Authentic Villa Holidays Privacy and Data Protection Policy
Authentic Villa Holidays Ltd understands and respects the importance of your privacy and we are committed to safeguarding your personal information. In providing our service to you, we must collect personal information from you and this policy outlines how we treat your personal data after it has been collected by any of our channels which include our website, call centre and any future digital services or channels as they evolve.
What is our role in relation to your personal data?
For the purposes of data protection laws, we, Authentic Villa Holidays Ltd, are a data controller in respect of the personal data you provide us with.
What information will we collect?
We may collect all or some of the following information relating to you or other members of your party:
- names and contact/address details including telephone number and email address;
- credit/ debit card or other payment details (including card number, cardholder name, expiry date);
- special requirements such as those relating to any disability or medical condition which may affect the chosen arrangements;
- dietary restrictions (which may disclose your religious beliefs).
You are responsible for ensuring that other members of your party are aware of the content of this Policy and consent to your acting on their behalf in all your dealings with us.
Some of the information we collect (such as about health or religion) may be considered “sensitive personal data”. We collect it to cater to your needs or act in your interest, and we are only prepared to accept sensitive personal data from you on the condition that we have your positive consent. We will seek this consent when necessary.
How will we collect this information?
We will only collect personal information from you by specifically asking for it:
- When you purchase a product or service from us
- When you subscribe to our newsletter
- When you register an account with us
- When you speak to our customer services team
- When you complete a survey or enter a competition
What will we do with it?
- We will use your name, address and credit card details to complete your purchase with us.
- We will also use your details to manage your arrangements, send you notifications and communicate with you generally.
- For the purpose of providing you with the holiday services, we may have to disclose some of your information to the providers of the services making up your arrangements (who could be located outside the UK/EEA). We may also have to disclose some information to third parties in relation to customer services, credit card processing, or other services.
- We may need to disclose your information where required by law, where such a request is made by a legal authority.
- We may need to disclose our customer list including any personal information relating to you to a third party who acquires or attempts to acquire all or substantially all of the asset/ stock in our company or our website.
- We may also disclose information to organisations who act as “data processors” on our behalf, or to other organisations that perform business functions on our behalf, some of whom are outside the UK/EEA. These functions include administration, providing services (and contacting you where necessary), customer care, business management and operation, re-organisation/structuring/sale of our business (or our group companies), risk assessment, security and crime prevention/detection, research and analysis, marketing, monitoring, measuring and assessing customer purchasing preferences and trends, dispute resolution, credit checking and debt collection.
- We may from time to time contact you with information about special offers, brochures, new products, forthcoming events or competitions. If you do not wish to receive such information, you may ask us in writing not to receive it.
- We may pass your details to other parties who offer goods or services which we feel may be of interest to you. If you do not wish to have your details passed on in this way, you may ask us in writing not to do so.
- Where your personal data has been provided for the purpose of the holiday arrangements or other services you have contracted, we are entitled to retain this data for a period of at 6 years after those arrangements have been completed. In certain limited circumstances, we may be able to retain it for a longer period.
We have taken all reasonable steps to have appropriate security measures in place to protect your information. Outside the European Economic Area, controls on data protection may not be as wide as the legal requirements in this country. The transmission of information via the internet is never completely secure. We exclude our liability for personal data lost in transmission to the website.
What can I do?
You are entitled to ask us (by letter or e-mail) what personal data of yours is being held or processed, for what purpose and to whom it may be or has been disclosed. If you do not agree to our use of the information as set out above, you should inform us as soon as possible by writing to us at Authentic Villa Holidays Limited of 79 Myddleton Road, London N22 8NE, United Kingdom or by email at email@example.com. You can ask us to erase your personal data in certain circumstances, for example where you have withdrawn your consent to further marketing material where the data in question has only been processed for this purpose. However, this is not always the case. Please see above for further information on the period of time we may retain personal data.
We aim to respond to you within 30 days from the date of request.
You can also choose not to provide us with some of the information we request, however as a result we may not be able to complete your arrangements.
Subscribers can opt out of receiving further information from us at any time. You will also be given a fast and easy option of opting out on all communications. Email us at firstname.lastname@example.org to unsubscribe.
Please note that in order for us to provide you with optimum service, we use ‘Cookies’ on our website.
What are cookies?
A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer’s hard disk so that the website can remember who you are. Cookies will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number. Two types of cookies are used on this web site – session cookies, which are temporary cookies that remain in the cookie file of your browser until you leave the site, and persistent cookies, which remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie).
Cookies allow us to obtain information regarding users of our site which essentially helps us to provide you with a better user experience and tailor our services to your individual needs. We may collect information such as your IP address, online activity, web browser details and online activity. We will not however collect or store any of your passwords or other highly sensitive data.
We use the following types of cookies on our website:
Category 1: strictly necessary cookies
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.
Category 2: performance cookies
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works. By using our website, you agree that we can place these types of cookies on your device.”
This website uses Google AdWords
In addition to using cookies and related technologies as described above, we also may permit certain third party companies to help us tailor advertising that we think may be of interest to users and to collect and use other data about user activities on our Sites and/or Services (e.g., to allow them to tailor ads on third party services). These companies may deliver ads that might also place cookies and otherwise track user behaviour.
With remarketing, you may see ads for our products you have previously looked at. For this to happen, Google, or other remarketing providers will read a cookie that is already in your browser, or they place a cookie in your browser when you visit our site (This can only happen if your browser is set to let it happen).
You can set preferences for how Google advertises to you using the Google Ad Preferences page, and if you want to you can opt out of interest-based advertising entirely by cookie settings or by using the Google Analytics Opt Out Browser add on.
To find out more information about cookies, please visit www.cookiepedia.org.
Protecting your information
We take website security very seriously and we are committed to safeguarding your personal information. We take a number of administrative and technical steps, including conducting periodic Data Privacy Impact Assessments to ensure the security of the information you provide to us.
Please note that our website contains certain literature and hyperlinks to websites owned by third parties. This privacy statement covers websites owned and controlled by us only. Links to other websites and any information collected by these sites are not covered by this privacy statement.
To ensure that we carry out your instructions accurately, to help improve our service and in the interest of security, we may monitor and/or record: (1) your telephone calls; and (2) customer transactions and activities on our website. All recordings are and shall remain our sole property.
Updates and Changes
As our privacy statement may change due to developments in the law we encourage you to re-read this from time to time so you are aware of any changes in how we gather and use your personal information. Any changes to this Policy will be either posted on our website, brochure and/or made available on request.
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. More information about cookies, including instructions to amend your browser settings to refuse them can be found at www.cookiepedia.org.
Just so you know, you won’t be able to benefit from all the features of our website and email newsletters or book online with us if you refuse certain cookies.