Privacy Notice & Cookies

Preface

Fred. Olsen Travel are committed to protecting the privacy of everybody that books with us. This Privacy Notice is our way of being transparent to you on how we use your personal data when you enquire and book with us and demonstrates our fair processing practices.

Categories of Personal Data We Process

In order for us to facilitate your booking, we require the following personal information about you:

  • Name as per passport (including middle names)
  • Address
  • Phone Number
  • Payment Information
  • Nationality
  • Place of birth
  • Passport Number
  • Passport Issue/Expiry Date
  • Date of Birth
  • Email address

 

We are also obligated to obtain information that could reveal your race or ethnicity - such as nationality - and personal data of a special category such as health and medical information where necessary.

We request the name and phone number of an emergency contact and their relationship to you. We realise that your emergency contact may not have heard of Fred. Olsen Travel previously, and so we ask you to inform them that you will be sharing their information with us. If they have any queries they can contact us using the details we have provided in this Notice.

You are required to provide the listed personal information to us before we can confirm your booking. If you fail to 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.

Receiving Data Through Third-Parties

We are proud to have a wide network of Travel Partners. If you have concerns that we may have received your information in error or would like to find out where we have received your information from, please contact us using the details in this Notice.

Purposes of Processing Your Personal Data and Legal Basis

We process your data for a variety of purposes. As a Travel Agent, 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.

Purpose

Legal Basis

Making your booking, which can include package holidays and arranging cruise, flights, hotels, rail, and transfers

 

Contractual Obligation

Obtaining medical information and information that can reveal race or ethnicity

Contractual obligation with explicit consent.
Your explicit consent is obtained through the provision of this information from yourself directly or the third party passing us this information to us. You can withdraw or decline consent, however without knowing your nationality we will not be able to book your holiday, and without knowing any medical conditions we could not ensure adequate medical care or provision.

Call recording

Legitimate Interests

Contacting you with information relating to your booking

Contractual Obligation

Amending your booking at your request

Contractual Obligation

Contacting you with information on additional services relating to your holiday. For example: information on excursions, upgrades and special events

 

Legitimate Interests (‘soft opt-in’ & opt-out)

Contacting you via email and post about Fred. Olsen Travel offers, products, and holidays

(we will always give the option to opt-out of this at the point we capture your information and in every subsequent communication with you)

 

Legitimate Interests (‘soft opt-in’ & opt-out)

Using aggregated data to identify trends in bookings and for business reporting purposes

 

Legitimate Interests

Contacting your emergency contact

Contractual obligation

Enquiries

Legitimate Interests

 

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 challenging to name specifically all the third parties that we will transfer data to and so we have provided categories of recipients for you instead./p>

  • Package holiday organisers;
  • Tailor-made holiday providers; where flight/hotel/transfers are organised by a single company, we will inform you of the company we will transfer your data to when booking those services,
  • Airlines: we will inform you of the airline company we will transfer your data to when booking,
  • Hoteliers: we will inform you of the airline company we will transfer your data to when booking,
  • Rail operators; we will inform you of the rail company we will transfer your data to when booking the train journey,
  • Other ancillary service providers; we will inform you of the ancillary service provider we will transfer your data to when booking such a service (for example car hire)
  • Specialist service providers; in the event you require a specialist service e.g. medical services
  • Mailing houses: for brochures and other mailers

 

We book travel and holiday arrangements for destinations across the world. When liaising with a travel or accommodation provider within Europe, the EEA and countries on the European Commission’s data protection ‘adequacy’ list, we use the countries’ own data protection regulation as the safeguard for your data over and above the technical and organisational measures we have put in place to secure your data when transferring to them. For recipients outside of this list, we use either our standard contractual clauses with a provider where applicable, or the fulfilment of our contract with you as the appropriate safeguard.

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.

We retain your contact details until such time where you no longer wish to be contacted by Fred. Olsen Travel.

These retention periods are not inclusive of how long the recipients of your personal information may retain your data.

Your Rights

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.

Data Controller

Fred. Olsen Travel Ltd is a data controller. We collect and process data for a number of purposes outlined in this Notice. If you ever need to contact us you can by using the details below:

Address: Olympus Close, 2 Olympus Close, Ipswich IP1 5LN
Phone: (+44) 0808 250 8793

If you have a specific query relating to how we process your personal data you can contact our Data Protection Officer on:

Email: dataprotection@fredolsen.co.uk

Statement on Cookies

By using our website, you agree to our Website Terms & Conditions.

Take a look at our Privacy Notice to find our more on how we collect and use personal data.

When you visit our websites we use cookies. Cookies allow us to identify the computer or device you’re using to access our websites – but we can’t identify you personally.

You can set up your web browser to refuse cookies, but this means you won’t be able to use all of our websites features.

What we use cookies for:

  • Collecting information: This means we can learn more about how you use our website so we can improve our products and online experience.
  • Tailoring your experience: Cookies allow us to provide you with information, products and services that we think you’ll find interesting
  • Making our marketing relevant: We can show you relevant offers and promotions on our own websites and through our advertising networks.

 

Email newsletters

If you receive our email updates, we tailor the information we send you based on the data our cookies have collected from your recent visits to our website. You can opt-out of this in any email we send.

READ THROUGH THIS SECTION FOR ALL YOU NEED TO KNOW ABOUT WHAT COOKIES ARE AND HOW WE USE THEM

What are cookies?

Cookies are small text files placed on your computer by us or our partners. They let us identify the device you’re using – but not you personally. This information is sent back to our systems as you move around our website.

Cookies are unique to the web browser you’re using – so if you’re using a desktop computer as well as a mobile, different data will be collected for each.

You can find more information on the About Cookies website

Cookies can be set by the owner of the website you’re on. These are known as 1st Party Cookies. There are also 3rd Party Cookies that can be set by partner websites. Only the owner of the cookie can see the anonymous information it collects.

You can choose to accept all cookies, reject 3rd Party Cookies or reject all cookies by changing your internet browser settings. If you don’t accept cookies, some features of our website won’t work.

How we use cookies

We may use cookies to find out more about how you use our website – like the searches you make and your preferences. We use this information to:

  • Make it possible for you to use our website
  • Show you information and offers that are relevant to you
  • Find out more about how our customers use the site

 

Buying our products online

When you’re buying something on our website, we need to use cookies to keep track of what you’re booking as you move through each stage of the booking process.

Keeping track of your searches and preferences

Your recent searches and shortlisted holidays are recorded using cookies.

If you’ve searched for a holiday, left our website and then you come back later, the search panel will keep the information you provided before, so you won’t need to fill everything in again.

If you’ve made a shortlist but you haven’t saved it by entering your email address, we’ll store your shortlisted holidays using a cookie, so you’ll be able to see it when you visit us again using the same computer or device.

Improving your experience

We use cookies and software programmes to record, measure and analyse how our customers use our website. We use this information to understand what you want from our website, which helps us when we’re considering future products like flight routes and holidays.

We can also find out how you move around our website, so we can look into any errors stopping you from being able to do what you want. The data we collect from cookies is really important for us to improve your experience.

Making your experience personal

When you’re on our website, we might interact with you or show you personalised information and offers anonymously. Cookies help us to do this by letting us know how you’re using our website on your particular computer or device, which means we can work out what’s most relevant to you.

For example, we’ve got more than one million holidays available at any time, but we can use cookies to suggest things like holidays from your nearest airport, destinations you’ve shown interest in, or products you might like.

Receive our email newsletters? We link information from cookies with your email registration details so we can tailor the information we send you – unless you tell us not to. You’ll be given the chance to opt-out on every email we send you.

Adverts on other websites

If you visit one of our partner sites, you might see an advert that’s relevant to what you searched for when you last visited our own site. We work with advertising networks who use cookies to collect information on your preferences, meaning we can show adverts tailored to you.

Refusing cookies and changing your mind after you’ve accepted

Refusing cookies

You can change your browser settings to accept or refuse all cookies, choose which cookies you want or don’t want, or ask to be notified when a cookie is set. Use the help feature in your browser to see how.

Changing your mind after you’ve accepted our cookies

If you change your mind after you’ve accepted our cookies, you’ll find an option within your internet browser to clear cookies that have already been set. Use the help feature in your browser to see how. You’ll then need to change your browser settings to refuse cookies in future.

More details on how to refuse cookies

Take a look at the websites of Pinsent Masons law firm or the Internet Advertising Bureau for independent information on cookies – including how to refuse or delete them from your computer or device.

Just so you know, you won’t be able to benefit from all the features of our website and email newsletters if you refuse cookies.