We are committed to protecting the privacy of our clients and potential clients. We take your privacy seriously and treat all the information you give us with great care.
As a data controller, we fully comply with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other relevant legislation. As of May 25, 2018, this will include the processing of personal data as governed by the General Data Protection Regulation (GDPR). At Steppes Travel, we treat everyone’s data in the same secure manner, wherever you are from. We are recorded on the ICO Data Protection Register under registration number ZA311108
Steppes Travel Ltd
51 Castle Street
Registered Company 03307429
- Be clear about why we need to collect your personal information and what we are going to use it for
- Make it easy for you to tell us how you would like us to keep in touch
- Only collect the information we need to make sure we deliver the best service
- Never sell or share your personal information, or let other organisations use it for marketing
- Take good care of your personal information, and make sure it is up to date, safe and secure at all times
- Make sure that any suppliers who carry out work on our behalf meet the same high standards that we adhere to when handling your personal information
We collect personal information from you, our clients, both electronically and in paper format.
In addition, we also automatically collect details about the pages you visit on our website. Please see our Cookies policy for more information.
In choosing to share your personal information with us, you will be agreeing to Steppes Travel holding and using your information as described in this policy.
If you no longer want us to process your personal details you can ask us to stop at any time.
We use the information you share with us to:
- Make sure you receive the travel services you booked with us, or to provide pre-contractual information you have requested e.g. providing a proposal or quote for travel services
- Carry out reasonable administration of your bookings and quotes
- To keep in touch with you in the way that you want us to
- To better understand our clients so that we can personalise and improve the services we offer
For details of how we do this please see the full policy below.
We will need to make changes to this policy from time to time, to make sure that we are always providing you the latest information about what is happening to your personal information.
This policy was last updated on 21.03.2018
Information we collect and how we collect it
We collect personal information about you which is essential for us to deliver our services to you, and which helps us to improve our services. This includes:
- Name and address
- Email address and telephone numbers
- Date of birth
- Passport information
- Dietary preferences
- Additional needs due to reduced mobility
- Payment information such as credit card and bank details, however, these are not retained once your payment has been processed
- How you would like to hear from us
- Countries you have visited with us
- Details of current and previous holidays you have booked with us, details of enquiries you have made with us and details of quotes you have asked us to provide to you.
- Details of job applications
- Feedback you have provided to us, including post-travel questionnaires you have submitted to us and details of any complaints you have made.
- Interaction with our social media pages
When we take your holiday bookings we also ask for details of your children who are travelling with you. We use this information to better understand how to provide the best service to your family in terms of future trips which may be of interest to you, offers and events, and we will not contact your children directly.
If you have provided details for someone else, for example when you are the lead passenger on a booking and you have booked other adults as part of that booking, we will not contact those persons unless this is required to perform our contract with you or them, or they have specifically opted-in to receive information from us.
When visiting our website we also collect information about your IP address and the pages you visit. This helps us to understand which areas of our website are most useful to our clients and make improvements. This does not tell us who you are and where you live until you choose to provide us with that information. Please see our Cookies policy for more information.
What we do with your information
We will make sure that you receive the service you have requested, process any payments and send you information relating to that service.
If you have made a booking or an enquiry we will also send you regular details of offers, events and information on future holidays you may like to book with us. The method in which this is done will depend on the preferences you have indicated to us and you will be given the opportunity to opt out of receiving marketing materials and communications each time you receive them.
We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you. We also use information from the Post Office’s National Change of Address database, the telephone preference service, the mailing preference service, the Bereavement Register and other similar suppression lists to make sure we do not send communications to the wrong place or person.
Please contact us if your details have changed.
Marketing and Communications
Receiving marketing information from Steppes Travel will always be your choice, and you can choose how you would like to receive that information from us.
You can also change your mind at any time, and we will keep your preferences up to date.
We limit the number of marketing communications we send to make sure we are not sending you too much. The maximum you would receive is four per month, in addition to communications that are not marketing-related described above.
We will only contact you for marketing purposes by telephone if you have told us we can.
We will only contact you by email if you have told us you would like to hear from us this way, or to let you know about future holidays you may like to take if you have booked with us previously. Every email will have a link to help you unsubscribe if you wish to stop this.
We may contact you occasionally by post, however, you can also stop this at any time by writing to us at 51 Castle Street, Cirencester, GL7 1QD
If you have applied to work for Steppes Travel, your personal information will only be processed for the purposes of recruitment, including processing your application and tracking recruitment statistics. You will not receive marketing communications from us.
Who will have access to your information?
We will never sell your personal information, or let other organisations use it for their own purposes.
We will only share your personal information where:
- It is necessary in order to perform our contract of delivering holiday services to you. The categories of supplier that we need to pass your data to are as follows: hotels, ground handling companies, airlines, transport companies, tour leaders and guides.
- We have engaged a supplier or contractor to carry out services on our behalf, such as marketing fulfilment.
- We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
We only work with trusted suppliers who have agreed to the terms of our Data Processor Agreement to treat your information as respectfully as we do and in accordance with the requirements of the Data Protection Act 1998.
How we keep your information safe
The security of your information is paramount to us. We use encryption for transfer of data and our networks are regularly monitored to ensure they remain secure.
We also regularly review our measures to ensure they are up to date and in line with latest developments, particularly when we are handling payment information.
If you have a password to allow access to My Steppes, you must keep that password safe and not share it with anyone or your personal information could be at risk.
Data that is transmitted via the internet or in email, cannot be 100% secure. As a global environment, transmitting data to us may take place outside the European Economic Area.
We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk. Once we have received your information we will use our best effort to ensure its safety within our network, which sits within the European Economic Area.
In order to fulfil our contract with you for holiday services, or to take pre-contractual steps such as providing quote for travel services which you have requested, we will need to share your data with suppliers in the countries you choose to visit which may be outside the European Economic Area. Some countries are deemed by the European Union to provide adequate protection. Please follow the link below for details:
By making a booking or requesting a quote from us you consent to us sending your information to suppliers in the country(ies) you wish to travel to.
We will only hold your personal information for as long as reasonably necessary to carry out services and administer your relationship with us. Typically, this is five years since your last interaction with us unless we are required to hold it longer for legal or taxation reasons.
If we dispose of your information it will always be done securely.
How to get in touch and understanding your rights
You have the right to a copy of the information we hold about you. This is called a subject access request.
You are entitled to have personal data rectified if it is inaccurate or incomplete. You may also request the deletion or removal of your personal data where there is no compelling reason for its continued processing (the right to be forgotten).
Your right to data portability allows you to obtain and reuse your personal data for your own purposes across different services. It allows you to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way. If you request us to we will provide your information to you in a structured, commonly used and machine-readable format.
If you would like to make a subject access request or a request for data rectification or deletion you can do so by writing to: Steppes Travel Ltd, 51 Castle Street, Cirencester GL7 1QD
If you need help or have any questions about this policy and your rights with regards to the processing of your personal information please contact:
Lauren West/Nadia Hussain – Data Protection
Steppes Travel Ltd
51 Castle Street
If you would like to update your current marketing preferences, you can email use at [email protected] If you have a My Steppes account you can update your preferences under your profile.
For further guidance please contact the data protection regulator:
The Information Commissioner
Cheshire SK9 5AF
Fax: 01625 524510