Privacy & Data Policy

Who we are

Simply Journeys is a personal travel consultancy operated by David Smith, trading as Simply Journeys.

For the purposes of UK data protection law, David Smith trading as Simply Journeys is the data controller for personal information we collect and determine how to use.

This Privacy & Data Policy explains what personal information we collect, why we collect it, how we use it, who we may share it with and the rights you have in relation to your information.

Information we may collect

When you contact us, make an enquiry or book travel through Simply Journeys, we may collect information such as your name, address, email address, telephone number, preferred departure airport, destination preferences, travel dates, budget, number of travellers, ages of children travelling, accommodation preferences and other information relevant to your enquiry.

Where you proceed with a booking, additional information may be required by the relevant tour operator, airline, cruise company, accommodation provider, insurer, transfer provider or other travel supplier.

We do not ask you to provide payment card details, passport information or detailed medical information through our general website enquiry forms.

Where information concerning accessibility, health or special assistance is genuinely required to arrange your travel, we will explain why it is needed and handle it appropriately. Where data protection law requires explicit consent for processing such information, we will request it separately.

Why we use your information

We use personal information to respond to enquiries, research suitable travel arrangements, prepare quotations, make and administer bookings, communicate important information about your travel, provide customer service, process changes or cancellations, comply with legal and regulatory requirements, maintain appropriate business and accounting records and protect our legitimate business interests.

Our lawful basis will depend on why the information is being used. This will normally be because processing is necessary to take steps at your request before entering into a contract, to perform a contract, to comply with a legal obligation, because we have a legitimate business interest that does not override your rights, or because you have given consent.

Other travellers

If you give us information about another person travelling with you, you should ensure that you have authority to provide that information and that they understand that their information may be used to arrange the requested travel services.

Parents or guardians may provide information relating to children travelling with them. Simply Journeys does not intentionally collect information directly from children for marketing purposes.

Who we share information with

Where necessary to deal with your enquiry or booking, we may share relevant information with organisations involved in providing or administering your travel arrangements.

• Our host travel agency and booking administration providers.
• Tour operators, airlines, cruise lines, hotels and accommodation providers.
• Transfer, excursion, insurance and other travel suppliers.
• Service providers that help us operate the business, such as website hosting, email, CRM, accounting, analytics and IT providers.

We only share information where there is a legitimate reason to do so and only to the extent reasonably necessary.

Your Travel Consultant

Simply Journeys operates within the Your Travel Consultant network.

Information relating to enquiries and bookings may therefore be shared with Your Travel Consultant Ltd (YTC) where necessary to process, protect, administer or support your booking.

Where flight-inclusive arrangements are protected under YTC’s ATOL, the relevant ATOL holder and protection information will be identified on the documentation supplied to you.

International transfers

Travel is international by nature. It may therefore be necessary to send relevant personal information to travel suppliers or service providers located outside the United Kingdom.

Where UK data protection law requires safeguards for an international transfer, we will take reasonable steps to ensure that an appropriate transfer mechanism or other lawful safeguard applies.

How long we keep information

We do not keep personal information indefinitely.

Enquiry information that does not result in a booking will generally be kept for up to 24 months, unless there is a legitimate reason to retain it for longer.

Information connected with confirmed bookings may be retained for longer where necessary for customer service, legal, insurance, accounting, taxation or dispute-resolution purposes.

Business records will be retained for the periods required by applicable tax, accounting and other legal obligations.

Marketing

We may ask whether you would like to receive holiday inspiration, travel offers and other marketing from Simply Journeys.

Where consent is required, marketing consent is optional and separate from making an enquiry or booking.

You can unsubscribe at any time using the unsubscribe facility in a marketing message or by contacting us.

Cookies and website information

Our website may use cookies and similar technologies for essential website functionality, security, analytics and, where applicable, marketing.

Further information is available in our separate Cookie Policy. Where consent is required for non-essential cookies, those cookies will not be used until the appropriate consent has been obtained.

Security

We take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, disclosure or misuse.

However, no internet or electronic storage system can be guaranteed to be completely secure.

Your rights

Depending on the circumstances, data protection law may give you rights to request access to your personal information, request correction of inaccurate information, request deletion, restrict or object to certain processing, request transfer of certain information and withdraw consent where processing is based on consent.

To exercise your rights, contact us using the details above.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your information has been handled.

Changes to this policy

We may update this Privacy & Data Policy where our services, suppliers, technology or legal obligations change. The latest version will always be available on our website.