount paid are collected. This information is passed securely to Fogg Travel only. Any data regarding pre-existing medical conditions or claims is dealt directly between the passenger and Fogg Travel. Data regarding accidents and incidents ( provided by the group or third party ) is recorded and retained including; group name, names of people involved, date, details of accident. This information will be retained and will only be disclosed to the travel insurance company, client, relevant authorities eg Police if required. Data concerning post tour comments / reviews are retained to enable us to improve the service we provide. With permission comments may be shared with third parties if there is need for service improvements to be made. Images will be retained for marketing purposes. If these images are personal or relate to a group in any way, permission will be requested prior to any use. Permission will be requested and given by email and retained.

Website

When you use our website we use software to help us see usage and trends. It also records your IP address and allows us to see what pages are being looked at – allowing us to improve our services and marketing. It does not record your name and email address unless you complete a on line booking request. Our site contains links to and from the websites of attractions, destinations, hotels etc. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies or for these 3rd party websites. Please check these policies before you submit any personal data to these websites. For more information on our full cookie policy, please visit our cookie policy page here.

Security

Rondo Travel takes the security of your personal and sensitive data seriously. As a small to medium enterprise, our systems are basic and easily managed – your personal data is not recorded in huge databases. All data is transmitted using current and relevant security protocols. As described above your personal data is never shared with third parties for marketing purposes. Data is only shared electronically with third parties relevant to the completion of your travel arrangements and subsequent accounting (as described above). Occasionally it may be necessary to share data with third party authorities such as immigration etc – again this will only be in connection with the travel you are undertaking with Rondo Travel. Some of these third parties may be based outside of the European Economic Area (“EEA”). Organisations that are based outside of the EEA may not be subject to the same level of controls in regard to data protection as exist within the UK and the EEA. Rondo Travel cannot be held responsible for any third party compliance. Data will no longer be stored on hardware such as office servers but will be stored securely in the cloud using up to date security protocols.

How Long Do We Hold Your Data?

Rondo Travel retains Data indefinitely. We use data to help us communicate effectively with you and to be able to research historical tours to improve our services and to advise you on previous itineraries etc. We do not share this Data. If for any reason you feel that your data should be deleted after a tour has been completed, please email the DATA CONTROLLER info@rondotravel.co.uk with your request as per your rights below.

Learning Outside the Classroom(LOtC)

Rondo Travel hold a LOtC Quality Badge. Requirements of membership are that the company procedures are audited annually by a qualified external Health and Safety expert. This audit focusses on Safety Management and the Learning Outcomes we provide to schools/colleges etc. Part of the audit may require the auditor to view personal data held by Rondo Travel. This is done in a controlled environment and the Data is not transferred in any form merely, viewed to evidence compliance.

Your Data – Your Rights

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulationgdpr/individual-rights/ Below is a summary of your GDPR rights – for more information please use the link shown above to the ICO website . If you would like to make a request under any of the following categories please email the DATA CONTROLLER info@rondotravel.co.uk. You will receive an acknowledgement within 48 hours and a response within 30 days at the latest. Please also be aware of the information listed above under the heading “What Data do we Need?” If you are not willing to provide legally required information to travel to Rondo Travel we will be unable to provide the services requested and you will not be entitled to any refund(s).

• You have the right to be informed about the collection and use of your personal data.
• You have the right to access your personal data. We may make a £25 charge for providing this.
• You have the right of rectification. The GDPR includes a right for you to have inaccurate personal data rectified, or completed if it is incomplete.
• You have the right of erasure. You have the right to have personal data erased -in certain circumstances.
• You have the right Restrict Processing. In certain circumstances you have the right to request the restriction or suppression of your personal data.
• You have the right to data portability. This allows you to obtain and reuse your personal data for your own purposes across different services.
• You have the right to object to the processing of your personal data in certain circumstances.

Automated decision making –

automated individual decision-making (making a decision solely by automated means without any human involvement); and profiling. If for any reason you wish clarification of our Security Statement please email the DATA CONTROLLER at info@rondotravel.co.uk or call 01423 526800 and ask for the DATA CONTROLLER This document comes into effect on the 25 May 2018 and was last updated 16 May 2018