PRIVACY NOTICE
At Falcon VIP Travel, looking after the personal data you share with us is important. We want you to be confident that your data is safe and secure with us.
What this Privacy Notice covers
We are committed to doing the right thing when it comes to how we collect, use and protect your personal data. Your privacy matters to us, so please do take the time to read our Privacy Notice which explains:
- What types of personal data we collect and why we collect it.
- When and how we may share personal data with other organisations.
- The choices you have, including how to access and update your personal data.
We have tried to keep this Notice as simple as possible, but if you are not familiar with terms such as data controller or special categories of personal data, then you can read about these and some others in Key Terms at the end of this document.
Personal data we collect
When you contact us or we contact you we may collect:
- Personal data you provide when you connect with us, including by email, post and phone or through social media, such as your name, username and contact details.
- Your feedback and contributions to testimonials and questionnaires are made public when submitted by you on our social media platforms. Testimonials and feedback send to us privately will be shared publicly via our social media platforms or our website unless you request to remain anonymous.
When you book your holiday or any service with us, we may collect:
- Personal data you provide when you connect with us, including by email, post and phone or through social media, such as your name, username and contact details.
- Passport information including passport number, expiry date, date of issue, place of issue, date of birth and other information contained within your passport.
- Payment information. When taking payments, we will always take payment over the phone by card or you can pay online using a link or bank transfer. Once payment has been taken we do not hold any payment details.
Other sources of personal data
Personal data you provide about other individuals
- We use personal data about other individuals provided by you, such as your spouse/partner and dependant(s) or other people travelling on your booking. This will only be for the purposes necessary to provide you with the holiday you have booked.
- By providing other people’s personal data, you must be sure that they agree to this and you are allowed to provide it. You should also ensure that, where appropriate, that they understand how their personal data may be used by us.
Using your personal data
We use your personal data in a variety of ways, as explained below.
We need to process your personal data so that we can book and confirm relevant components of your holiday.
We may use your personal data to advise on the immigration rules of the country you will be visiting. However, it remains your responsibility to check the immigration rule yourself and ensure you have the correct permission to enter the country you are visiting and obtain the necessary visas if applicable.
To make contact and interact with you
To communicate special offers and competitions with you at any time unless you have opted out to receive such information.
We want to serve you better as a customer so if you contact us, for example by email, post, and phone or via social media, we may use personal data to provide clarification or assistance to you.
We may invite you to take part in customer surveys, questionnaires and other market research activities carried out by Falcon VIP Travel and by other organisations on our behalf.
We do not sell your personal data to third parties.
Sharing personal data with suppliers
In order to provide you with the relevant holiday components, we will share personal data with suppliers in relation to names, dates of birth, passport information and personal contact information.
We also work with carefully selected suppliers that carry out certain functions on our behalf. For example, companies that help us with IT services, storing and combining data, processing payments and delivering services.
We may need to share personal data to establish, exercise or defend our legal rights; this includes providing personal data to others for the purposes of preventing fraud.
When we share personal data with other organisations we require them to keep it safe, and they must not use your personal data for their own marketing purposes.
We only share the minimum personal data that enable our suppliers to provide their services to you and us.
Sharing personal data with regulatory authorities
We will share the minimum personal data necessary with other public authorities if the law says we must, or we are legally allowed to do so. I.e. Sharing your information with airlines or boarder control.
Sharing personal data within the Falcon VIP Group
Our Privacy Notice applies to all of the services offered by the Falcon VIP Travel and Falcon VIP Transfers & Private Hire in the Falcon VIP Group. We may share the minimum personal data necessary with other companies in the Falcon VIP Group, for example, to provide the necessary holiday components that you have booked.
We may also share personal data with an organisation we sell or transfer (or enter into negotiations to sell or transfer) any of our businesses or any of our rights or obligations under any agreement we may have with you. If the transfer or sale goes ahead, the organisation receiving your personal data can use your data in line with this Privacy Notice.
Protecting your personal data
We know how important it is to protect and manage your personal data. We take appropriate security measures to help protect your personal data from accidental loss and from unauthorised access, use, alteration and disclosure.
The security of your data also depends on you. For example, where we have given you or where you have chosen a password for access to certain services, you are responsible for keeping this password confidential.
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by organisations operating outside the EEA who work within with or on behalf of the Falcon VIP Group or for one of our suppliers. We put in place appropriate protections to make sure your personal data remains adequately protected and that it is treated in line with this Notice. These protections include, but are not limited to, appropriate contract clauses, such as standard contract clauses approved by the European Commission, and appropriate security measures.
Data retention
We will keep your personal data live for as long as it is necessary for the uses set out in this Privacy Notice and/or to meet legal and regulatory requirements. After this period, we will securely archive personal data securley. If data is needed after this period for analytical, historical or other legitimate business purposes, we will take appropriate measures to anonymise this data.
Links to other websites
Our website or social media platforms may contain links to websites operated by other organisations that have their own Privacy Notices. Please make sure you read the terms and conditions and Privacy Notice carefully before providing any personal data on another organisation’s website as we do not accept any responsibility or liability for websites of other organisations.
Social media features
You may be invited to join social media platforms such as Facebook or Instagram that have their own Privacy Notices. Please make sure you read their terms and conditions and Privacy Notice carefully before providing any personal data as we do not accept any responsibility or liability for these features.
Accessing and updating your personal data; and complaints
You have a right to ask for a copy of the personal data we hold about you. You can write to write to us at our registered address asking for a copy of other personal data we hold about you.
Please include any details to help them identify and locate your personal data. Where we can provide data access, we will do so free of charge except where further copies are requested in which case we may charge a reasonable fee based on administrative costs.
We want to make sure that the personal data we hold about you is accurate and up to date. If any of the details we hold are incorrect, please let us know.
You can also ask for your personal data to be rectified or erased, to object to the processing of your personal data and, where technically feasible, to ask for personal data you have provided to be transmitted to another organisation.
We will archive or erase your data, unless we have to keep it for legitimate business or legal purposes. You can also contact us if you have a complaint about how we collect, store or use your personal data. We aim to resolve complaints but if you are dissatisfied with our response, you may complain to the local data protection authority.
Please submit your request or complaint in writing to our registered address.
Please note that we may ask you to verify your identity before we can act on your request or complaint. We may also ask you for more information to help ensure that you are authorised to make such a request or complaint when you contact us on behalf of someone else.
Legal basis for processing personal data
We will only collect and use your personal data if one or more of the following apply:
- we have your consent. For example, we will ask for your consent to send your name and personal details. By giving us this information you give us your consent to collect it.
- It is necessary for us to comply with a legal obligation. For example, if we are require to by law supply information for the prevention of fraud.
- It is necessary to protect your vital interests or those of another individual. For example, your insurance company, their agents and medical staff may exchange relevant personal data and special categories of personal data with us in circumstances where we/they need to act on your behalf or in the interest of other customers or in an emergency. For example, we may use personal data to respond to and to manage security operations, accidents or other similar incidents, including medical and insurance purposes.
- It is in our or a third party’s legitimate interests and these are not overridden by your interests or rights. For example, we may analyse your use of services to enable us to enhance our services.
- Where we need to process special categories of personal data, for example health data for medical reasons, we will only do so if one or more additional conditions apply. For example, we have your explicit consent; it is necessary to protect the vital interests of you or another individual and you are physically or legally incapable of giving consent; it is necessary to establish, exercise or defend legal claims; it is necessary for reasons of substantial public interest.
Changes to our Notice
This Notice replaces all previous versions. We may change the Notice at any time so please check it regularly on our website for any updates. If the changes are significant, we will provide a prominent notice on our website and, if we believe it is appropriate, electronic notification of Privacy Notice changes.
Last update: March 2019
Key terms
Special categories of personal data: This are categories of personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data, biometric data for the purpose of uniquely identifying a natural person; health data; and data concerning a natural person’s sex life or sexual orientation.