Terms and Privacy

Our Privacy Policy

Your privacy and data mean a lot to us. We promise to keep your details safe and secure and will NEVER share your information without your express permission unless required by law to do so. This Privacy Policy explains how we use your information to give you our very best service, why we collect your personal information, your rights and choices when it comes to these details and the steps we take to keep your personal information secure and confidential. We comply fully with all applicable Data Protection and consumer legislation. We want you to be confident that the information you give to us is treated with care and is safe and secure. 

Third Party Websites 

If you are directed to a third-party website, please be aware they are not subject to this Privacy Policy. Please make sure you read the third party’s terms and conditions and privacy policy carefully before providing any personal information on a third-party website, as we cannot accept any responsibility or liability for external websites. An example would be booking a holiday or volunteering experience directly with the provider using a web address link on our site. 

Personal information & how we collect it: 

Online Booking Forms 

If you make a booking enquiry on our website we will ask you for some personal information which includes your name and e-mail address as well as a free text box to add special requests for the accommodation or volunteering provider. This information is then passed onto the accommodation or volunteering provider in the form of an email generated by Ethical Holiday Ltd. 

Contact Ethical Holiday Ltd Forms 

Contact information (name, email & phone number) is collected automatically and saved in our email inbox, admin area of the Ethical Holiday website and on our customer service system Konnex (who are 'processors' of information'). The information we hold is used only to contact you in response to your enquiry – we will never forward this on to any third parties unless you have specifically asked us to do so. 

Newsletter Sign Up 

If you opt in to receive our newsletters we will require your name and email address. This information is used to contact you via email only. We use an external email service to generate our newsletters powered by MailChimp. The information you have provided is stored within Mailchimp and is not used for any other purpose. You can unsubscribe at any time using the link at the bottom of the email.  If you would like to learn more about Mailchimp’s Privacy Policy you can read it here

Joining Our Community / Log In 

We offer special deals and hidden content to users wishing to join our community. If you opt in to join our community we will require your name and email address. This information is used to create an online member area and contact you via email only. This information is collected and automatically saved in our admin area of our Ethical Holiday website and on our customer service system Konnex (who are 'processors' of information') 

Register your Organisation 

If you would like to apply to list your accommodation or volunteering on our site we will ask you to complete our online application form which is powered by Cognito Forms. Your application form will require company and personal information including (but not limited to) your name, email address, company address, job title and contact telephone number. This information is securely stored within Cognito Forms and downloaded to our admin file storage. You can see the Cognito Privacy Policy here

Why do we collect your personal information? 

We will only collect and use your personal information (as described above) in accordance with data protection laws. Our grounds for processing your personal information are as follows: 

Consent – We will only collect and process your personal information if you have consented for us to do so. This may be through our online forms or newsletter and membership sign up requests.

Compliance – We will collect and process your personal information in connection with our legal obligations. 

Legitimate interests – We may use and process some of your personal information where we have legitimate and sensible business reasons for doing so. Under European privacy laws, there is a concept of “legitimate interests” as a justification for processing your personal information. Our legitimate interests for processing your personal information are; 

  • To process your holiday and/or volunteering experience; 
  • To communicate with you, during the course of a business transaction; 
  • To contact you if you have won our launch competition or other prize draws; 
  • To contact you for survey purposes to improve our service to you or to check customer service satisfaction levels; 
  • To comply with legal obligations. 

By clicking “I have read and agree to the privacy policy in accordance with GDPR” within the booking form you are agreeing to be contacted by Ethical Holiday Ltd. for the purposes above and for your information to be stored as described in this privacy policy. You agree that you do not object to us contacting you for any of the above purposes whether by telephone, e-mail or in writing and you confirm that you do not and will not consider any of the above as being a breach of any of your rights under the Privacy and Electronic Communications (ECD Directive) Regulations 2003. 

How will it be used? 

Any personal information provided within the Booking Form will be kept by Ethical Holiday Ltd. and will be shared only with your chosen accommodation and/or volunteering provider. 

We may use your data to process accommodation and/or volunteering bookings in collaboration with your chosen provider. Your booking form will be sent to the relevant provider as well as to Ethical Holiday Ltd. 

Under GDPR legislation, May 2018, you have a right to object to our use of your personal information for these legitimate interests, including a right to object to profiling by us. 

Sharing your personal information 

Your personal information provided on the Booking Form will be disclosed to your chosen accommodation and/or volunteering provider. A copy of your booking form is automatically sent to the relevant provider as well as to Ethical Holiday Ltd. 

We require all such third parties to treat your personal information as fully confidential and to fully comply with all applicable UK Data Protection and consumer legislation from time to time in place. We will not release your Personal Information to any company outside of our company for their mailing or marketing purposes. 

You should be aware that if we are requested by the police or any other regulatory or government authority investigating suspected illegal activities to provide your Personal Information and /or User Information, we are entitled do so. 

Disclosure of your personal information to other organisations 

Personal information collected by us is confidential. We may disclose your personal information to a third party in the following circumstances; Our accommodation and/or volunteering providers for the purposes of providing services requested by you. 

We may be required to disclose your Personal Information to any court, the Financial Conduct Authority or any other applicable regulatory, compliance, government or law enforcement agency, Fraud Prevention and Detection. Your information may be disclosed when we believe in good faith that the disclosure is; 

  • Required by law; 
  • To protect the safety of our employees, the public or our property;
  • For the prevention or detection of crime (including fraud). 
  • We may share your information with regulatory bodies in the UK, or if applicable, overseas to prevent and detect fraud. 

How you can change permission or update information 

We will always give you the opportunity to ‘opt out’ of our newsletters should you no longer wish to receive them. 

You may request that your information is not used for future communications relating to customer satisfaction surveys, competition and/or prize entries or any other marketing communications. To do this please email admin (at) ethicalholiday (dot) com or click the unsubscribe box in any of our marketing emails. 

To ensure the information we hold about you is accurate and up to date, please contact us to inform us of any information changes. You can ask us to update or correct your personal information or opt out of our use of your information for direct marketing purposes by emailing admin (at) ethicalholiday (dot) com or by post to: 

Ethical Holiday Ltd.
 81 Cranleigh Gardens
 LU3 1LS 

Your information rights and responsibilities 

Your right to correct: You have the right to have your personal information rectified, if it is inaccurate or incomplete. 

Your right to erase: You have the right to request that we delete or remover your personal information from our systems. 

Your right to restrict our use of your information: You have the right to ‘block’ us from using your personal information or limit the way in which we can use it.

Your right to data portability: You have the right to request that we move, copy or transfer your personal information. 

Your right to object: You have the right to object to our use of your personal information, including where we use it for our legitimate interests. If you raise an objection, we will stop processing your personal information unless exceptional circumstances apply, in which case, we will let you know why we’re continuing to process your personal information. 

We will use reasonable efforts, consistent with our legal duty to provide you with your rights, in accordance with data protection legislation. 

How to find out what information we hold about you

You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at Ethical Holiday Ltd, 81 Cranleigh Gardens, Luton, LU3 1LS enclosing a cheque for £10.00 payable to Ethical Holiday Ltd., to cover our administrative costs in dealing with your request. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you and will provide the requested information within 40 days. 

The Information Commissioner’s Office “ICO” 

If you have a concern over our handling of your data, please contact us directly in the first instance so that we may correct our process without delay.
 By Email: admin (at) ethicalholiday (dot)com 

By Post: Ethical Holiday Ltd, 81 Cranleigh Gardens, Luton LU3 1LS. 

You have a right to refer your complaint to the relevant data protection regulator. In the UK, this is the ICO. 

Keeping your personal information secure 

You should also be aware that communications over the internet, such as e-mails, are not secure unless they have been encrypted. If you are directed via a link to a third-party website, these other websites will be subject to their own privacy policies which may differ from this Privacy Policy. You should carefully read the privacy policies of these websites before submitting any personal information. 

Our aim is to keep the information you disclose to us secure. However, we can’t guarantee its absolute security. By using our websites and by transacting with our company, you accept the inherent risks of providing information online and will not hold us responsible for any breach of security. 

How long do we keep your personal information? 

Unless a longer retention period is required or permitted by law, we will only hold your personal information on our systems for the period necessary to fulfil the purposes outlined in this Privacy Policy or until you request it is deleted. Even if we delete your personal information, it may persist on back-up or archival media for legal, tax or regulatory purposes. 

Data Retention Periods 

  • On-going digital booking records maintained until 1 year after date of travel.
  • Paper copies shredded after six years. 

Changes to this Privacy Policy 

We may amend this Privacy Policy from time to time. For example, to keep it up to date or to comply with legal requirements. Please check back regularly to see any updates or changes to our privacy policy. We will let you know what these changes are by posting them to this page. If changes are significant, we may choose to also email you with the new details and get your consent to make these changes, if required by law. Changes posted on this page will become effective as soon as they are posted. Any questions regarding this policy, should via email to admin (at) ethicalholiday (dot) com or in writing to: 

Ethical Holiday Ltd.
81 Cranleigh Gardens