Nomadic Expeditions Ltd – Privacy Policy

We take your privacy extremely seriously and will NEVER pass on any personal details provided by you to any other individual or organisation for any reason.

We understand that your privacy is very important to you and that you care about how your personal data is used. We respect and value your privacy and will only collect and use personal data in ways that are detailed here, and in a way that is consistent with our obligations and your rights under the General Data Protection Regulation (GDPR) 25.05.2018 and the Privacy and Electronic Communications Regulations.

Who we are..

Controller

Nomadic Expeditions Ltd, trading as Nomadic Tours & Nomadic School Tours

Full name of legal entity: Nomadic Expeditions Ltd
Name of data privacy manager: Mark Stallwood
Email address: mark@nomadic-tours.com
Postal address: The Riad, 26 Matthewsgreen Road, Wokingham. Berkshire, RG41 1JU
Telephone number: +44 (0) 118 973 011

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues ( ico.org.uk ). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

What personal information do we collect?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

(A) Identity Data

This includes data relating specifically to your identity, such as your first name, maiden name, last name, or similar identifier, marital status, title, date of birth and gender, passport number or ID card number.

(B) Contact Data

This includes data relating to how you may be contacted, such as your billing address, delivery address, email address and telephone numbers.

(C) Financial Data

This include data relating to your means and methods of payment, such as your bank account and payment card details.

(D) Transaction Data

This includes data relating to the transactions you have carried out with us, such as details about payments to and from you and other details of products and services you have purchased from us.

(E) Technical Data

This includes more technical data that we may obtain when you make use of our website, such as your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

(F) Usage Data

This includes information about how you use our website, products and services.

(G) Marketing and Communications Data

This includes your preferences in relation to whether or not you want to receive marketing from us and our third parties and also your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we will treat the combined data as personal data which will be used in accordance with this privacy notice.

Special Categories of Personal Data...

We collect the following special categories of personal data about you.

Details about your:

  • dietary requirements which may disclose your religious or philosophical beliefs; and
  • health

We collect and process the above data only where it is strictly necessary to do so in order to deliver the travel service that you have purchased. Furthermore, we will only collect and process the above special categories of sensitive personal data from you where you have provided us with your explicit consent to do so.

You are not under any obligation to consent to us processing your sensitive personal data. However, without your consent, we won’t be able to make the necessary arrangements to provide the travel services that you have booked or are attempting to book. As a result, if you do not provide your consent, we will be unable to proceed with your booking.

If you are happy to consent to our use of your sensitive personal data, you will also be able to withdraw your consent at any time. However, as this will prevent us from providing the travel service you have booked, we will be required to treat any withdrawal of consent as a cancellation of your booking and the cancellation policy in our Booking Terms and Conditions will become payable.

How will this information will be used?

We collect your information simply so that we may contact you to discuss your school trip plans. We send out a termly bulletin to you if you have checked the appropriate box when you made your first enquiry - this is strictly opt-in so that if you have not instructed us to mail you our newsletter, we will not.

Mailing lists

When we collect information from your sign up for your mailing list, we will tell you what information we gather, why we need it, and what we do with it. We use a bulk email provider MailChimp, Sprint Mail, Schools Marketing Company and you will be directed to their privacy policies.

Here’s how we let visitors to our website know about our email mailing lists:

As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don't rent or trade email lists with other organisations and businesses.

We use a third-party provider, MailChimp, Sprintmail, Schools Marketing Co to deliver our newsletter and promotional material.. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice . You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer

How will this information will be transferred to third party companies?

It won't be, it's as simple as that. We have no reason to pass your details on and hate spam as much as you do. We certainly have no interest in helping people fill up your inbox!

If you fail to provide personal data..

Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.

In other words, where we require details from you in order to provide you with your chosen travel services, if you do not provide us with the necessary details then we will not be able to provide the services you have booked or are attempting to book.

In this case, depending upon when you fail to provide the necessary date, we may either not be able to process your booking or we may have to cancel your booking, in which case we will treat this as a ‘cancellation by you’ in accordance with our Booking Terms and Conditions . We will notify you if we are unable to process a booking or are required to cancel a booking for this reason.

How we collect your personal data..

(A) Direct interactions

You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • make a booking of travel services;
  • subscribe to our newsletter or other publications;
  • request our brochure to be sent to you;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us some feedback

(B) Automated technologies or interactions

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns.

We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

(C) Third parties

We may receive personal data about you from various third parties as set out below:

  • Technical Data from the following parties:
    • analytics providers such as Google based outside the EU; and
    • search information providers such as Google and Bing based outside the EU.
  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services
  • Identity and Contact Data from Tour Radar based both inside and outside of the EU.
Purpose/Activity Type of Data Lawful basis for processing including basis of legitimate interest
To register you as a new customer. (a) Identity;
(b) Contact. 		Performance of a contract with you.
To process and deliver your booking including:
(a) Manage payments, fees and charges;
(b) Collect and recover money owed to us. 		(a) Identity;
(b) Contact;
(c) Financial;
(d) Transaction;
(e) Marketing and Communications; and
(f) Dietary requirements 		(a) Performance of a contract with you;
(b) Necessary for our legitimate interests (to recover debts due to us);
(c) In respect only if (f) Dietary requirements, your explicit consent.
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy;
(b) Asking you to leave a review or take a survey. 		(a) Identity;
(b) Contact;
(c) Profile;
(d) Marketing and Communications. 		(a) Performance of a contract with you;
(b) Necessary to comply with a legal obligation;
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
To enable you to partake in a prize draw, competition or complete a survey. (a) Identity;
(b) Contact;
(c) Profile;
(d) Usage;
(e) Marketing and Communications. 		(a) Performance of a contract with you;
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business).
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). (a) Identity;
(b) Contact;
(c) Technical. 		(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise);
(b) Necessary to comply with a legal obligation.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical 		Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical
(b) Usage 		Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications 		Necessary for our legitimate interests (to develop our products/services and grow our business)

How do we use your information?

We only use personally identifiable data for the purpose or service that it has been submitted. Your personally identifiable information is not publicly accessible and is only accessed by Nomadic Expeditions Ltd when there is reason to do so (i.e. responding to your enquiry or handing your booking). With your permission we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications (EC Directive) Regulations 2003 and you will always have the opportunity to opt-out or manage your preferences. To unsubscribe from an e-newsletter, or update your preferences, you can follow the prompts that are published at the end of each newsletter or you can reply to the newsletter asking to be unsubscribed.

When you make a service enquiry and provide your email address to Nomadic Expeditions Ltd, your contact details may be retained. These details are captured securely. You have the right to direct us to cease further contact or to destroy the personal information we have collected about you.

In order to process bookings Nomadic Expeditions Ltd is required to collect certain personal details from you. We have a lawful basis to retain personal information when bookings are made. These details will usually include the names and addresses of party members along with passport details, credit / debit card or other payment details and special requirements such as those relating to any disability or medical condition that may affect the holiday arrangements. We take full responsibility for ensuring that proper security measures are in place to protect your information. Personal booking information is captured securely and will not be stored for longer than necessary. We may therefore delete your personal information after a reasonable and responsible period of time.

Personal and insurance information will be collected from all clients at the onset of your Component. Once you have travelled with Nomadic Expeditions Ltd you will be asked to complete a client questionnaire where we will collect further details about you and the tour you travelled on. You may also be asked to review your tour on trusted review websites or we may share these reviews with trusted review websites on your behalf.

Do you share my personal data?

We may disclose your personal information to the following third parties some of which are based outside the European Union for the purposes of our operation, these may include, without limitation:

· Mailing houses

· Payment processors

· Airlines

· Overseas tour companies or travel service providers

· IT Systems administrators

· Electronic network administrators

We must pass some information on to the relevant suppliers of your travel arrangements (airlines, hotels, transport companies etc.). Where we disclose your personal information to overseas third parties, we require that they maintain appropriate standards of confidentiality and implement the correct security measures. Such suppliers may be outside continental Europe if your holiday is to take place or involve suppliers outside these countries. The information may also be provided to security or credit checking companies, public authorities such as customs / immigration if required by them, or as required by law.

How is your data secured?

We have password protected cloud base solutions to secure your data and use Microsoft Office 365 for our secure email server.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How can I access my personal data? SAR

  1. SAR – Subject Access Request Form

Summarizes who we are, what we do, where the clients details arose,, what details we have of the client, why we contact them, what permissions do we have

  1. A request to be deleted or ‘The right to be Forgotten’ could be received from the client
  2. Where-ever possible we will respond to this request within one month.

We may need to retain some details for regulatory reasons, inform the client thereof..

Social Media usage..

If you make use of any Nomadic Expeditions Ltd social media features, either on our website, an App or otherwise through a social media provider, we may access information about you via that social media provider in accordance with their policies. When using a social media feature and if you have chosen to include it in your social media account, we may access information such as your name, profile picture, gender, birthday, email address, town or district and any other information you have chosen to make available. Depending on the privacy settings of you and your friends, we may access information that you provide to a social media provider regarding your respective locations (“Location Data”) to provide you with relevant content. Please note that your Location Data may also be shared with your friends on a social media provider in accordance with your privacy settings for that social media provider. We may also access information from social media providers about your use of an App that we run on their website.

Testimonials, Video & Photos..

Any image or video taken by any person during your holiday that contains your image or likeness may be used by Nomadic Expeditions Ltd for promotional and marketing purposes without charge in all media including but not limited to booklets, advertising campaigns, website and social media channels. Feedback supplied to Nomadic Expeditions Ltd may also be used in print and online for marketing and advertising purposes. This includes but not limited to, third party review sites and questionnaires supplied to us post-tour. Additionally, any photographs, video and text sent to must be the client’s own and by sending it, the client agrees that Nomadic Expeditions Ltd can use it for advertising and marketing purposes.

How long do we keep your personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In addition to the above, by law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see Request Erasure below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

How can I modify or delete my personal information?

If you are at all concerned about any personal information that we hold from you, then please do get in touch with us at info@nomadic-schools.co.uk or call us on 0118 9737 011. We will happily honour any request regarding your personal details.

How can I opt-out of any future communications from Nomadic Expeditions Ltd, Nomadic Tours, Nomadic School Tours?

If you are receiving our newsletter because you signed up for it previously and would no longer like to, please contact us at mark@nomadic-tours.com or call us on 0118 9737 011 and we will unsubscribe and/or remove you from our mailing list.

Links to other websites..

Our website contains links to several third party websites. Nomadic Expeditions Ltd cannot take any responsibility for the contents of these external websites nor their respective privacy policies. You should always review the privacy statements on any third party websites that you visit.

Legal disclaimer..

Nomadic Expeditions Ltd reserves the right to use or disclose any information as needed to satisfy any law, regulation or legal request, to protect the integrity of the site, to fulfil your requests, or to cooperate in any legal investigation.

In some limited circumstances we may be legally required to share certain personal data, which might include yours, if we are involved with legal proceedings or complying with legal obligations (e.g. a court order, the instructions of a government authority).

Privacy Legislation..

Nomadic Expeditions Ltd supports the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulations. For further information, we advise you consult the ICO Website .

Get in touch..

If you have any questions about our privacy policy and adherence to the new GDPR regulations, then please contact us on the details contained above under ‘Who we are…’