Scottish Tours is a trading name of Stagcove Ltd. We are committed to ensuring the protection of all data that we process as part of our operations, and we recognise the importance of protecting your privacy. This document outlines key information that you should know about Stagcove Ltd and the way we use the data that you provide to us.
Categories of Personal Data We Process
In order for Stagcove Ltd to facilitate your booking, we require the following personal information about you:
· Home Telephone Number
· Mobile Telephone Number
· Payment Information
· Email address
In most cases we will request the above information for the group leader only. However, for certain bookings we may be required to obtain the following details for all passengers travelling as part of the reservation we are being requested to make. This will be in addition to the information shown above:
· Name (as per passport including title and middle names)
· Date and place of birth
· Information on any special medical requirements
· Information on any special dietary requirements
· Travel arrangements
Where we need to obtain this additional information, you are required to provide the listed personal data to us before we can confirm your booking. If you do not provide us with this information then you will not be able to book your holiday.
For enquiries, we can collect less information, which will include name and contact details as a minimum.
The Purposes of Processing Your Personal Data and Legal Basis
We process your data for a variety of purposes. As a Travel Provider, we process your personal data to facilitate the booking and provisioning of your holiday and we have outlined these purposes in the table below. It will be beneficial for you to review the privacy notices of the third parties we book you with to understand how they will process your data. We always process personal data with a legal basis and the table below demonstrates our intended purposes and the legal basis we use to process your data.
Making your booking
Obtaining medical and dietary information
Contractual Obligation with explicit consent. Your explicit consent is obtained through provision of this information from yourself.
You can withdraw or decline consent, however without knowing your dietary requirements or medical conditions we will be unable to provide suitable provision or care.
Contacting you with information relating to your holiday
Arranging hotels and transport services
Amending your booking at your request
Contacting you with information on additional services relating to your holiday. For example up-grades, optional extras etc
(‘soft opt-in & opt out)
Contacting you to request your feedback on the holiday and the services provided by us.
(‘soft opt-in & opt out)
Recipients of Your Information
In order for us to deliver our services to you, we have to transfer your information to third parties. The list below provides information on the types of third parties that we share information with. It is difficult to name each of the third parties that we will transfer data to and so we have provided categories of recipients for you instead.
• Tour Operators
• Rail operators
• Transfers & Private Hire
• Specialist services (such as attractions, dining, guide services etc)
In each case we will require to transfer part or all of the data that we hold in order to make a booking for you. We will provide the name of the supplier(s) involved once the booking has been confirmed by them.
We only book travel within Europe and are regulated under the General Data Protection Regulations of the United Kingdom to safeguard your data over and above the technical and organisational measures we have put in place to secure your data when transferring to them.
We will never sell your data to any third party.
Retention of Your Personal Data
We retain your personal data for only as long as it is necessary for the uses set out in this Privacy Notice and/or to meet legal, regulatory, and financial reporting requirements.
This includes the data relating to your booking for a minimum of 3 years, which is a requirement for legal purposes.
Information relating to the monetary value of your booking will be retained for a minimum of 6 years from the date of the transaction, in order to comply with statutory financial reporting requirements.
These retention periods are not inclusive of how long the recipients of your personal information may retain your data.
We are always happy to fulfil any one of your rights wherever possible. Your rights with respect to the personal data that we process on you are:
· Right to information on how your data is processed
· Right of access to the personal data we hold on you
· Right to rectify any inaccurate data we process on you
· Right to object to us processing your personal data
· Right to erasure of your data
· Right to data portability
· Right to lodge a complaint with a data protection regulator
· Right not to be subject to automated decision making
You can invoke any of your rights at any time using the contact details listed in this Notice, subject to us having to keep the data for legitimate business or legal reasons. Please be aware that we can ask for identification documents to confirm we are disclosing information to the correct person. If you elect a representative to invoke these rights on your behalf, we will request that the representative can demonstrate they have the authority to act on your behalf and their identity.
We do not conduct any automated decision making or profiling when you make a booking with us.
Stagcove Ltd is considered the Data Controller and this Privacy Notice covers our processes.
You can contact Stagcove Ltd by writing to our registered office at 272 Bath Street, Glasgow, G2 4JR
If you have a specific query relating to how, together, we process your personal data, you can contact the Data Protection Officer by Email at this address: firstname.lastname@example.org – please enter the phrase “data protection request” in the subject field.