Last updated: Tuesday, 20th November 2018
This Privacy Statement sets out the data processing practices of Walk the Camino for the purposes of the GDPR Compliancy from 25 May 2018. Please note that this Privacy Statement forms part of our Terms & Conditions of Use.
1 Information You Provide To Us
This refers to the data required from our clients when enquiring about or booking a tour, which we hold electronically. We collect and use your personal information fairly and transparently in accordance with our responsibilities as a Tour Operator. This policy sets out how we use and protect that data.
2 Why We Collect Your Information
When you make an enquiry or book a holiday with Walk The Camino we will retain the personal data you have shared with us, in order to provide you with the quotation requested or the holiday that you have booked.
3 How We Collect Your Information
We initially collect your information by way of our online enquiry form. If you contact us by phone, we will request the same data in order to meet your request for a holiday proposal and quotation.
When you make a reservation we require you to fill out our booking form and we take it, in good faith, that the information provided by you is accurate.
By providing us with your completed booking form, we consider that you have consented to us holding your data.
Along with your original enquiry form, this forms the basis of all data we hold you before, during and after your holiday.
You can register your data retention preferences on our booking form or by emailing our data protection officer.
Our online enquiry form offers you the option to opt into our monthly newsletter. You can opt out at any time through the newsletter or by sending an email to our data protection officer
4 How We Share Your Information
When you book a holiday with us we will share your name with the relevant suppliers, in order to make reservations on your behalf.
Walk The Camino Team will use your phone, email or address to communicate with you before, during and after your tour.
In order to comply with EU Package Travel Regulations we are required to insure the cost of your holiday, through The Travel Vault, by providing a monthly return detailing the name of the lead passenger, date of travel, party size and duration of the holiday.
Walk The Camino does not share any personal data in any other circumstances.
5 Privacy Notice: How Your Data Is Used
Name - for confirming your reservations with our suppliers.
Address, email & phone number - for sending our client travel packs to your home for tracking purposes. You may also request an electronic version of your travel info to be emailed to you.
Passport Details - your passport number & full name as recorded on your passport are required if we are booking rail or bus tickets on your behalf.
Dietary Preferences - if you require us to inform your accommodations in advance.
Medical Conditions - we may require any information that could impact your participation in any given tour. Our aim is to provide you with professional advice prior to your trip, so that we can offer support to you before booking or during your trip.
Complaints – if you make a complaint about any portion of your holiday, we may communicate your name and date of visit to the supplier in question. We may retain such information in anonymised, date-only form for our records.
Emergency Contact Details - next of kin contact in case of emergency.
6 Mailing List Newsletters & Marketing Communications and Christmas cards
We may from time to time produce a newsletter or other information a which may be of interest to you. These newsletters will be only be sent to individuals who have specifically opted to receive them by confirming that they wish to be included on our mailing list. It will always be possible to request deletion from our mailing list.
This opt-in to our mailing list will be used for our sole purposes only. Under no circumstances will personal data be sold or used by any other organisation.
7 Financial and Payment Information -
7.1 We do not require any payment data when using our automated pay-by-link system. You receive an email with an embedded payment link, allowing Barclaycard to process your payment securely. Most clients will have a deposit and a balance payment to make. Walk The Camino does not have access to your financial data.
7.2 If you choose to pay by phone, you can give your payment details by phone and we will process your payment by Barclaycard virtual terminal. Your data is inputted directly to the online system. We do not ever write, record or store this information. When you make your deposit payment and balance payment you will have to give us your payment data over the phone on 2 occasions.
8 Photos and Videos - if you choose to send us any images from your trip, we may request permission to use and share these on our social media channels, in house marketing material or website. It is your right to permit or deny use of your images.
9 Travelling with Children - under 16 years of age.
We may need parental or guardian consent to process the information of children under 16 booked on any of our tours. The data required would be the child’s name and age and shared with our suppliers. This may also be required where discounts for children apply, or additional elements to accommodate children are requested.
10 .Data Storage
Data is stored on stored on the hard drive of our office computers, in paper form in our offices and on the cloud by our data processors listed above.
10.1 Temporary storage of data. To enable efficient processing of work for you, from time to time, documents may be stored on a laptop or memory stick. We will ensure that these items are encrypted before leaving the office.
10.2 Destruction of data We will destroy our physical files1 year after your tour. We may retain an electronic record. but delete any personal data (other than your name) from our electronic records.
11 Data Access Request
You can request a copy of your personal data that we hold at any time.
This information can be provided electronically as a word or pdf document.
This will be provided free of charge.
Walk The Camino will comply with any data request within one month.
12 Your Rights
You can request your data to be rectified or erased at any time.
Walk The Camino will comply with any data request within one month.
13 Data Breach
In the unlikely circumstances that Walk The Camino suffers a high risk data breach you will informed immediately by email.
14 Data Protection Officer
Caroline Diaz is the data protection officer for Walk The Camino.
She can be contacted at firstname.lastname@example.org
Cookies and Website Traffic Analysis
When users enter Walk the Camino’s website their computers will automatically be issued with "cookies". Cookies are text files which identify users’ computers to Walk the Camino’s server. The website then creates "session" cookies to store some of the preferences of users moving around the website, eg retaining a low graphics text-only preference.
Cookies in themselves do not identify individual users but identify only the computer used and they are deleted on departure from the website. Many websites do this to track traffic flows, whenever users visit those websites.
Walk the Camino’s website uses third-party cookies to measure use of the website including number of visitors, how frequently pages are viewed, and the city and country of origin of users. This helps to determine what is popular and can influence future content and development. For this purpose, Walk the Camino uses statistical analysis tools to measure and analyse usage of the website. The information collected by Walk the Camino will include IP Address, pages visited, browser type and operating system. The data will not be used to identify any user personally.
Users have the opportunity to set their computers to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these means that certain personalised services cannot then be provided to that user eg retaining saved log-in details to allow you quick access on your next visit.