We do our utmost to protect your privacy. If you request our brochure, sign up to receive our weekly e-newsletter or make a booking with us, this policy explains what information about you we will collect, how we will use it, the conditions under which we may disclose it to others, and how we keep it secure.
The core principles of our policy:
1. We collect and use individual client details only where we have legitimate business reasons and are legally entitled to do so.
2. We are transparent in our dealings with you as to what information about you we will collect and how we will use your information.
3. We use personal data only for the purpose(s) for which they were originally collected.
When you contact us (by e-mail, phone, fax, letter, in person or via our website) to enquire about our tours, receive further information or make a booking, we must collect personal details in order to fulfil your request.
Most of the time we need only your name and contact details (telephone number, postal address and/or e-mail address), but if you plan to enter into a contract with us by making a booking, we require further information relating to you (and your travel companion, if applicable). These may include:
– Full name(s) and addresse(s);
– Dates of birth;
– Passport details;
– Travel insurance details;
– Credit/debit card or other payment details;
– Emergency contact details;
– Special requirements (such as a disability or medical condition which may affect your enjoyment of the tour, as well as any dietary restrictions).
We may also ask some further voluntary questions during registration for certain services (for example, the destinations or themes of holidays you are most interested in) so we can gain a clearer understanding of our clients.
You are responsible for ensuring that other members of your party are aware of the content of this Policy and consent to you acting on their behalf in all your dealings with us.
If you would prefer that your personal details are not accessible to your travel companion via our 'My booking' area, we suggest that you make independent reservations.
We may retain personal details for the following purposes:
– To complete and manage your booking(s);
– To send booking updates and for general communication;
– To contact you with details of new tour departures, forthcoming events, surveys or competitions;
– To disclose to our service providers (in so far as reasonably necessary) in order to secure your booking. These can include overseas destination management companies, and accommodation and transport suppliers. Please note some may be located outside the UK/EEA;
– In addition to the specific purposes mentioned above, we may also process your details if necessary for compliance with a legal obligation to which we are subject;
– To disclose to organisations that perform business functions on our behalf and use the information for analysis including monitoring, measuring and assessing trends;
– To disclose your information for immigration, security and anti-terrorism purposes, if requested by overseas government authorities.
There are circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA) in order to manage your booking. Transfers to these countries will be protected by appropriate safeguards, namely the use of data protection clauses.
Our service providers will not retain any personal data that we process for longer than is necessary for the purpose of your booking.
We ensure that we have appropriate physical and technological security measures in place to protect your information, and that when we outsource any processes that the service provider has necessary security accreditations.
The information you provide to us is held in our reservations and CRM systems, each of which are located on the servers of approved third-party suppliers. These third parties are TigerBay and Radar Marketing.
We are compliant with PCI DSS, which means that we adhere to high security standards in order to protect your payment card details when you make payments to us.
We do not share your personal information with others for marketing purposes.
Your rights under data protection law are:
(a) The right to access;
You have the right to know what personal data we hold about you, where we process it and to be able to access it. We will supply you with a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a fee.
(b) The right to rectification;
You have the right to have any inaccurate personal data we hold about you rectified and, for the purposes processing a booking, to have any incomplete details completed.
(c) The right to erasure;
In some circumstances, you have the right to have your personal details erased without delay unless we have to comply with a legal obligation. Those circumstances include that your personal data is no longer necessary in relation to the purposes for which we collected it or you withdraw consent for us to process it.
(d) The right to restrict processing;
You have the right to restrict the processing of your personal data if you contest its accuracy, it was processed unlawfully or we no longer need the personal data for the purposes of our processing. Where processing has been restricted on this basis, we may continue to store your personal data.
(e) The right to object to processing;
– If the processing is based on the justification ‘necessary for a public interest’ or ‘necessary for the purposes of the legitimate interests pursued by the controller’;
– If personal data is processed for marketing purposes; and
– If personal data is processed for scientific, historical research or statistical purposes
(f) The right to data portability;
You have the right to receive your personal data from us in an accessible and readable format.
(g) The right to complain to a supervisory authority; and
If you believe that the way we process your personal data infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your residence, your place of work or the place of the alleged infringement.
(h) The right to withdraw consent.
As we can only process your personal information with your consent, you have the right to withdraw that consent at any time.
You may exercise any of your rights in relation to your personal data by contacting us.
We will not contact you for marketing purposes by post or e-mail unless you have given us prior consent to do so.
If you are subscribed to receive our weekly e-newsletter, we track whether you open the message. Unless you have chosen not to download images automatically in your e-mail provider, your opening of the e-mail will report back to our systems that you have read the message. We also employ tracking of any links you click in our e-mails.
You may unsubscribe at any time. Please contact us to update your marketing preferences.
This website is owned by Martin Randall Travel Ltd and operated by Gary Whyte, Marketing & IT Director.
We are registered in England under registration number 02314294. Our registered office is at 83 Purser's Cross Road, London, United Kingdom, SW6 4QZ.
You can contact us:
- By post using our office address: 10 Barley Mow Passage, London, W4 4PH;
- Using our website contact form, 'Ask a question';
- By telephone, on +44 (0)20 8742 3355;
- By e-mail, using firstname.lastname@example.org.
Our Data Protection Officer is Gary Whyte. He can be contacted by e-mail at email@example.com or by telephone on +44(0)20 8742 3355.
The contents of www.martinrandall.com are the property of Martin Randall Travel Ltd and subject to intellectual property protection. No content of the website may be reproduced, copied, published, distributed or placed onto other websites without our consent.
This policy is reviewed regularly; it was last updated on 11th October 2023. If you have any questions about your privacy and data security please contact us.