Privacy Policy

Privacy Policy in Brief

We need to ask you for personal information in order to plan and book your holiday. We also need to share it with hotels, airlines, railways etc to book your rooms and tickets. We understand the importance of keeping your personal information safe.

We follow Information Commissioner’s Office (ICO) guidelines for using and storing all personal information. We are registered with the ICO and you can check this out at the Information Commissioner’s Office (ICO)

We never sell any personal information, or let any other organisation use it for marketing purposes. 

Privacy Policy in Full

This privacy policy explains how Instep Adventures Ltd. collect, use, share and retain personal information. 

 

Instep Adventures,

9 Beaumont Road, Cambridge, United Kingdom, CB1 8PU

Company Registration Number 14111566

 

Our privacy policy and working practices are designed to be fully compliant with UK GDPR. For more information, see Your data matters | ICO

We only collect any personal information when we believe we have a legitimate business interest or need to do so.

All the personal information we process is provided to us directly by you for one of the following reasons:

  • making an enquiry for our products and services,
  • booking a holiday
  • providing feedback
  • participating in our competitions
  • signing up to our mailing list

Personal information includes, but is not limited to:

  • name and contact information
  • destinations and activities you are interested in
  • your travel plans
  • passport and visa details
  • emergency contacts
  • booked flights (if you’ve arrange your own flights)
  • travel insurance details
  • sensitive personal information (relevant health conditions, disabilities, special needs or dietary requirements etc)

 

We reserve the right to retain some of this personal information so that we can use it to serve you better in future.

When you make an enquiry with us, or book a trip with us, we will sign you up for receiving our email newsletters, but you can unsubscribe anytime. The newsletter provides information about our holidays and services that we think may be of interest to you, such as details of our latest holidays, trip reports from recent tours, special offers, events and inspirational travel news.

We shall never send you any marketing information by post, as we are committed to operating paper free, as part of our Responsible Travel Charter.

We collect personal information in order to process your holiday enquiry and fulfil your booking request. This sometimes requires us to pass relevant information on to our trusted suppliers who perform services related to the contracts we enter into with you, such as flights, accommodation and transport services.

We may also share your information with other third parties if necessary to comply with legal obligations or enforce agreements, or when this is necessary to protect our or your rights, property, or safety and/or those of others.

We are required to provide airlines with a passenger mobile phone number and email contact details under IATA Resolution 830d for the airline to inform the passenger of any operational difficulties.

Any third party that we share your information with may be outside of the European Economic Area (EEA) where local laws may not provide legal protection for your information in the same way as is applicable in the EEA.

Apart from the purposes stated above, we do not share your personal information with any third parties.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  • Your consent. You are able to remove your consent at any time. To do this, Contact Us
  • We have a contractual obligation (under IATA Resolution 830d) if you book flights with us.

We shall retain your personal information for the duration required to meet our business needs and no longer. The retention periods may vary according to the type of personal information.

  • Any personal information primarily used to make your booking, like passport details, visa requirements, any sensitive personal information etc will only retained until the completion of your booking/holiday.
  • Financial transaction information may be kept for longer in order to comply with various accounting and HMRC obligations.
  • Name, contact information and a basic record of your bookings with us will be retained until you ask us to remove it.

Protecting the security of your personal information is very important to us. We take all reasonable precautions to ensure its security on our systems in accordance with accepted good industry practice.

We do not keep any paper copies of your personal information. All personal information is kept electronically, using strong passwords and password protected cloud storage.

When your personal information is shared with any other party, it is transmitted electronically, primarily through email.

Unfortunately, no electronic systems or means of data transmission are guaranteed to be 100% secure. Therefore, while we do our utmost to protect your personal information and privacy, we cannot guarantee its security.

While on our website, you could be directed to other sites over which we have no control. These other sites may collect data, send their own cookies, or ask for personal information. We are not responsible for the privacy practices of any other sites and cannot guarantee the security of any of your personal information collected there.

cookie is a small piece of data sent from websites you visit and, if you agree, is stored in your web browser. The cookie assists in analysing visitors to our website to ensure we give you the best experience. No information that identifies you personally is collected.

We may use different types of cookies, some of which are essential for our website to work. We may use both ‘first-party cookies’ and ‘third-party cookies’.

First-party cookies are set by us and we may use them and the data that they gather for our own purposes which allow us to analyse the use of our website.

Third-party cookies are set by other websites that are connected to our website, for example a social network whose share buttons we display (such as Facebook, Instagram or Twitter). These third parties can recognise your computer or device when you visit both on our website and elsewhere on the internet.

These cookies are anonymous and do not gather information that can personally identify you.

You remain in complete control of the cookies through your browser settings at any time and decline cookies if you wish. Please check your browser’s help or user documentation on how to do this.

You have the right to be provided with a copy of your own personal information, to correct inaccuracies, request deletion or opt-out of receiving marketing communications.

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please Contact Us if you wish to make a request.

If you have any concerns about our use of your personal information, you can Contact Us to enquire or complain.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow, Cheshire

SK9 5AF

Helpline number: 0303 123 1113

By using this site, you signify your acceptance to this Privacy Policy. If you do not agree to this policy, please do not use this site. The terms of this Privacy Policy may change from time to time without prior notice to you, so please check this page periodically for any changes. Your continued use of this site following the posting of changes to these terms will mean you accept those changes.

If you need help or have any questions about this policy and your rights with regards to the processing of your personal information, please Contact Us.

25 September 2022

Our Accommodation Ratings

Opulent: Exceptional, unashamedly the best of sheer luxury. (£££££)

Luxury: Outstanding levels of 5* comfort, hospitality and facilities. (££££)

Premium: Excellent levels of comfort and hospitality and a wide range of facilities. (£££)

Mid-Range: Good levels of comfort and hospitality, with a reasonable range of facilities. (££)

Simple: Clean and simple, no frills. Often in areas of natural beauty or near wildlife reserves. (£)